Implement or perform a variety of HR administrative processes and tasks including employee record-keeping. Handle sensitive employee and company information and maintain a high level of professionalism and confidentiality. Administer and process information and data pertaining to the full life cycle human resource administration whilst ensuring accuracy at all times. Handle telephonic and email HR related queries and advise or escalate to relative person for resolution.
Responsibilities
HR Data Management
Carry out a wide range of HR data processing tasks as directed; advise other colleagues and provide guidance on processes when needed. Provide general HR support to business. Conduct comparative check between personnel file information and information on the HR system to rectify system and data anomalies. Maintain HR filing systems. Input payroll data to support the accurate and efficient delivery of payroll services. Ensure effective service delivery to meet customer needs within specified SLAs.
Internal Client Relationship Management
Build effective working relationships within the internal client organisation, delivering high-quality professional services with guidance from senior colleagues. Establish successful working relationships across the TIH Group.
Handling Enquiries and Correspondence
Answer the telephone and assist callers or those making a broad range of enquiries by email or mail or other means with any requests for information, directing more complex matters to colleagues as necessary. Initiate contact internally and externally on a regular basis to convey requests, provide instructions or obtain information on behalf of a senior colleague.
Operational Compliance
Develop knowledge and understanding of the organisation's policies and procedures and of relevant regulatory codes and codes of conduct to ensure own work adheres to those standards. Obtain authorisation from a supervisor or manager for any exceptions from mandatory procedure. Ensure compliance with set turn-around times and standards. Keep up to date with changes in company policy, procedure and structures.
Administration
Conduct data entry into company systems, and review and verify the information to ensure accuracy and accessibility. Create new employee records.
Document Preparation
Prepare routine letters, memoranda, reports and similar documents following detailed instruction. This is likely to involve using the full range of functions within standard office software.
Document Management
Create, organise and maintain files containing the correspondence and records of employees of the organisation.
Information and Business Advice
Resolve queries from internal or external customers or suppliers by providing information on policies and/or procedures, referring complex issues to others. Provide expert support service to TIH Group.
Personal Capability Building
Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching. Develop and maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media. Ensure up-to-date knowledge of relevant HR systems and practices.
Audit Compliance
Work within standard compliance systems and report simple non-compliance issues. Assist with Audits in relation to employee administration related processes.
Client & Customer Management (External)
Help manage clients by carrying out standard activities and providing support to others.
BEHAVIORAL COMPETENCIES
Ensures Accountability
Holds self and others accountable to meet commitments. For example, accepts responsibility for own work, both successes and failures. Handles fair share and does not make excuses for problems. Usually meets commitments to others.
Communicates Effectively
Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. For example, listens attentively and takes an interest. Keeps others well informed; conveys information clearly, concisely, and professionally when speaking or writing.
Collaborates
Builds partnerships and works collaboratively with others to meet shared objectives. For example, finds many ways to add value to the team; probes to draw out richer input from others; is a valued resource who goes out of the way to help others.
Plans and Aligns
Plans and prioritizes work to meet commitments aligned with organizational goals. For example, outlines clear plans that put actions in a logical sequence; conveys some time frames. Aligns own work with relevant workgroups. Takes some steps to reduce bottlenecks and speed up the work.
Manages Complexity
Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. For example, gathers basic information to understand a problem and find a solution. Seeks to understand and apply systematic problem-solving methods; distinguishes symptoms from underlying problems.
Tech Savvy
Anticipates and adopts innovations in business-building digital and technology applications. For example, makes effective use of the latest technologies required for success in the role; grasps the main terminology. Learns and adopts new technologies, although may require some time to master the changes.
Decision Quality
Makes good and timely decisions that keep the organization moving forward. For example, swiftly internalizes coaching on routine issues; handles issues confidently after instruction. Leverages rules and procedures to speed up decision making. Confidently and quickly draws on others' expertise.
Being Resilient
Rebounds from setbacks and adversity when facing difficult situations. For example, skillfully handles disruptions, obstacles, and emotional or stressful situations and nevertheless makes steady progress; seeks insight into the situation, reduces tensions, and finds optimal solutions. Swiftly recovers from significant setbacks.
Customer Focus
Builds strong customer relationships and delivers customer-centric solutions. For example, keeps in contact with customers to ensure problems are resolved, or to improve customer service. Studies customer feedback and emerging customer needs and uses these to determine some creative new ideas.
Skills
Verbal Communication
Use clear and effective verbal communications skills independently and provide technical guidance when required to express ideas, request actions and formulate plans or policies.
Planning and Organising
Work independently and provide technical guidance when required to plan, organise, prioritise and oversee activities to efficiently meet business objectives.
Computer Skills
Supports business processes and effectively use standard office equipment and standard software packages independently and provide technical guidance when required. Human resource information system HRIS
Data Management
Work under guidance to acquire, organise, protect and process data to fulfil business objectives.
Compliance
Work with guidance to achieve full compliance with applicable rules and regulations in management and/or operations.
Attention to detail
Apply concepts of knowledge / skill with guidance to be attentive to details.
EDUCATION
General Education
- Grade 12/ SAQA Accredited Equivalent (Essential);
- Certification in any HRIS (Advantageous);
- HR or related Degree/Diploma (Advantageous)
General Experience
- 2-3 years HR Administration experience in a Human Resources Department (Essential);
- HRIS experience (Advantageous);
- Benefits Administration experience (Advantageous)
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