HR ADMIN ASSISTANT

JOB PURPOSE

The HR Admin Assistant is responsible for supporting the effective administration and coordination of Human Resources, payroll, time and attendance, Health & Safety, environmental compliance and general administrative functions.

The role requires a strong understanding of departmental objectives, performance measures, compliance requirements and deadlines to ensure that all functions are managed accurately and efficiently.

Confidentiality, fairness and integrity are essential, particularly when handling sensitive employee information and ensuring that both employee and organisational interests are protected.

MINIMUM REQUIREMENTS AND CORE COMPETENCIES

• Matric certificate.

• A completed or in-progress Diploma in Human Resources, Payroll or a related field will be an advantage.

• At least two years’ experience in Human Resources and payroll administration.

• Experience with VIP Premier and timekeeping systems will be an advantage.

• Good understanding of relevant labour legislation, including the Basic Conditions of Employment Act (BCEA), Employment Equity (EE), Labour Relations Act (LRA) and Skills Development Levies (SDL).

• Excellent written and verbal communication skills.

• Excellent command of the English language.

• Strong organisational and administrative skills, with the ability to meet strict deadlines.

• Computer literacy, particularly MS Office and VIP Premier.

• Excellent interpersonal skills and a strong customer-service orientation.

• High levels of accuracy, confidentiality and attention to detail.

1. TIME AND ATTENDANCE – ECOTIME

Three Depots

• Manage and maintain the EcoTime timekeeping system to ensure accurate recording of working hours and overtime.

• Update employee clocking records daily for two depots.

• Identify and correct clocking discrepancies daily.

• Notify supervisors and managers of clocking issues and follow up on outstanding corrections.

• Load new employees onto the relevant depot clocking systems.

• Print timesheets for depot managers to review, verify and correct.

• Update EcoTime with the necessary amendments once approved timesheets are received.

• Follow up on outstanding leave forms and capture approved leave on EcoTime.

• Capture manual working hours when the system is unavailable.

• Ensure employee shift schedules are correctly recorded on EcoTime.

• Upload finalised timesheets into VIP Premier.

• Reconcile employee timesheets by department and ensure all hours are balanced by the 14th of each month.

• Distribute weekly timesheet reports to management and ensure the monthly reports are reviewed and signed off by the 14th.

• Reconcile overtime recorded on EcoTime against VIP Premier.

• Generate late-coming reports and provide employee timesheets to management when requested.

2. VIP PAYROLL AND LEAVE ADMINISTRATION

• Assist with the accurate and timely processing of the monthly payroll.

• Process casual employee payments manually when required and capture the payments on VIP Premier.

• Create employee records on VIP Premier for new appointments.

• Capture leave applications, overtime and all other payroll-related adjustments.

• Verify medical certificates submitted by employees and follow up on any discrepancies or authenticity concerns.

• Communicate with employees regarding outstanding leave forms and ensure all relevant documentation is received.

• Manually capture overtime hours for City Deep when required.

• Capture ad hoc payroll items, including employee benefits, changes to banking details, acknowledgements of debt (AODs) and other payroll adjustments.

• Upload timesheets into VIP Premier and generate the final timesheet reports.

• Verify timesheet totals against the hours report, investigate discrepancies and make the necessary corrections.

• Ensure all employee hours are reconciled and balanced before payroll finalisation.

• Generate the payroll variance report for review by HR and the Finance/Admin Executive.

• Print Discovery, Vitality and Momentum statements and reconcile them against payroll for payment.

• Prepare the salary transfer ASCII file once the payroll variance report has been reviewed and finalised, and submit it to the Finance/Admin Executive when requested.

• Compile and distribute overtime reports to management.

• Print payslips and attach them to the relevant timesheets for distribution to employees.

• Monitor contract expiry dates and permanent employee terminations to ensure the necessary payroll changes are processed.

• Prepare and submit the leave and bonus provision report to the Finance/Admin Executive after confirming that all leave forms have been captured and no outstanding forms remain on EcoTime.

• Submit monthly transport cost information to the Finance/Admin Executive.

• Ensure payments to third parties, including SARS, are processed timeously.

• Maintain and update the staff loan schedule and distribute it to management.

• Prepare and distribute all required payroll reports to the relevant managers before rolling over payroll into the new month.

• Distribute employee leave balances to managers by no later than the third day of the following month.

3. HUMAN RESOURCES ADMINISTRATION

• Open personnel files for all new employees and ensure that all required onboarding documentation is completed.

• Ensure new employees receive and complete the necessary appointment and sign-on documentation.

• Explain available employee benefits and assist employees with related queries.

• Maintain and update personnel files, ensuring all required documentation is accurate and up to date.

• Coordinate the ordering and issuing of Personal Protective Equipment (PPE) for operational employees and new starters.

• Record and maintain documentation relating to fixed-term contract employees.

• Take minutes at Employment Equity meetings and other ad hoc management meetings.

• Assist employees with Discovery and Momentum-related queries.

• Maintain confidentiality when handling employee records and sensitive HR information.

4. EMPLOYEE MEDICALS

• Arrange and coordinate annual employee medical examinations.

• Ensure medical examinations are scheduled and conducted efficiently at both depots.

• Liaise with medical practitioners and follow up on outstanding employee medical reports.

• Maintain appropriate records and documentation relating to employee medical examinations.

5. B-BBEE COMPLIANCE

• Assist the Finance/Admin Executive with the annual B-BBEE audit.

• Gather, prepare and provide supporting documentation as required for the audit.

6. HEALTH AND SAFETY

Assist the Health and Safety Representative in maintaining a safe working environment and ensuring compliance at two depots.

6.1 Monitoring and Compliance

• Monitor workplace conditions and identify hazardous or unsafe situations.

• Promote safe working practices and ensure compliance with applicable Health and Safety requirements.

• Identify unsafe acts or conditions and coordinate corrective action through the appropriate management channels.

• Respond to employee Health and Safety concerns and escalate issues where necessary.

• Ensure unsafe activities or processes are addressed promptly, including stopping work where an immediate safety risk requires intervention, within the authority and procedures applicable to the role.

• Participate in planning meetings to identify potential Health and Safety risks.

• Conduct workplace inspections, ground inspections and job hazard analyses.

• Conduct risk assessments and ensure appropriate preventative measures are implemented.

• Verify that tools and equipment are suitable and safe for use.

• Monitor compliance with the use of PPE and other prescribed safety measures.

• Maintain awareness of developing Health and Safety risks and take appropriate action.

6.2 Incident Management and Training

• Investigate workplace accidents and near misses to establish their causes and recommend corrective measures.

• Maintain accurate incident records and prepare reports for management.

• Conduct toolbox talks and coordinate Health and Safety awareness activities.

• Assist with organising Occupational Health and Safety (OHS) training for employees.

• Coordinate fire drills and emergency preparedness exercises.

• Ensure fire extinguishers are serviced annually.

• Submit incident reports and other required information to the relevant authorities when required.

6.3 Audits, Inspections and Documentation

• Attend to Department of Employment and Labour inspections at both depots.

• Prepare and provide the necessary documentation and evidence of compliance with applicable Health and Safety legislation during inspections and audits.

• Maintain and update Health and Safety files for two depots.

• Liaise with Hesscon, the appointed Health and Safety service provider, to coordinate the maintenance of Health and Safety standards and ensure ongoing compliance at both depots.

7. PERSONAL PROTECTIVE EQUIPMENT (PPE)

• Obtain PPE requirements from supervisors and coordinate the procurement process.

• Coordinate the annual purchasing and distribution of PPE for employees.

• Arrange the purchase and issue of PPE for new employees.

• Liaise with depot managers regarding PPE requirements and purchasing needs for their respective depots.

• Maintain appropriate records of PPE orders, distribution and requirements.

8. ENVIRONMENTAL COMPLIANCE

Two depots

• Manage environmental-related requests, issues and documentation.

• Liaise with Triplo4 Sustainable Solutions, the appointed environmental consultants, regarding environmental compliance and the maintenance of environmental requirements at both depots.

• Prepare and provide the necessary environmental documentation to relevant stakeholders and the municipality when required.

• Arrange environmental inspections as necessary.

• Follow up on outstanding environmental compliance matters and documentation.

9. GENERAL AND AD HOC ADMINISTRATION

• Arrange flights for management travelling to the Durban depots when required.

• Coordinate car hire and accommodation arrangements for management across all three depots.

• Coordinate and plan staff long-service awards (LSA) and year-end functions, including purchasing, setup and stock management.

• Assist depot managers with sourcing, purchasing and packing year-end hampers for employees.

• Arrange flowers or hampers for employees in the event of hospitalisation, bereavement or the birth of a child across all three depots.

• Liaise with supervisors and managers regarding ad hoc operational requirements, supplies and depot-related purchases.