Human Resources Assistant

Job Details:

• Division: Hospital Division
• Location: Pinehaven Hospital
• Reporting structure: Human Resources Manager
• Closing date: 02 April 2023

Role Summary:

• The Human Resources Assistant is required to perform a full generalist human resources function. This includes industrial relations, recruitment and selection, training, counselling, and the supervision of administration processes.
• The incumbent s further required to meet tight deadlines, to be accurate, to follow policies and procedures and to interact with members of the staff, management, external companies/agencies associated with Netcare as well as members of the public

KEY WORK OUTPUT AND ACCOUNTABILITIES

• Complete ATRs in consultation with Exco, Line Management and HR Manager
• Compile advertisements in conjunction with line management
• Advertise vacancies and complete short-listing with line management
• Process all relevant documentation related to the recruitment and selection of staff
• Liaise with external suppliers as required
• Schedule employees for orientation
• Recon orientation and training attendance against the new starters, transfers and employee list and against the training variance report
• Ensure the collation and submission of documentation for payroll including dealing with all payroll related queries
• Payroll input processing, terminations, and appointments
• SANC deductions, Tax on Bonus, Variable pay, Retirement Fund options and contributions
• Process Medical Aid applications
• Ensure medical exits and appointment medical is done
• Maternity processing and UIF forms
• Process IOD claims. Create and maintain an effective monitoring system to provide progress feedback to all concerned.
• Monitor and produce a monthly audit all-inclusive leave report and distribute for management action on all staff who have negative and excessive leave balances.
• Complete leave audit ensuring BCEA and policy compliance, processing leave encashment
• Arrange and handle the complete uniform fitting for all staff members.
• Ensure effective communication from suppliers regarding fitting and delivery dates.
• Update uniform allowance balance on Vision and or/with HRSSC ensuring that all applicable AOD forms are completed by staff and processed for deductions via the payroll.
• Ensure monthly IR statistics are submitted by HOD’s
• Ensure that previous month’s statistics are loaded on Vision by the 5th of the new month including discussion planners, counselling sessions, disciplinary warnings, hearings and grievances.
• Submit monthly IR statistics and HRA report to the HR Manager
• Process monthly HR reports, and other related statistical reports required by management
• Audit exception reports to ensure compliance with the timekeeping system and legislation
• Adhere to all personnel administration policies, processes, systems and procedures, ensuring that personnel records are accurate and updated
• Handle all routine personnel administration queries and work requests and resolve these efficiently and effectively within required SLA’s and turnaround times
• Take minutes at disciplinary and grievance hearings and meetings as requested
• Process and distribute all requests or schedules for meetings and training
• Assist in the typing of Human Resources related documents are requested
• Type minutes of EE meetings and ensure distribution of minutes to wards and members of the committee within one week of the meeting
• Create and maintain an appropriate filing system to ensure an accurate record of all reports and other documents is maintained
• Archive personnel files
• E- File employee personnel records
• Ensure that the staff related documentation on the E-filling system is well maintained and up to date
• File HR Manager memos, minutes and other documents on a weekly basis
• Attend promptly and politely to all human resources related queries from internal and external customers telephonically, in person and in writing as appropriate.
• Direct customers efficiently and politely to the correct source where it is not possible to deal with queries.
• Order name badges, process necessary certificates, arrange vouchers and assist with the arrangements for presentations.
• Assist with the preparation of a monthly farewell presentation for staff who have terminated.
• Generate and update a birthday list regularly for distribution to all management on a monthly basis.
• Assist with planning and organizing of all training and orientation programmes, including sending out invitations, reminders to the staff, booking of venue, setting up, catering booking
• Compile a monthly newsletter for the hospital
• Assist in the compilation of the workplace skills report, annual training report and discretionary grant application
• Co-ordinate training venue, catering, and equipment requirements for training and functions coordinated by human resources
• Assist with arranging various in-service programs such as HIV Awareness, computer literacy training, fire training
• Ensure that training registers are forwarded for capturing to HRSSC within one week of completion of training
• Assist with Human Resources related projects on an ad hoc basis as required
• Assist with Employee Engagement activities
• Active involvement in the accreditation process
• Ensure compliance with the CSA, Quality Review Tool and ISO requirements
• Complete Department Visits on a weekly basis
• To assist with any other HR / administrative related responsibilities in the department and hospital
• Assume responsibility for own personal and professional development
• Keep up to date with Netcare’s evolving policies and procedures
• Must be willing to work after hours on an adhoc basis.

EDUCATION

• A three year Degree or a Diploma in human resources management or related studies or studying towards or an equivalent NQF level 7 qualification.

WORK EXPERIENCE

• Human resources generalist experience in a private hospital setting is essential
• Recruitment experience is essential
• Experience with HR/Payroll administration is essential
• Experience in training and development is advantageous
• Experience in co-ordinating people related activities and events is advantageous
• Good working knowledge of the Basic Conditions of Employment Act
• Good working knowledge of the Labour Relations Act
• Good working knowledge of the Employment Equity Act
• Computer literacy is essential
• Intermediate to Advanced Knowledge with Microsoft Applications is essential
• Advanced Knowledge and Application of Kronos is essential
• Advanced Knowledge and Application of Vision X / Payroll System is advantageous

NON MANAGERIAL/ SPECIALIST SKILLS

Coaching Others

• The capacity to recognise development areas in others and support them to facilitate personal development through coaching.

Leading and Managing Change

• The capacity to implement and support change initiatives and to provide leadership in times of uncertainty.

Performance Development

• The ability to evaluate and develop different levels of capacity within a team to achieve set objectives.

Taking Action

• Capable of recognising the need for action, considering possible risks and taking responsibility for results.

Decision Making

• Capable of making decisions timeously and taking responsibility for the consequences.

Managing Self

• Capacity to plan, organise and control own work environment by setting appropriate priorities and achieving set objectives within a given time frame.

Customer Focus and Service Delivery

• The capacity to identify and respond to the needs of *internal and external customers.
• Internal and external customers include patients, doctors, colleagues, suppliers, visitors, vendors and any other person that requires a relationship

Adapting and Responding to Change

• Capable of supporting and advocating change initiatives and managing own reaction to change.

Continuous Improvement

• The capacity to improve systems and processes to facilitate continuous improvement.

Personal Work Ethic

• Capacity to instil an ethic of quality and consistency in self and others.

Building Relationships

• Capacity to establish constructive and effective relationships.

Communication

• The capacity to clearly present information, either written or verbal.

Teamwork

• Capacity to cooperate with others to work towards a common goal.

Technical Knowledge

• The capacity to perform a technical function to required standards.

VALUES AND BEHAVIOURS

Netcare Values

At Netcare, our core value is care. We care about the dignity of our patients and all members of the Netcare family. We care about the participation of our people and our partners in everything we do. We care about truth in all our actions. We are passionate about quality care and professional excellence.

• Care – The basis of our business. The professional, ethical patient care and services we offer at every level of the organisation.
• Truth – The crucial element in building relationships that work. Open communication with honesty and integrity is essential.
• Dignity – An acknowledgement of the uniqueness of individuals. A commitment to care with the qualities of respect and understanding.
• Compassion – We engage everyone with empathy and respond with acts of compassion in all interactions with our patients and their families.
• Participation – The willingness and desire to work in productive and creative partnerships with others and the commitment to communicate.

The Netcare Way

Netcare is committed to providing quality care. Our basic service standard holds us accountable for the below seven behaviours which you will be accountable to uphold:

• I always greet everyone to show my respect.
• I always wear my name badge to show my identity.
• I am always well-groomed to show my dignity.
• I always practise proper hand hygiene to show my care.
• I always seek consent to show my compassion.
• I always say thank you to show my appreciation.
• I always embrace diversity to show I am not a racist.

APPLICATION PROCESS

NETCARE IS AN EQUAL OPPORTUNITY EMPLOYER

The Company’s approved Employment Equity plan and targets will be considered as part of the recruitment process aligned to the Group’s Employment Equity strategy. Netcare actively supports the recruitment of people with disabilities.

Interested candidates who meet the above criteria are requested to e-mail a detailed CV and internal
application form to thamia.rapisiwa@netcare.co.za using the reference PNHHRACD02.04.2023 in the
subject line of your email.

Please note:

• Please note that reference checks for internal applicants will be conducted with the current and past Netcare direct line managers of the applicant and the relevant Netcare HR Managers. Employees are therefore encouraged to discuss internal job applications with their direct line manager to ensure that the line manager is aware of the application.
• The terms and conditions of employment relating to the function which you have applied for will be based on those that exist in the Division within which you will be employed.
• In the event of a candidate having any disability that may impair the individual’s ability to perform the job function, the candidate must kindly inform the employer so that an assessment for reasonable accommodation can be made.
• By applying for this position and providing us with your CV and other personal information, you are consenting to the information being used for the specific purpose for which it was provided, which is recruitment purposes and possible appointment purposes (should you be successful). Please note that your information will be processed for recruitment purposes only or for such purposes relating to assessing the establishment of an employment relationship with yourself, and this will be done in accordance with the applicable data protection and privacy legislation. We confirm that such information will not be used for any other purpose without obtaining your prior consent.
• If your application is not successful, we retain your CV and other information provided on our electronic system. If you object to your information being used in accordance with the aforementioned clauses, please indicate your objection and we will immediately destroy your personal information in a secure manner.