Port Elizabeth: HR Administrator posted by Ingenious Personnel Holdings

Position Purpose

To deliver a comprehensive and effective Human Capital and Payroll function that supports the Management Team. This role requires close collaboration with operational department managers to provide high-quality service to employees, covering all aspects of the employee life cycle. Responsibilities include, but are not limited to, preparing and distributing employee documentation, handling recruitment and onboarding, managing payroll and employee benefits, maintaining departmental policies and procedures, responding to queries, and generating reports.

Key Performance Areas

Recruitment and Induction

• Advertise divisional and group vacancies.
• Assist with the screening and shortlisting of applicants.
• Advise department managers on market-related salary packages. Provide dummy payslips where required.
• Conduct onboarding and induction for new employees at the branch.

Employee Take-On & Monthly Payroll

• Coordinate payroll input packs and verify documents for completeness and accuracy. Submit payroll input to the payroll department before the deadline.
• Ensure accurate submission of overtime and commission data. Prepare and distribute employment contracts.
• Complete employee checklists and ensure all information is captured on VIP and other systems.
• Manage the electronic filing of new and existing employee documents.

Benefits Administration

• Submit and follow up on benefit claims and related queries.
• Liaise with provident fund providers on disability applications and claims.
• Facilitate evaluation and updates of benefits plans (Cedar, Discovery, MIBFA). Coordinate annual Employee Wellness initiatives.

Terminations

• Coordinate and conduct exit interviews; prepare exit reports for management. Submit monthly termination reports to IT for access and system updates.

Employment Equity and Worker Forums

• Update and submit EE and Worker Forum statistics to Shared Services Human Capital. Participate in branch EE and Worker Forums; take minutes and post on notice boards. Ensure monthly updates are submitted to the HR Manager for reporting purposes.

Policy Familiarisation

• Ensure only current Human Capital policies and procedures are accessible to departments and employees.
• Ensure full execution of all stages of the employee life cycle (e.g., performance reviews, skills audits, assessments, counselling, health and safety).

Reporting (Human Capital and Payroll)

• Compile and submit weekly and monthly reports covering: headcount, staff movements, IR activity, disciplinary matters, and EE progress.
• Generate payroll-related reports for management analysis, including leave tracking and shift bonuses.

General Administration (Employee Files)

• Maintain updated job descriptions, skills audits, employee contracts, and performance reviews.
• Distribute payslips, benefit statements, and bulk employee communications as required. Issue long service certificates monthly or quarterly.
• Ensure prompt and accurate payment of third-party suppliers via Finance. Coordinate the annual submission of declarations and ensure proper filing.
• Support the execution of Human Capital initiatives as outlined in the annual HC Strategy Plan. Attend monthly HC forum meetings and align local HC functions accordingly.
• Maintain accurate records in VIP People (HR module) for effective reporting.
• Ensure timely communication of employment changes (e.g., salary, job title, benefits) to Payroll.
• Maintain a complete, accurate, and easily retrievable employee record system.

Communication and Query Management

• Respond promptly to internal queries via phone or email. Provide feedback within 24 hours for all external queries.

Training

• Coordinate departmental induction sessions.
• Ensure new and existing employees are informed of all structural, policy, and market-related changes.

Requirement: Minimum Knowledge / Skills and Education

• Degree in HR or related qualication (Pre-requisite)
• Minimum of 2-3+ years experience in a similar environment with primary responsibility of benefitsadministration, and execution of Human Capital Functional areas
• Excellent computer literacy skills in Microsoft Office, particularly Excel and Word
• Knowledge of related legislation: (Labour Relations Act (LRA), Basic Conditions of service orientation
• Ability to work under pressure
• Excellent interpersonal skills approachable and able to build effective relationships with linemanagers and employees at all levels
• A champion for change
• Demonstrates a professional, confident can do attitude.
• Positive self starter, flexible, results- driven, accurate and attentive to detail.
• Excellent organisation and time management skills committed to meet and exceed deadlines
• Excellent communication skills (verbal and written)
• Integrity and trust are essential -must maintain confidentially