Human Resources and Recruitment Assistant

JOB DESCRIPTION

Job Title: HR and Recruitment Assistant

Department: Human Resources

Reports to: HR Manager

Short Summary of the purpose of the role:

Responsible for providing administrative support to the HR department in the firm. This includes assisting with recruitment, onboarding, employee records management, and various HR-related tasks. Plays a vital role in ensuring HR operations run efficiently and effectively. Responsible for all graduate recruitment, general recruitment as well as employee engagement and culture initiatives for the business.

Academic Qualifications Required:

Human Resources Degree

Minimum 2 Years HR Generalist experience

Skills, Competencies and Experience:

Skills

• Interpersonal skills
• Communication and Influencing skills
• Negotiation skills
• Consultation skills
• Change Management skills
• Client Service skills
• Project Management skills

Competencies

• Strategic Business Perspective
• Current Labour Legislation knowledge
• Computer Literacy

Experience

• Employee Relations
• Organisational Development
• Recruitment
• Training and Development
• Compensation and Reward

Required Computer Packages:

• Microsoft Office
• VIP Payroll/Human Resources Management

Key Duties and Responsibilities:

Recruitment:

• Assist in the recruitment process, including job postings, scheduling interviews, and communicating with candidates.
• Maintain the applicant tracking system and ensure data accuracy.
• Coordinate pre-employment checks, such as reference and background checks.
• Screen CVs and conduct the first interview for open vacancies.
• Reference checks for all employees.
• Ensure proper administration of all CVs and communications with candidates.
• Act as a recruitment representative for the business.
• Assist with creating relevant job specs for vacancies within the firm.
• Post adverts on relevant platforms and liaise with recruiters on vacancies within the firm.

Graduate Recruitment:

• Show initiative and creativity in graduate recruitment ideas.
• Arrange and coordinate Career days and fairs with relevant universities and local schools together with the recruitment committee.
• Coordinate and review potential graduate CVs.
• Coordinate graduate induction, job shadowing, and vacation work throughout the year.
• Ensure there is an adequate pipeline of trainees for future contracts.
• Run Graduate recruitment programme (obtaining marks from students, interviews, general coordination of programme).
• Run graduate recruitment events.

Onboarding and Offboarding:

• Help organize and prepare new employee onboarding materials and schedules.
• Assist with new employee orientation and ensure that required paperwork is completed.
• Support the offboarding process, including collecting equipment, completing all paperwork, and conducting exit interviews.
• Induction, paperwork, and payments for vacation students.

Employee Records and Data Management:

• Maintain accurate and up-to-date employee records, including personnel files and digital records.
• Generate HR-related reports and documentation as needed.
• Ensure confidentiality and data security.

HR Communications:

• Prepare and distribute HR-related communications, such as announcements, policies, and procedures.
• Assist in organizing HR-related events, meetings, and training sessions.
• Responsible for creating content for all employee communications and assisting with coordination of employee meetings.

Benefits Administration:

• Assist in benefits enrolment, changes, and inquiries.
• Coordinate benefits-related paperwork and assist employees with benefit questions.

Leave and Attendance:

• Help in tracking employee attendance and leave balances.
• Process leave requests and ensure accurate records.
• Handle leave queries from employees and reconcile leave balances & overtime accrued.

General Administrative Tasks:

• Provide administrative support to the HR department, including managing phone calls, emails, and appointment scheduling.
• Order and maintain HR supplies and materials.
• General Admin duties: typing up forms, org charts, seating plans, making induction files for HR.

Culture:

• Assist and coordinate internal team functions and company events such as team-building, employee days, and year-end functions.

Compliance Assistance:

• Assist in ensuring the firm's compliance with HR-related laws and regulations.
• Keep HR policies and procedures up to date.
• Compliance with the firm's System of Quality Management (SOQM), policies and procedures.
• Compliance with the firm's Employee Code of Conduct which consists of the firm's HR policies, SAICA, IRBA, and IESBA Codes of Conduct.

Other duties:

Ad hoc duties as requested by the HR manager and directors.

Work Complexity:

Directly supporting HR Manager.

Level of Independence:

Work independently with limited supervision.