Human Resources Professional

• Recruitment process

Supports the recruitment and staffing functions and provides core customer service and administrative support to managers and employees with general human resources, benefits, employment, and payroll questions

• Prepare internal advertising of all available approved positions.
• Collate all CVs and prepare for presentation to HR Manager and Interview panel.
• Coordinated appointments for interviews with applicants and Interview panel.
• Coordinated the booking and preparation of interview room.
• Create a shortlist as advised by the HR Manager.
• Coordinated appointments for interviews with shortlisted candidates and Interview panel.
• Prepare external advertising of all approved positions.
• Follow the same process as for internal positions.
• Coordinated credit and reference checks on successful candidates.
• Prepare a dummy payslip – HR Manager Approval required.
• Prepare a Letter of offer to the successful candidate for the HR Manager to approve.
• Once accepted, prepare a Letter of Appointment the HR Manager to approve

       2. New Employee administration

• Notification email to new employee re documents to be submitted on 1st day of employment.
• Collate starter pack with the latest information and documents.
• Starter pack to be given to new employee on 1st day of employment.
• Ensure that all the necessary documents are submitted to add employee to the payroll system.
• Welcome and introduction to Management and all staff.
• The introduction email will be circulated.
• Schedule new employees for the next Induction program.
• Ensure that a Personnel file is created for all new employees.
• Check that all audit-required documentation is available in the Personnel file.
• Request new user access on the Gethelp portal and ensure that all logistics in regard to CAPEX are in place for a new employee.

  3. Performance Management Process

• Increases are granted annually on the 1st of April of each year. The completion of a Performance evaluation is

Compulsory before a salary increase will be granted.

• Email reminders must be sent to all Managers/Department Heads for all due Performance evaluations at the end of the year.
• Ensure that all the necessary Performance evaluation documentation are completed for submission to the HR Manager
• Schedule re-evaluations in cases where employees did not perform according to job requirements.
• Prepare increase letters, HR Manager to check letters before distribution.
• Ensure that all documentation and processes for Interim promotions are completed, e.g. Addendums, changes on systems, etc.

4. Industrial Relations & Grievance Procedures

• Prepare all related documentation (Letter of warnings, Grievance letters, etc.) as requested by the HR Manager.
• Assist with the preparation for all disciplinary hearings.
• Act as HR Representative during disciplinary hearings in the absence of the HR Manager.
• Ensure that minutes of disciplinary hearings are correctly done.
• Preparation of documents for CCMA cases.

• Assist the HR Manager with the data gathering, preparation and reporting on any of the above processes.
• Coordinate and ensure quarterly submissions of nominations for the Global Recognition program.
• Responsible for the Long Service Award Recognition program.

  6. Exit process (Resignations/Terminations)

• Ensure that the required resignation letter has been received from the Manager/Head of the Department.
• Prepare the Acceptance of resignation letter (once approved by the Group MD) and email to Manager/Head of Department for signature by employee.
• Notify Discovery Medical Aid provider immediately of planned resignation to remove employee from CEVA’s billing statement.
• Supply/assist the employee with the Provident Fund withdrawal notification forms for completion.
• Forward withdrawal notifications to the funds, follow up, and notify the employee once payment has been made.
• Ensure that an exit interview is done on the last working day of the month, and handle all arrangements with particular employees in this regard.
• Ensure that a Leaver Checklist has been completed and all actions have been done on the list.
• Prepare a quarterly Exit Interview feedback report to Management.

• Ensure that all the necessary documentation is completed and submitted to Discovery & GAP Cover Policies i.t.o. new employees and leavers.
• Submit any changes as requested by the members to Discovery & CEVA’s dedicated Medical aid consultants.
• Ensure that annual changes to medical aid plan options have been submitted to Discovery by the given deadline.
• Ensure that the Nomination of Beneficiary forms are forwarded to Liberty Life.
• Process and submit all Death & Disability claims as and when required.

    8. Leave Administration

• Coordinate that all necessary leave forms are received from employees and Management/Heads of Departments.
• Ensure that all leave applications comply with BCEA, Staff Handbook & HPCSA requirements.
• Ensure that available leave balances are adhered to at all times.
• Check that all leaves are captured correctly on the payroll system.
• Manage all queries in regards to leave from employees and Management/Heads of Departments.
• Supply Management/Heads of Departments with leave reports as required.

   9. Other HR Administrative processes

• Organise the company employee communication, employee welfare, wellness (e.g. screening tests annually) and other employee services.
• Ensure the correctness of employee files and all day-to-day efficient operations of the HR Office.
• Updating the HR Folder on the P-drive with all the latest HR documentation and forms.
• Update and maintain the company organograms with all new employees, leavers and changes.
• Assist with information when requested for the completion of BEE audits, Employment Equity and Skills Development compliance.
• Handle employee, management and 3rd party enquiries related to HR processes with a high degree of customer service and confidentiality.  Ensure that the information provided is 100% accurate at all times.  If necessary, refer to HR & Payroll Manager.

• Communicate payroll input closing date to all staff and remind weekly.
• Collate and prepare all payroll input documentation:
• Co-ordinate and check Leave applications and data on payroll
• Personal details changes (Changes in address details, surnames, marital status, etc.)
• Coordinated and checked the correctness of Overtime sheets
• Petrol Card statements
• Fuel Allowances
• Co-ordinate School Fees schedule (BBBEE social development)
• New employee details
• Terminated employee details
• Maternity leave employees (Do provision calculations and update changes, and ensure that correct payments are made to 3rd parties)

• Changes/additions to Medical Aid
• Changes/additions to Provident Fund & Unapproved Risk
• Garnishees
• Loans & Advances
• AA88’s
• Any other data input (Long service awards, Referral Incentives, etc.)

• Responsible for capturing and updating of all MYHR data i.t.o data changes, new employees, terminations, bulk changes, etc.
• Run reports every month from C-people to ensure data correctness.

• Fully responsible for ensuring that all payroll input is sent to the Payroll consultants for the applicable month.
• Basic checking of payroll input data is captured against the check reports available.
• Load all information for the electronic payslip (Infoslip) distribution.
• Ensure that all payslips to all non-infoslip employees are printed and distributed using recording lists to confirm receipt of payslips.

• Always ensure that the necessary back-ups are made during the payroll processing process.

13. Payroll Month-end reporting

• Ensure that all statutory and month-end reports are completed and submitted to the HR Manager for checking.  Forward to Finance and other parties.

• Responsible for all reconciliations of 3rd party payments and handle all related queries and auditing process.

14. Other payroll duties

• Responsible for all letters related to payroll administration e.g. Loan/Advance letters, ad-hoc salary deductions, etc.
• Accept Garnishee orders as delivered by the Sheriff of the Court after employment with CEVA has been confirmed.
• Obtain regular outstanding balances from attorneys on Garnishee orders to ensure full balance is recovered

where applicable.  Provide Payment statements to Attorneys.

• Handle employee, management and 3rd party enquiries related to the Payroll processes with a high degree of customer service and confidentiality.  Ensure that the information provided is 100% accurate at all times.  If necessary, refer to HR Manager.

• Manage and lead the Receptionist and HR Intern by empowering, mentoring and developing each team

member to their full capacity and capabilities.

• Ensure that all their required duties are managed and adhered to.
• Ensure that staff is managed in terms of performance standards and that disciplinary process is implemented

when necessary.

• Identify training needs to improve the knowledge and growth of staff.
• Manage annual Leave, sick leave, study leave, and family responsibility leave and ensure that the necessary leave application is received from the staff member and that the HR & Payroll department receives the same, ensuring that there is no shortfall in performing their required duties.

• Maintain staff morale and team spirit within the HR & Payroll department.

17. Assist the HR Manager with research in order to develop, revise and improve Policies, Procedures & Processes.

 18. Always ensure that all functions are compliant to statutory and legislative requirements locally and globally.

  19. Assist in the general operation of the office and ensure that all Internal control & LEAN procedures are strictly adhered to at

all times.

 20. Other tasks may be assigned