HR Admin Clerk

Job Profile: Production Floor Data Administrator

Position Overview

We are seeking a highly motivated and detail-oriented individual to join our team as a HR Admin Clerk. This role is responsible for providing administrative support to the HR department in various HR functions, ensuring efficient operations and compliance with company policies and procedures. They often handle sensitive employee and company information, which requires that they maintain a high level of professionalism and confidentiality.

Core Activities

1. Employee Records Management: Maintain accurate and up-to-date employee records, including personal information, attendance, leave records, employment history, training records, and performance evaluations.
2. Labour Relations / Compliance Support: Ensuring compliance with labour laws and regulations. Assisting with conflict resolution and mediation between employees when necessary. Assisting in investigations and resolution of workplace disputes. Serving as a point of contact for employee inquiries and concerns.
3. Recruitment and Selection: Posting job openings on various platforms and websites. Screening resumes and applications to identify qualified candidates. Scheduling interviews and coordinating with hiring managers. Conducting initial interviews or assessments. Assisting with the preparation of employment contracts and offer letters.
4. Onboarding and Offboarding: Assist in the onboarding process for new hires, including preparing orientation materials, welcome packets, completion of paperwork, orientation, and coordination with relevant departments. Assisting new hires with paperwork completion and benefits enrolment. Manage offboarding processes, including exit interviews and necessary documentation.
5. Training and Development: Organizing and coordinating training programs, both internal and external, to address identified training needs. This includes scheduling sessions, booking venues, coordinating with trainers and updating training schedule.
6. Benefits Administration: Assisting employees with inquiries related to benefits such as provident fund benefits.
7. Time and Attendance Management: Track employee attendance, manage timekeeping systems, and address any discrepancies or issues related to attendance records.
8. HR Documentation and Compliance: Organize and maintain HR documentation, including policies, procedures. Handling various HR documents such as employment contracts, offer letters, disciplinary notices, and termination letters. Ensuring compliance with legal requirements and company policies.
9. Performance Management Support: Assisting in the administration of performance appraisal processes, including collecting feedback and updating performance records.

Core Decisions

1. Employee Records Management Policies: Decide on the policies and procedures for maintaining and updating employee records, ensuring accuracy, confidentiality, and compliance with industry regulations.
2. Onboarding and Offboarding Procedures: Determine the onboarding and offboarding processes.
3. Benefits Administration Guidelines: Make decisions regarding the administration of employee benefits auditing and filing.
4. Time and Attendance System Choices: Decide on the time and attendance tracking system.
5. HR Documentation Standards: Set standards for the organization and maintenance of HR documentation, ensuring that documents such as policies, procedures, and employee records meet industry-specific requirements.
6. Recruitment Process Strategies: Make decisions related to the recruitment process.

Core Capabilities

1. Attention to Detail: Meticulous attention to detail in managing employee records, HR documentation, and administrative processes.
2. Organizational Skills: Strong organizational skills to handle multiple tasks, maintain order in HR processes, and meet deadlines.
3. Communication Proficiency: Clear and effective communication skills, both written and verbal, for interactions with employees, management, and external contacts.
4. Tech Savviness: Comfortable using HR software, databases, and other digital tools for administrative tasks.
5. Adaptability: Demonstrates adaptability to changing HR processes, industry trends, and company policies.
6. Customer Service Orientation: Focuses on providing excellent service to employees in handling HR-related inquiries and processes.
7. Regulatory Knowledge: Stay updated on labor laws, industry regulations, and compliance requirements.
8. Confidentiality: Uphold a high level of confidentiality when handling sensitive employee information, particularly in the manufacturing sector. Builds trust and ensures the secure management of HR data.
9. Ethical Conduct: Integrity: Adherence to ethical standards in handling financial transactions and sensitive information.

Requirements

1. Grade 12 / Matric
2. Certificate or Diploma in Human Resources, Business Administration, or a related field.
3. At least 2 years of general administrative experience with some HR/Payroll background.
4. Good Verbal and Written Communication Skills
5. Professional and courteous phone etiquette
6. Proficiency in HRIS software and Microsoft Office applications.
7. Strong attention to detail and organizational skills.
8. Excellent communication and interpersonal skills.
9. Ability to maintain confidentiality and handle sensitive information.
10. Knowledge of HR best practices and relevant employment laws and regulations.
11. Professionalism, Organization, and Teamwork.
12. Prioritize and plan work activities.
13. Dependable, able to follow instructions.
14. Ability to meet tight deadlines.