Job Description

EDUCATION AND EXPERIENCE:

• Matric (Grade 12).
• Degree or Diploma in Human Resources Management or related fields (HR / Industrial Psychology)
• Minimum of 2 (two) years proven recruitment or HR related experience.

MAIN DUTIES AND RESPONSIBILITIES:
Functional outputs and activities will include, but are not limited to:
Personnel Filing:

• Receive all relevant documentation for a new employee from the relevant employee. This includes his / her CV, SARS form, proof of banking, relevant certificates, application form, EEA1 form, contract, etc.
• Ensure that all the required documents are present
• Obtain relevant documentation from branch
• Ensure that all employee files are saved on the electronic
• All employee files must be labelled with the Employee code, Initials and
• Check that all the required signatures and administrative information are on the documents and obtain these signatures where and when Sign as witness if required.
• Check if the applicant is registered with PSIRA and file proof
• Ensure file is in payroll shared folder
• Creating New Personnel
• Ensure all required documentation for new employees is received from relevant HR personnel or branch administrators as per handover document, including ensuring validity of PSIRA certification.
• Ensure that all employee files are saved and created on the payroll shared folder once a new employee email has been
• All employee files must be labelled with the employee code, full name, and
• Ensure that all compliance documents are signed and saved in the employee file namely, EEA1, employment application, data subject consent form, Code of conduct, Oath of secrecy, and employment verification indemnity form.
• Creating a personnel file must be done on the same day that you receive documentation or alternatively new employee
• File and maintain personnel files and ensure it complies with company and statutory
• Ensure that all filing is done and up to date each
• Ensure that all relevant documents are saved on the electronic
• Answer all queries relating to personnel records and files and provide the authorized employees with the documents
• Keep the filing cabinet always locked and maintain the utmost sense of
• As a controlling and second measure, conduct personnel file audit every second month of new employees to ensure that all documents are in their file.

Recruitment Selection and Appointment:

• To perform and assist in all aspects of the recruitment and selection
• After confirming the vacancy with the HR Manager advertise the vacancy internally and
• Conduct interviews on successful candidates, shortlist the top candidates and arrange panel
• Inform all unsuccessful applicants of the rejection of their applications as well as respective branch/ department manager ensure continuous communication on the progress of the application.
• Schedule appointments for polygraph testing as well as any additional pre-employment assessments/steps.
• Ensure PSIRA checks, criminal checks and matric checks are completed before
• Ensure that reference checks are done on each employee after their consent is
• Collect all the required documentation of appointed candidate and send it to the relevant HR personnel to compile the offer of employment.
• Create, revise and update interview questionnaires and use them in the interview
• Ensure online questionnaire is sent to relevant branch/department manager to establish what they are looking for in a
• Foster good relationships with external recruitment agencies:

• Ensure relevant feedback regarding interviews and tests are provided to recruitment agencies no longer than two business days after event.
• Ensure relevant weekly updates are sent to recruitment agencies regarding vacancies and organisational requirements.
• Ensure payment requests are done timeously to ensure payments are made according to service level
• Ensure proof of payments are sent to recruitment agency
• Foster open and honest communication with recruitment
• Keep up to date with recruitment trend and implement improvements to ensure an efficient and positive recruitment experience for candidates as well as relevant branches/departments.
• Develop and maintain a system that captures all interviewees and applicants that enables the department to track trends and unsuccessful candidates.
• Update and maintain company website with relevant
• Create digital advertisements for vacancies on Canva and distribute to relevant parties after confirming with HR

Induction:

• Conduct and co-ordinate the induction process of the employees first This includes the following:

• Company video
• Introduction to all staff
• Lunch arrangements
• HR Induction
• SHEQ Induction
• Finalisation of outstanding documentation
• Departmental induction (when applicable)
• PSiRA,
• Send an email to the new employee regarding what they can expect of their first day at least 3 days before their start date.
• Update the induction process as and when required and ensure that the booklet and presentation is
• Ensure the new employees workstation is set up the day before in conjunction with the relevant
• This includes Desk, chair, computer that has been set up and

Tender Administration:

• Ensure that all CVs and certificates of employees needed for a tender are on the correct template, according to company standards and handed in on time.

Overall Human Resource Support:

• Create and update organograms as and when Ensure it is updated on a yearly basis.
• Perform any reasonable request in order to support the Human Resources department to reach their
• Ensure that no confidential and personal information of any employee is accessible by unauthorised This may include archiving employee files as soon as possible / according to company policies.
• Ensure that all policies, procedures and documents relevant to your area of responsibility are up to
• Develop retention strategies in collaboration with the HR
• Send Offer of Employment for successful candidates after approval received from HR
• Send out new employee email to relevant Head Office and Branch
• Stand in at reception
• when receptionist is not available

KEY PERFOMANCE AREAS:

• Personnel (Executive Employees)
• Recruitment, Selection, and Appointment
• Induction
• Tender Administration
• Overall Human Resource Support

Skills Required