HR Administrator

Company

RCL Foods

Functions

Human Resources

Job Type Classification

Temporary

Location - Town / City

Durban

Job Description

RCL Foods is recruiting for a driven, highly energized and people focused HR Administrator within the baking business unit. The suitable candidate will be responsible to ensure effective Human Resources support to the business unit/factory through adequate delivery of HR Services, practices, procedures. This role will be based in Durban and reporting to the HR Business Partner. This role is a Fixed term role.

Minimum Requirements

Education and Qualification
Degree in Human Resource Management

Valid Code
EB drivers’ licence and Own car (Travel in required for this role)

Experience and Training
Must have at least 2 years’ experience as a HR role.

Duties & Responsibilities

• Provide all recruitment administration support for A and B Bands appointments within 30 days of vacancy.
• Occasionally assist in recruitment administration support in C Band appointments in the absence of the HRP.
• Ensure all ITC checks, reference and criminal record checks are carried out fully and in a timely manner.
• Ensure all Entry Medicals are arranged and executed for all appointments
• Announce new appointments by the 3rd of every month.
• Manage the new joiner process from offer letter through to joining instructions and onboarding.
• Provide HR support and advice to employees and line managers, explaining policies and procedures in a timely and effective manner.
• Handle maternity, paternity, adoption and parental leave processes and queries.
• Handle health, safety and IOD processes and queries.
• Administer the performance management system.
• Enter data into the HR system so that accurate records are maintained.
• Provide data for and prepare management information reports weekly on a Monday.
• Liaise with payroll and assist with payslips queries within 24 hours of receiving same.
• Process medical aid / fund entries and withdrawals.
• Process death and disability claim documents.
• Capture disciplinary records into SAP and on ER spreadsheet.
• Administer the recording of absence.
• Administer the recording of leave.
• Administer the probationary review periods.
• Maintain the personnel filing system and safeguard the files and documentation.
• Manage the leave administration process.
• Distribute/disseminate policies and convey related communication.
• Administer training and bursary documentation.
• Ensure that all employment equity deviation paperwork and reports are submitted and filed.
• Answer all channelled HR administration-related queries from employees and managers in the business and ensure their resolution in accordance with service standards.
• Resourcing Process permissions to recruit (workflow).
• Process the offers of employment/negotiation.
• Ensure that the Resourcing process is adhered to and jobs are timeously advertised on the recruitment platforms and tracked.
• Supervise the onboarding orientation of new employees.
• Obtain onboarding/on the job training registers and capture on the training spreadsheet.
• Liaise with Line Managers to get rationale for proposed positions, draw up new proposed org and submit to HRBP for sign off.
• Manage and update business organisational structure on SAP and ensure that all structures are up to date.
• Drive change management initiatives in line with the business and organisational objectives
• Meet the payroll deadlines monthly.
• Ensure all leave forms are captured within 24 hours of receiving the leave forms.
• Ensure all terminations are submitted within 24 hours of receiving same.
• Ensure all timesheets are certified/approved by no later than the first of each month.
• Ensure all TES are loaded onto the T&A system and TES no longer in use are removed.
• HRP to audit every three months.
• Any hours edited in excess of 10 hours must be reported to the HRP.
• Monthly headcount report to be provided to HRP
• Prepare and issue all termination paperwork to terminated employee within 48 hours of termination.
• Ensure that Exit medical is arranged.
• Ensure all maternity leave processes are completed at least one month prior to the commencement of maternity leave.
• Assist and close-off all provident fund applications from obtaining documentation from employee to submitting to payroll to employee payout.
• Ensure TES records are accurate and up to date.
• Ensure TES clock in hours match the roster and TT daily.
• Facilitate HR training including adhoc refresher for employees and Line Managers.
• Capture all internal and external training spreadsheet.
• Capture all training onto the BBBEE spreadsheet
• Capture all donations onto the BBBEE spreadsheet
• Ensure we have the donation thank you letters for monthly donations
• Provide advice to line managers regarding the conduct and misconduct management processes.
• Provide support in investigations for disciplinary and grievance procedures.
• Review practices to ensure statutory compliance and regularly provide guidance to line managers.
• Participate in consultations with organised labour.
• Represent the organisation at CCMA (Conciliation and Arbitration)
• Chair the monthly meetings with Shop Stewards in the absence of HRBP.
• Manage and coordinate employee wellness including coordination of clinics, KKS, and capacity in meetings.
• Manage new employee on-boarding process.
• Manage terminations and exit interviews.
• Manage the capturing of HR information and data into the relevant systems and assure the integrity of the data.
• Provide advice and information to management and employees on HR policies and procedures, including equal opportunity, anti-discrimination and occupational health and safety programmes.
• Advise management on work matters, career development, personal problems and industrial matters.
• Counsel employees on policies and rules relating to employment policies and programmes, and on the company’s rules and regulations.
• Prepare and process employment and personnel reports and surveys.
• Provide advice and assistance to staff members regarding possible discrimination on the basis of race, religion, non-relevant physical or mental disability, sex and age.
• All payslips and payslip queries to be handled within 24 hours of receiving same.
• All departments must be visited once per week and depots once per month.
• Weekly visits into the operational departments for employee check-ins with a report provided to the HRP within 24 hours of the check-in.
• All filing to be done weekly.
• Ensure Incentive stats are updated and communicated monthly and quarterly.
• Ensure the 2x Coffee with Q/Management sessions progress monthly with call to actions updated on Tracker.
• Ensure suggestion boxes are emptied weekly and feedback given within 48 hours of receiving the content.
• Oversee the Recognition Awards monthly.
• Monthly payroll query sessions with feedback to HRP within 24 hours of the session.
• Attend monthly departmental meetings with HOD and provide feedback.
• Minute taking in meetings.
• Assist in Adhoc HR functions where necessary.

KPI’s

• Reduction of Disciplinary and CCMA Cases
• Drive statutory compliance in terms of BCEA.
• Accuracy and completeness of records and documentation
• Administration turnaround times
• Client satisfaction rate