Human Capital (HC) Administrator

Job Description

PURPOSE OF THIS JOB

The HC Administrator is responsible for performing end to end HC administration, advisory services and support to the HC Team and the wider business across the Bank.

The HC Administrator is responsible for performing end to end HC administration, advisory services and support to the HC Team and the wider business across the Bank.

Key Responsibilities

KEY PERFORMANCE AREAS

1. Human Capital Administration

Provide HC administration support for a wide range of HC activities, amongst others:

• Recruitment & Selection: Preparation of documents for recruitment approval, compiling and distributing interview packs, setting up interviews, co-ordination of employment risk checks, regret letters, queries, generation of offer documents, proforma payslips and other administration support.
• Onboarding: Compile pre-hire packs and assist new hires to complete the required documents.
• Off Boarding/Exits: Compile termination pack, communicate terminations to key stakeholders, draft acknowledgment of debt letters and obtain required approvals
• Changes in employment information: Provide support with regards to changes in reporting lines, banking details, benefit administration, transfers and promotions
• Generate HC letters for employees in terms of as contract expiration, probation periods, confirmation of employment, Visa’s, etc.
• Submission to Payroll: Prepare all the required submissions for Payroll processing.
• Records Management: Keep accurate employee records and submit all relevant documents to Records Management for record keeping.
• Other HC Administrator support: Talent, Succession, Employee Benefits, Training & Development, etc.

2. Human Capital Advisory and Support

• Conduct first-line advice and support to employees in respect of queries, information and on policies and procedures. Refer to the relevant HC personnel, where required.
• Manage and respond to HC requests emanating from the Service Desk.
• Prepare presentations, reports, information, trends, analysis and dashboards for the HC Team using the Service Desk, HC database and appropriate benchmarking.
• Give first-level support on disciplinary and grievance procedural matters.
• Conduct recruitment and selection for support and other jobs as required.
• Take an active part in HC projects and provide support and/or coordination thereof.
• Accountable for dealing with personal and sensitive information of employees that always necessitates confidentiality.

3. Perform any other HC administration and support as required.

Key measurements of outputs

• Quality and accuracy of documents prepared

• Quality and accuracy of presentations, reports and dashboards

• Standard of advice and support provided to employees

• Deadlines are met as per agreement

• Contribution to recruitment and select of support staff

• Contribution to HC projects

• Accurate record keeping

• Clean audit

INTERNAL LIAISON RELATIONSHIP (*The list is not exhaustive)

• Heads: Human Capital

• Human Capital Personnel

• DBSA: Management & Employees

EXTERNAL LIAISON RELATIONSHIP (*The list is not exhaustive)

• DBSA suppliers

• External Auditors

• Other relevant Stakeholders’

Expertise & Technical Competencies

QUALIFICATIONS & EXPERIENCE

Minimum Qualification

• A Bachelors Degree in Human Resources or a relevant field.

Minimum Experience

• A minimum of 6 years’ experience in HC Administration (full employee life cycle from recruitment, onboarding to off-boarding).

• Proven knowledge and ability to provide first-line advice and support to employees on HC matters.

• Evidenced knowledge of the recruitment, onboarding, offboarding and other HC processes.

• Evidenced ability to produce high quality documents with minimal to no errors.

• Demonstrated ability to generate effective Human Capital Reports, Presentations, Dashboards using HC SAP SuccessFactors (SSF) and other sources of information.

• Proven understanding of the Basic Conditions of Employment Act, the Labour Relations Act and general HC Practices.

• Demonstrated proficiency in SAP HC (currently SAP SuccessFactors - SSF), Microsoft Word, Excel and PowerPoint.

• Proven ability to produce quality documents without supervision.

• Evidenced ability to multitask and plan accordingly.

TECHNICAL COMPETENCIES

a) Detail Orientation

• Reviews all relevant information or aspects of a situation before taking action or making a decision.
• Pays close attention to details that are important to others to make sure they are right.
• Verifies that work has been completed according to the standards and procedures.

b) Policies and Procedures

• Has specialist knowledge of Human Capital Legislation, Policies & Procedures.
• Is capable of measuring consistency of policy application.
• Knows how to conduct post-implementation analysis and recommend appropriate changes to policy and procedure.

c) Planning and Organising

• Uses time management procedures effectively.
• Can exercise independent judgement regarding all planning and organising issues.
• Uses specialised software to plan and manage own time.
• Plans and manages multiple priorities and deadlines.

d) Recruitment and Selection

• Basic knowledge and understanding of recruitment and selection policies and procedures.
• Ability to undertake recruitment and selection tasks and activities with guidance, e.g., drafting and placing advertisements, reviewing applications, arranging interviews, on boarding successful candidates etc.

e) Written and Verbal Communication

• Writes clearly and concisely simple work-related documents.
• Expresses simple ideas clearly in writing.
• Understands enough to independently handle most tasks in this area most of the time but is supplied with direction for work objectives.
• Able to explain simple procedures or instructions to others, in a clear way.
• Uses limited range of words to meet simple spoken needs.

f) Employee Affairs

• Able to apply basic understanding of employee's affairs processes and policies (e.g. work permits, benefits, pensions, insurance etc) and able to answer straightforward queries by managers / employees.

g) Computer Literacy

• Consistently uses relevant office software products such as word-processing, spreadsheet, presentation, and email packages to an acceptable standard for the job.
• Has the ability to use standard and/or program-specific the organisation databases, and merge / import data from one program to another.
• Adapts method of working to accommodate changes in the technological developments.

Required Personal Attributes

BEHAVIOURAL COMPETENCIES

a) Customer Service Orientation

• Tries to understand the underlying needs of customers and matches these needs to available or customized products and services.
• Adapts processes and procedures to meet on-going customer needs.
• Utilises the feedback received by customers, in order to develop new and/or improve existing services/ products that relate to their on-going needs.
• Thinks of new ways to align offerings with future customer needs.

b) Self-Awareness and Self Control

• Withholds effects of strong emotions in difficult situations.
• Keeps functioning or responds constructively despite stress.
• May apply special techniques or plan of time to manage emotions or stress.

c) Strategic and Innovative Thinking

• Experiments with new approaches, tests scenarios, questions assumptions and challenges conventional thinking.
• Creates new concepts that are not obvious to others, leveraging internal and external sources of information, to build incremental revenue and growth opportunities.

d) Driving Delivery of Results

• Sets challenging goals that will have a significant impact on the business or support the organisational strategy.
• Commits significant resources and/or time to ensure that challenging goals