Position: HR Operations Specialist

Work level: Mid to Senior Level (Head Office)

Location: Head Office

Reports to: Head of Legal/HR Oversight

Reports: HR Administrators

1. Job purpose

To coordinate, implement, optimise and monitor HR operational processes across the business to ensure consistency, compliance and efficient execution of HR initiatives. The HR Operations Specialist will support the ongoing professionalisation and restructuring of the HR department through the implementation of structured workflows, reporting standards, recruitment processes, onboarding systems, performance management processes and operational HR controls across all branches and head office functions.

2. Key responsibilities

• Coordinate and oversee the implementation of HR operational processes across all branches and head office functions.
• Drive the implementation and continuous improvement of the Company’s recruitment, onboarding, performance management and off-boarding processes.
• Monitor recruitment pipelines, vacancy tracking, interview scheduling, turnaround times and onboarding completion.
• Ensure HR Administrators are adhering to standardized HR processes, workflows and deadlines.
• Develop, maintain and improve HR operational trackers, dashboards, reporting tools and process controls.
• Coordinate and monitor the implementation of the Company’s performance management processes, including tracking review completion and follow up actions.
• Assist with the implementation and optimization of HR systems and automation processes.
• Ensure employee files, onboarding documentation and HR records are maintained in accordance with Company standards and compliance requirements.
• Conduct regular HR operational audits across branches to identify non compliance, inefficiencies and process gaps.
• Monitor and ensure compliance with HR policies, procedures and internal controls.
• Assist with workforce reporting, HR analytics and operational HR reporting to management.
• Identify operational inefficiencies within HR processes and implement practical process improvements.
• Assist with the implementation and monitoring of HR projects, restructures and departmental initiatives.
• Ensure HR operational issues are escalated appropriately and resolved timeously.
• Support management in creating a culture of accountability, structure and operational consistency within the HR department.
• Assist with coordination and implementation of employee wellbeing and engagement and escalate concerns or improvement opportunities to management.

3. Job requirements

Qualifications:

• Matric (essential)
• Human Resources qualification or related qualification (essential)

Experience:

• Minimum 3 to 5 years’ experience in an HR operational or HR administration environment (essential)
• Experience in implementing HR processes and systems (essential)
• Experience within a multi branch, retail or operational environment (advantageous)
• Experience coordinating recruitment, onboarding and performance management processes
• Exposure to HR reporting, workflow management and operational process improvement

Skills:

• Strong organizational and administrative skills
• Strong process implementation and operational coordination ability
• HR systems and reporting capability
• Strong attention to detail
• Ability to manage multiple priorities and deadlines
• Problem solving and process improvement capability
• Strong communication and interpersonal skills
• Reporting and analytical skills
• Ability to drive accountability and follow through

Other Requirements:

• Ability to work in a fast paced and high pressure environment
• Strong understanding of HR operational processes
• Ability to maintain confidentiality and professionalism
• Strong proficiency in Microsoft Excel and HR systems
• Willingness to travel to branches where required

4. The job specific competencies

Process Implementation and Coordination

• Coordinates and drives implementation of HR initiatives and systems
• Ensures operational deadlines and deliverables are achieved
• Monitors workflow execution and follows up on outstanding actions
• Creates structure and accountability within HR operations

Recruitment, Onboarding and Offboarding Coordination

• Oversees and coordinates recruitment administration processes
• Ensures onboarding and offboarding processes are completed accurately and timeously
• Tracks recruitment metrics and recruitment pipeline progress
• Ensures candidate and employee experience standards are maintained

Performance Management and Accountability

• Coordinates and monitors implementation of the Company’s performance management processes across branches and head office functions
• Tracks completion of performance reviews, development plans and follow up actions
• Assists management with implementation of KPI driven performance standards
• Supports managers in maintaining accountability and performance documentation
• Identifies performance management process gaps and implements operational improvements
• Ensures consistency and compliance in performance management administration and workflows

Solving Problems and Getting Results

• Identifies operational HR issues and implements practical solutions
• Resolves workflow bottlenecks and escalates issues appropriately
• Drives accountability and operational efficiency
• Maintains focus on achieving deliverables and deadlines

Functional Expertise

• Demonstrates strong understanding of HR administration, onboarding, off-boarding and performance management processes
• Applies HR operational knowledge to improve business efficiency
• Supports implementation of HR systems and reporting tools
• Ensures adherence to HR policies, procedures and compliance requirements

Interpersonal Skills

• Communicates effectively with management, HR staff and operational employees
• Builds effective working relationships across departments
• Handles sensitive and confidential matters professionally