Regional Human Resource Administrator

Main Purpose of the Role

To oversee human resource administration within the region, providing dedicated support to assigned branches in compliance with company policies and procedures.

Key Responsibilities

1. Effective Staff Sourcing

• Complete and submit vacancy request forms, ensuring timely follow-up on approval status.
• Maintain and accurately update recruitment trackers.
• Advertise vacancies on the careers portal to attract a wide range of suitable candidates.
• Source and shortlist CVs, forwarding them to Branch and Line Managers.
• Assist with interview scheduling and ensure application forms are fully completed with valid qualifications.
• Conduct reference checks and coordinate screening and vetting processes, including Voice Stress Analysis where applicable.
• Organise onboarding training for all successful recruits, including role-specific and group sessions.
• Prepare contracts in line with wage agreements and BCEA requirements for approval, issuing new contracts or letters to branches promptly.
• Submit documentation to payroll for processing and request employee numbers.
• Communicate employee numbers promptly to the relevant Line Managers.

2. Employee Relations Management

• Administer disciplinary procedures by monitoring hearing dates, outcomes and appeals.
• Process warnings by verifying history, reviewing prior warnings, and ensuring signed copies are uploaded to payroll, shared drives and warning trackers.
• Manage suspensions by recording data and ensuring accurate shift application on Easy Roster.
• Address unauthorised absences by conducting interviews, issuing telegrams and proceeding with terminations where necessary.
• Send telegrams upon request and carry out telephone follow-ups according to established procedures.

3. Organisational Employee Engagement

• Lead HR initiatives relating to wellness, health and safety, and internal communications.
• Distribute pension fund statements and coordinate December bonus payments with the council.
• Post ad hoc notices, letters and memoranda on notice boards to keep staff informed.
• Respond to general enquiries concerning pension funds, death and funeral claims, NBC and wellness funds.

4. Company Policy Compliance and Records Management

• Upload signed documents, policies and relevant files to shared drives, payroll portals and digital employee records.
• Notify Easy Roster and branches promptly of new employee numbers.
• Maintain up-to-date personnel filing systems and manage general filing tasks efficiently.
• Ensure all company documents, including leave forms and disciplinary records, are current versions.
• Verify monthly HRS and amount reports and review earnings analyses for accuracy.
• Participate in safety forums and fully comply with safety policies and procedures.

5. Employee Life Cycle Management and Support

• Ensure completion and updating of Entry (10@2) and Confirmation (10@12) interviews on the tracker.
• Follow IT procedures for new staff requiring company email or platform access.
• Manage and record movement forms for engagements, terminations, promotions and allowances.
• Record leave on the payroll portal, conduct leave audits and notify managers when staff have insufficient leave balances.
• Submit claims for sick, annual and bonus leave via the Councils online platform.
• Compile and issue UIF, indemnity and debt acknowledgement documents for maternity and paternity leave. Report and monitor Injury on Duty (IOD/WCA) cases and process resumption reports. Manage off-boarding by updating the pension fund termination list and conducting exit interviews.
• Complete and submit exit documentation, including UIF, pension withdrawal and certificates of service.

6. Employment Equity Management

• Maintain accurate Employment Equity data within HR systems.
• Attend scheduled meetings, distribute minutes and track action items efficiently.
• Support coordination of Employment Equity awareness and training events.
• Perform administrative duties in line with Employment Equity Act requirements.

7. Staff Management, Succession Planning and Development

• Assist with mid-year and annual performance reviews.
• Record Acknowledgement of Debt (AOD) on Google Sheets and submit for approval.
• Investigate, verify and compile documentation relating to payroll queries.
• Process death and funeral claims, following up with the relevant funds.
• Manage disability claims by submitting forms and liaising with HR management on settlements.

8. Health and Safety

• Contribute to the design, development, review, implementation and monitoring of branch, regional and national safety plans annually.
• Participate actively in company safety forums, including health and safety meetings and safety talks.
• Report all safety incidents promptly to the appropriate personnel.
• Discuss safety incidents openly across all organisational levels.
• Follow up diligently on actions assigned through safety meetings, committees, representatives or management.
• Attend safety education and refresher programmes regularly.
• Adhere strictly to workplace safety policies and procedures at all times.
• Distribute safety information promptly as required.
• Wear appropriate protective clothing consistently.

Qualifications and Experience

• Grade 12: Senior Certificate (Grade 12) or equivalent mandatory.
• A qualification in Human Resources is desirable.
• Proven experience in a Human Resources administrative role is essential.