Key Responsibilities

1. HR Administration & Records Management

• Maintain accurate, complete, and up-to-date employee personnel files, both digital and physical.
• Collect and verify employee documentation to ensure that required records are available and properly filed.
• Capture, maintain, and update employee information on HR systems, reports, and relevant databases.
• Conduct regular audits of HR filing systems and assist with identifying and resolving documentation gaps.
• File and archive CCMA, disciplinary, and other employee relations records from the CRM system in accordance with company procedures.
• Assist with the preparation and maintenance of organisational structures and verify employee information against payroll data.
• Assist with ensuring HR records comply with company policies, data protection requirements, and applicable legislation.

2. HR Reporting, Audits & Analytics

• Assist with compiling routine and ad hoc HR reports, metrics, and management information.
• Support HR audit preparations by gathering documentation and ensuring records are complete and readily accessible.
• Conduct policy gap analysis and assist with documenting findings and recommendations.
• Analyse historical employee attrition and turnover trends and identify key reasons contributing to high staff turnover.
• Assist with employee engagement surveys, including preparation, administration, data capturing, and reporting of results.
• Assist with analysing HR data and preparing presentations and reports for management as required.

3. Recruitment & Employee Administration Support

• Provide administrative support throughout the recruitment and selection process.
• Assist with coordinating interviews, maintaining recruitment records, and ensuring required documentation is completed.
• Support the HR team with employee onboarding and related administrative requirements.
• Assist with general employee administration and HR queries as required.

4. HR Meetings & Coordination

• Coordinate and schedule HR-related meetings and appointments.
• Prepare meeting documentation, agendas, and supporting information as required.
• Attend HR meetings and take accurate minutes, ensuring action items are recorded and followed up where necessary.
• Process travel applications and other administrative requests on behalf of management as required.

5. Events, Training & Employee Engagement

• Assist with the planning and coordination of company events, training sessions, employee engagement initiatives, and HR-related activities.
• Coordinate event logistics, including venues, catering, materials, equipment, attendee lists, and other requirements.
• Obtain and compare supplier quotations and assist with preparing presentations and recommendations to support management decision-making.
• Provide administrative and coordination support for internal HR communications and employee initiatives.

6. General & Ad Hoc HR Support

• Provide general administrative and operational support to the HR Department.
• Assist with HR projects, process improvements, and other initiatives as required.
• Prepare professional presentations, reports, spreadsheets, and other HR documentation.
• Provide support to HR management and the broader HR team on ad hoc administrative requirements.
• Maintain a high level of confidentiality when handling employee, payroll, disciplinary, and other sensitive information.
• Ensure all activities are performed in accordance with company policies, procedures, applicable legislation, and data protection requirements.

Minimum Requirements

Education

• Diploma or Degree in Human Resources Management or a related field.

Experience

• Minimum 3 years' experience in a Human Resources administration or similar HR support role.
• Previous experience in a corporate or Head Office environment will be advantageous.
• Experience working with HR records, reporting, employee documentation, and HR administration is preferred.

Technical Competencies

• Proficient in Microsoft Office, particularly:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
• Sound knowledge and understanding of applicable South African employment legislation and HR practices.
• Strong administrative, reporting, and data-capturing skills.
• A valid Code 8 driver's licence.

Personal Attributes & Competencies

• High levels of integrity, confidentiality, professionalism, and ethical conduct.
• Strong organisational and administrative skills.
• Excellent attention to detail and accuracy.
• Ability to prioritise multiple tasks and meet deadlines.
• Ability to work independently while also contributing effectively as part of a team.
• A confident, proactive, and solutions-oriented approach.
• Ability to anticipate requirements and identify potential issues before they arise.
• Excellent written and verbal communication skills.
• Ability to communicate professionally with employees, management, and external service providers.
• Punctuality, reliability, and consistent attendance.
• Ability to handle confidential and sensitive information with discretion.
• Strong interpersonal skills and a customer-service-oriented approach.
• Ability to adapt to changing priorities and work effectively in a fast-paced environment.
• Ability to read, write, and communicate effectively in English.