General Information

Job title:

People and Benefits Future Expert / HR Administrator

Purpose:

To provide day to day HR and payroll support and contribute to the long‐term development of the HR function.

You will have responsibility for supporting the business with all HR and payroll administration related functions.

Primary duties and responsibilities (KRAs)

HR Administration

New Employees and Staff Movements

• Contracts and employee files (employee documentation – electronic storage and maintenance, Sage and SigningHub)
• New employees contracts, recruitment packs, loaded on signing hub, then loaded into Sage with correct salary schedules and job descriptions
• Ensuring that all new employees have signed a contract and all relevant documentation is complete and uploaded on their record timeously
• Sending welcome emails to all new employees before they start and ensuring they fill in their personnel form and sign their contracts before starting
• Liaising with leaders regarding the start time of their new employee to include this in their welcome emails

Existing Employees

• Frequent audits on recruitment packs and following up with the recruitment team
• Compiling all HR related letters needed by employees

Staff Movements

Processing all staff movements, track staff movements on a daily basis and process where needed:

• Resignations, send exit email, process provident fund, process medical aid, process gap cover, assist with queries
• For transferring employees send new contract, job description, salary schedule where needed, loading on signinghub and then loading in Sage
• Employees moving positions, new job description, salary schedule, load in Signinghub and Sage
• Employees moving fixed-term to permanent: send new contract, job description, salary schedule where needed, loading on signinghub and then loading in Sage
• Flag high risk employees on Sage monthly (as identified by People and Benefits Expert)

HR Systems User (Core, Sage 300 People)

• Enter data into the HR and Payroll system so that accurate records are maintained – including CORE, Sage People
• Frequent checks and audits to ensure employees are loaded correctly e.g Hierarchies, FTE, Job Grade and Contract Type
• Completing all staff movements/transfers in Core. Core movements need to be done the morning of the 1st of each month
• Loading all new employees in both Core and Sage as well as creating new positions
• Loading new T4’s in Core for recruitment timeously
• Monthly checks that all FCI are loaded as contractor
• Activating new ESS profiles for new and returning employees
• Assisting with ESS queries
• Assisting with leave queries

UIF claims assistance & maternity leave

• Completing forms for employees who are going on maternity leave or have been dismissed
• Sending out maternity leave agreement for employees going on maternity leave via signinghub, load into Sage
• Keeping track of new maternity leave applications in Sage and adding to the maternity leave sheet
• Monthly download of UIF files from Sage and email to department of labour

Exit interviews – conduct and compile data timeously

• Send out exit interview link when an employee leaves

Labour Relations

• Knowledge on topics such as Performance Management, Policies and Procedures, Employment conditions and wages, and other legislative requirements
• Knowledge on relevant legislation, such as the LRA, OH&S legislation and company code of conduct.

Reporting & Analysis

• Adhoc reporting
• Providing new employee information to Internal Comms each month

Policies & Procedures

• Keep up to date of company policies and procedures, having an understanding of company policies and procedures.

Department of Labour

• Preparing documents for inspection before deadline and send to relevant store / labour inspector within deadlines
• Dealing with queries and any contravention orders

Medical Aid

• Processing of all medical aid applications forms online and on e-mail
• Dealing with all queries
• Continuous monitoring of staff not on medical aid and follow up, tracking applications
• Sending medical aid agreement to all employees new on the Discovery employer group

Provident Fund

• Processing of all withdrawal claims
• Dealing with all queries
• Maintenance of voluntary contributions

PolicyTech (System User)

• Uploading any necessary approvers/reviewers
• Uploading new/updated policies onto PolicyTech
• Maintenance of policies

Other

• Admed gap cover – adding members, cancelling cover, providing monthly schedule to Admed
• Discovery Healthy Company recon – loading new employees to Healthy Company at the beginning of each month, terminating employees on the last day of each month
• Audit yearly for new financial year increases to make sure all salary schedules are on file
• Sending out schedules via signing hub when needed, e.g for retail changes schedules will need to be sent to all of FCB

Payroll

• Leave queries

Hierarchy:

People and Benefits Expert

Key communication and relationships: