To apply, click on the link at the end of the posts and all the best with your applications.

1. Officer: HR Administration
2. Senior Officer: HR Operations

Officer: HR Administration

Closing Date 26 April 2024

Job Description

Purpose
The role will ensure administrative, co-ordination and support services to the director for the smooth running of the division. Actively participate and contribute to team processing in sharing knowledge and information that will promote harmony and contribute to collective efforts in meeting the department and University strategic goals.

Minimum Requirements

• Relevant Diploma (NQF 6) or Certificate (NQF 5) (Secretarial and Office Management)
• 2 years and more relevant experience.
• Computer Literate

Recommendation

• Exposure to HR practices in a Higher Education environment
• ITS experience would be an added advantage.
• HR experience.

Duties and Responsibilities

Correspondence Handling

• Receive all incoming emails and letters: own/school/department/ section.
• Keep records of all correspondence.

Typing

• Type correspondence, memoranda, agendas, and letters generated by the School/Department.
• Preparation of PowerPoint slides where required.

Meeting Administration

• Compile and circulate dates of monthly staff meetings.
• Coordinate meetings/functions
• Type meeting agendas and distribute.
• Take minutes, type, and distribute to meeting attendees.

General Administration

• Coordinate maintenance of office equipment.
• Maintaining a logical, methodical filing system that is accessible.
• Do photocopying for the school/ department/section.
• Make travel arrangements.
• Provides general administrative assistance and support and works cooperatively with HR team members to support and complete the Human Resource Department work plan and actively participates in the department’s planning sessions.

Database Administration

• Collate and compile information for inputting on the Database system.
• Check data for accuracy.
• Update data and database regularly.

Telephone Coverage

• Screen all calls for the Director/ Head of Department/Section
• Take messages.
• Respond to voicemail messages.

Dairy management

• Handle the Director’s diary.
• Set up meetings and venues via the electronic diary.
• Manage travel, hotels, and flight bookings.

Purchase orders and procurement.

• Processing and monitoring purchases
• Ordering stationery
• Maintaining stock required for the School/Department
• Implement and maintain a relevant document management system in relation to the procurement function.
• Receive purchase order requests from relevant parties.
• Ensure that all PO requests are signed off by the designated signatories and obtain approval.
• Matching up of PO request and original PO from ITS
• Communicate with all vendors regarding outstanding deliveries and payment procedures.
• Clearing unpaid PO’s monthly

Financial administration

• Follow up on invoices for payment.
• Submit purchase orders for payment to the required office.
• Active participation in the budget processes.

Client/ Student Liaison

• Co-ordinate liaison between schools/departments/sections
• Respond to student/staff/visitor/ other University environments queries by any appropriate means of communication.
• External liaison with other Colleges, Universities, Service Providers, etc. by any means appropriate.

Monitoring evaluation and reporting

• Monitor, maintain, and order office consumables.
• Monitor the level of tidiness of meeting rooms, notice boards, etc.
• Monitor the Maintenance Department and Cleaners to keep areas tidy.

Assumes other duties as assigned by the Director: HR

Senior Officer: HR Operations

Job Description

Purpose
The purpose of this position is to provide general HR administrative support in the areas of recruitment and selection, human resources administration, benefits, and data maintenance

Minimum Requirements

• Degree (NQF 7) or Diploma (NQF 6) in HRM
• 3 years and more generalist human resources experience
• 2 years and more supervisory experience

Recommendation

• Exposure to HR practices in a Higher Education environment
• ITS experience would be an added advantage

Duties and Responsibilities

• Provide advice to line managers on the interpretation and application of the recruitment and selection policy/procedures and related labour legislation
• Provide advice to line managers, and election committees on best practice recruitment and selection methodologies
• Provide advice to line managers and selection committees on their recruitment and selection activities e.g.:
  • recruitment methods
  • advertising methods
  • resume review
  • interviewing techniques
  • selection techniques of remuneration and benefits
• Evaluate the need for the role/job against the strategic plans and budget
• Ensure that the position to be recruited has a current job description and has been evaluated in accordance with job evaluation procedures
• Ensure that the necessary authorisation/sign-off to recruit has been obtained from relevant parties
• Evaluate recruitment and selection criteria to ensure conformance to professional, statistical, and testing standards, recommending revision as needed
• Assist line managers with the compilation of EE plans with their respective Schools and Departments
• Ensure compliance to SPU, School and Department EE plans and targets
• Conduct recruitment processes
  • advertising
  • processing of applications
  • creation of job files
  • short listing of candidates
  • setting up of selection committees
• Serve on the selection committee as panel members
• Serve as a secretariat in the recruitment process
• Arrange competency-based testing
• Ensure the receipt of the referee and other reports timeously
• Ensure appropriate correspondence to selection committees and candidates.
• Provide feedback to candidates on selection decision
• Prepare documentation for Executive approval (includes recruitment and selection process reports and recommendations for approval)

Remuneration and Administration

• Advise line managers on employee remuneration
• Advise line managers on the HR aspects of organisational design and restructuring processes
• Communicate deadlines to clients
• Deal with staff remuneration and administrative queries
• Advice and review Manager/supervisors on monthly claims (Overtime claims and part-time claims)
• Advise on appropriate performance improvement measurements related to probation processes
• Provide customized system reports
• Conduct quality reviews of system reports, identify and report on anomalies
• Review HR advice to the payroll of sub-ordinates

General HR Administration

• Coordinate the administration and implementation of all leave processes and attend to leave queries
• Ensure that terminations (retirements, resignations, etc.) are dealt with according to policy and procedure
• Coordinate the exiting process of employees
• Receive and verify all part-time contract appointments and claim forms and forward to HR Administrators for processing
• Coordinate the administration and implementation of all pensions, medical, and group life processes and attend to staff-related queries
• Advise on any other salary matters
• Ensure the safekeeping of all required documents for record-keeping purposes
• Attend to general queries
• Process benefit claims of staff members associated with
  • Pension
  • Group life
  • Medical

Resource Management: Human Resources (Supervision)

• Oversee junior HR Operations staff
• Allocation of workloads to junior staff
• Provide input into job descriptions of junior staff
• Oversee the operational activities of junior staff
• Participate in the recruitment process for positions in HR Operations
• Oversee the overall performance of junior staff for performance agreement purposes.
• Manage the development, mentoring and coaching of junior staff. training, development,
• Manage employment relations (grievance, discipline, and conflict resolution)
• Oversee the leave of junior staff (planned and unplanned)
• Ensure that staff records are kept up to date

Personal/professional development

• Keep abreast of developments within the HR discipline and its implications for SPU
• Keep abreast of developments in professional conduct at SPU
• Register as a member of professional bodies to keep abreast of all developments (where appropriate)
• Engage in current professional development activities e.g., improve qualifications, ongoing development required by a professional body

Monitoring, Evaluation, and Reporting

• Generate staffing information for input to reports (e.g. placements, exits, etc)
• Analyse and interpret HR data and provide input to HR reports (e.g. EE plan, Skills Plan, HR-related trends, etc)
• Co-develop and maintain School/Department management information solutions with other colleagues for the purposes of planning and decision-making

Click here to apply

All the best with your applications.