OPERATIONS:
Data Integrity Project
Maintain the employee master data, throughout the employee life cycle from joining to leaving, while adhering to the relevant policies, procedures and relevant legislation.
HR Information System updates- Employee on-boarding, promotions, transfers, contract renewals, terminations, changes in conditions of employment, leave administration.
Document processing, data capturing, and filing to ensure we record all employee transactions.
Improve administrative procedures and documentation (contribute to the improvement of internal systems and procedures, other input towards payroll calendar management)
Assist with time, attendance and leave administration requirements.
Ensure employee data complies with reporting requirements, such as EE/ BEE/ DoL, Remuneration Analysis.
Maintain a meticulous and updated employee filing system for all employee movements.
Benefits Administration Processes
Work in collaboration with benefit administration consultants to ensure that the company and employees are well advised on legislation developments pertaining to pension, medical and risk benefits matters.
Ensure that employees have access to, and receive Employee Benefits Advisory Services.
Administer benefit claims as per policies and regulations.
Update employee files with the latest beneficiary information ( manually and electronically).
Governance and Risk
Ensure compliance with the internal audit requirements of the organisation.
Ensure compliance with the policies and procedures in order that the division gets clean audits.
System compliance with data security and privacy requirements – POPI ACT.
Legislative Requirements
Interpret and apply statutory regulations and maintain HRIS system data changes (Employment Equity, Management Control –BEE Act, Basic Conditions of Employment etc.).
Advice and guide managers and staff on company policies relating to conditions of employment when necessary such as leave administration, time management, overtime administration, pension fund, medical aid, risk benefits, and related claims etc.
Maintains compliance with all the relevant employment laws and regulations, and recommended best practices; reviews policies and practices to maintain compliance (employee life cycle –data management.
Maintaining the integrity of Employment Equity Reports – and assist with Statistical Equity Reporting & BEE Reporting.
Facilitate audits/verifications by providing records and documentation to auditors/ BEE /DoL/verification officers Keep files/documents – injury on duty claims and relevant documentation submitted to the Compensation Commissioner by SHEQ and Occupational Health.
Reporting
Assist the various departments with aggregated and analysed data / reports according to stakeholder specific requirements, adhoc reports, monthly, quarterly and annually.
Develop and maintain ad hocs reports to provide HR and other stakeholders with timely and accurate data.
Report on Absenteeism, Sick Leave ( moved to Information Systems).
Report on Employee Movements – Terminations, Hires, Movements and other relevant changes.
Provide regulatory reports BEE, EE, and Remuneration Analysis, Leave Management.
People Development
Contribute towards guiding, coaching and mentoring the interns in the department.
CUSTOMER SERVICE:
Provide Support Services
Assisting staff with Employee Information related queries.
Providing Support with Employee Self Service Portal (ESS), and Manager Self Service Portal (MSS)
Providing information for monthly, quarterly and yearly statistics for various stakeholder reporting requirements
Efficient processing of benefits during on -boarding, information updates, and withdrawals for pension fund, medical aid, death and disability claims, etc.
Conduct monthly/ quarterly induction presentations for new employees.
Coordinate onsite presentations for medical aid, risk benefits, financial planning, etc.
PROCESSES:
Absenteeism
Ensures implementation of Mintek policies and procedures regarding absenteeism. Monitors trends on absenteeism through utilising the HR systems (PaySpace, IFS and T&A) and forwards reports to managers and supervisors for follow up and action.
Administration
Maintains employee master data, throughout the employee life cycle from joining to leaving, while adhering to the relevant policies, procedures and relevant legislation.
Ensures HR admin deadlines related to employee hire, termination and movements are met at all times
Inputs of employee related data into HRIS (PaySpace, IFS and T&A), through verification, scrutinizing and ensuring pre-approval alignment to policies and procedures before capturing.
Verifies and approves all HR administration data and supporting documentation received viz appointments, terminations, salary increases, promotions, leave, PAR, terminations etc and forwards to HR & Admin Systems Controller for processing (daily).
Ensures readily and accessible electronic and manual HR records are maintained.
Verifies and approves all HR administration data and supporting documentation received viz appointments, terminations, salary increases, promotions, leave, PAR, terminations etc and forwards to HR & Admin Systems Controller for processing (daily).
Ensures that the asset register is signed and approved by the relevant stakeholders before employee termination is effected.
Ensures document control and adherence to workflow processes.
Updates HR admin control registers and files – submits input for approval and forwards to finance and payroll for processing.
Audit
Interact with relevant HR section and Payroll to ensure clean audit process; ensures compliance to audit findings and corrections are actioned within stipulated timeframe.
Support the internal and external auditors in verification of discrepancies and queries related to HR administration.
Business processes and workflow
Assists in analysing HR business processes, workflow and documents accordingly.
Give inputs into policies and procedures.
Filing
Ensures an up-to-date and accurate filing system is maintained for HR admin at all times- both manually and electronically.
Filing – ensures satisfactory filing and retrieving of documentation
Filing – files all documents on personal files and ensures accurate and up-to-date information on personal files at all times.
Overtime
Opens and closes overtime claim sheet for Division to complete and informs accordingly.
Verifies overtime pre-authorised with actual claimed – notifies line managers, employee and HR Systems Controller if 40 hours are exceeded and if overtime was not pre-authorised.
Leave management
Verify and audit maternity, sick, annual leave applications, cross checking with employment contracts, policies, and legislation.
Controls and checks data for leave and sick leave; capitalisation of leave, unpaid leave, special leave etc and that these are accurately captured on system.
Verifies leave input and requests – notifies line management and employee if not approved. Ensures availability and accrual of entitlements.
Policies and procedures
Inputs towards updating of Policies and procedures – maintains and updates HR Administration according to policies and procedures updates utilising Ms Word, Excel in prescribed formats. Maintains and updates HR databases, Shared Drive accordingly. Liaises with the HR Multiple Disciplinary Teams to ensure annual revision.
Participate in policy and procedure reviews.
Conduct administrative functions and ensure up-to-date knowledge of the HR administration processes, as well as all conditions of service.
Queries and complaints management
Handle employee queries and complaints regarding HR administration.
Reports
Compile and submit HR admin reports – (monthly, quarterly).
Draws relevant reports from HRIS (PaySpace, IFS and T&A) Reports – draws relevant reports from HRIS (PaySpace, IFS and T&A).
HRIS Systems
Maintains master data (PaySpace, IFS and T&A).
Processes total package changes, new appointments, resignations, changes in status, promotions etc.
Processes hourly rates for contract/temporary/fixed term employees; ensures valid contract approval before processing.
Completes return on attendance reports (weekly) and forwards to HR System Controller and Head: HR Administration, follows up on Divisions not returning weekly attendance reports.
Runs attendance reports and forwards to Divisions (monthly).
Verifies and processes attendance reports returned from Divisions (monthly), records findings and submits report to HR Systems Controller and informs Head: HR Shared Services if any discrepancies /anomalies, before forwarding to Payroll for processing.
Verifies monthly interface file for payment – permanent and casuals. Verified information processed by Divisions. Clears all rejections and submits for approval before releasing to payroll for payment.
Minimum requirements
Education:
Minimum:
B degree in Human Resources or relevant field.
Ideal:
Practical Experience of Payroll Administration or Training in a Payroll Administration
Certificate in Payroll Administration.
Experience:
3-5years’ experience working with HR information systems & Payroll Inputs.
In-depth knowledge of HR business processes.
In-depth knowledge of Employee Master Data Administration, Remuneration and Benefits.
Training:
Minimum:
Competent User of Pay Space, IFS, Time and Attendance, Intermediate Ms Office (importantly excel), HR, Leave, Payroll Information System modules.
External Candidate – Payroll module, Employee Master Data module, Time & Attendance, Leave Administration, Excel.
Ideal:
Functional reporting skills.
Legal:
Minimum:
Basic Conditions of Employment, HR Policies and Procedures, Payroll and Leave Management, Time and Attendance, Labour Relations Act, BEE Act, POPI, Employment Equity Act, Skills Development Act.
go to method of application »
Apply via company website ( http://www.mintek.co.za ) or
