Job Description :
To perform the administrative and clerical work activities required for the delivery of HR transactions, enabling the availability of accurate information as well as improved internal client satisfaction and compliance. Deliver on agreed performance targets according to set procedures and service level agreements. Identify and apply known solutions to administrative challenges and escalate unresolved issues.
The successful incumbent will report to the HRBP and will be responsible for providing general administrative and office support to the Human Capital Department in order to facilitate operational effectiveness and efficiency.
DUTIES / KEY RESPONSIBILITIES:
Administration:
Compile new engagement / on-boarding packs and ensure that supervision agreements and appointment letters are included for all FSP Sales Agents (Sales Representative on Rep Register)
Distribute and explain engagement packs to new employees, including general policies and procedures, company benefits, and coordinating the taking and saving of welcome photographs in the HR repository
Coordinate and execute the on-boarding of new hires
Manage the offboarding process for all employee exits, including the completion of sign-off documentation.
Reporting to all stakeholders on all employee movement (JML) on a weekly basis
Archive employee files and packs annually in line with recordkeeping requirements
Maintain accurate and up-to-date employee records and filing systems
Assist employees and payroll with leave-related queries
Support new employees with obtaining biometric fingerprint access through the Facilities Department.
Distribution of business communications as and when requested
Assist with the abscondment process and related documentation, including maintaining the abscondment diary, when required
Assist with the scheduling of disciplinary hearings as and when required
Submit all IOD claims, including online submissions, accurately and timeously
Participate in HR-related projects and initiatives as needed
Consolidate and compile information required for reporting purposes
Update RE tracker and assist with consultations (including minutes of consultations)
Manage the full end-to-end maternity leave process, including employee communication, documentation, policy compliance, and payroll coordination.
Updating various reports on a monthly basis (i.e., maternity leave schedule, IR Tracker, Temp tracker etc.)
Ad-hoc duties
Payroll:
Prepare monthly payroll input schedules for each respective Business Unit in line with deadlines received from Head Office/Payroll, including engagements, terminations, deductions, and other payroll-related changes
Maintain the monthly capturing of warning letters on the IR Tracker
Distribute online exit interview links and drive completion through proactive follow-up
Create Employee Self-Service (ESS) access profiles on the Sage platform
Reassign unprocessed leave as required
Provide assistance with payroll, medical aid, and retirement fund queries, escalating unresolved issues as appropriate
Recruitment:
Assist with end-to-end recruitment efforts (sourcing, selection, interviewing, regret communication etc.) and related processes for unskilled, semi-skilled and junior management position or as directed
Ensure a positive and professional candidate experience throughout the recruitment process
Ensure that staff requisition form(s) and offer letters are signed off by the relevant Director/FD
Coordinate the scheduling of technical, skills-based, and psychometric assessments
Post vacancies on various internal and external recruitment platforms
Ensure that all pre-employment checks, including MIE, DOFA, and RE verification checks, are completed prior to appointment
Liaise with recruitment agencies and candidates throughout the recruitment process
Ensure that the recruitment tracker (recruitment dashboard) are updated regularly and maintained accurately with all relevant master data.
EDUCATION:
Matric (Grade 12)
Relevant tertiary qualification in Human Resources (National Diploma or a Bachelors' degree)
EXPERIENCE, KNOWLEDGE, AND SKILLS REQUIRED:
Minimum 2 - 3 years' relevant HR administration experience, with exposure to payroll support, end-to end recruitment administration (talent acquisition), onboarding and offboarding
Solid understanding of payroll processes
SAGE300 system experience would be an advantage
Must be MS Office proficient, advanced Excel will be an advantage
Knowledge of South African labour laws and regulations
Knowledge of HR best practices
ATTRIBUTES / OTHER REQUIREMENTS:
Own and live up to Company values
Strong communication and interpersonal skills
Excellent planning, organizational and time-management skills
Attention to detail
High focus on urgency
Ability to work independently and prioritize tasks effectively
Employee centric and service excellence mindset
Honesty and integrity
Meticulous
Energetic
Credit and criminal clear
Own or reliable transport
Closing Date 31 March 2026