Job Description

General Information

Job title:

People and Benefits Future Expert / HR Administrator

Purpose:

To provide day to day HR and payroll support and contribute to the long‐term development of the HR function.
You will have responsibility for supporting the business with all HR and payroll administration related functions.

Primary duties and responsibilities (KRAs)

HR Administration
New Employees and Staff Movements
Contracts and employee files (employee documentation – electronic storage and maintenance, Sage and SigningHub)
New employees contracts, recruitment packs, loaded on signing hub, then loaded into Sage with correct salary schedules and job descriptions
Ensuring that all new employees have signed a contract and all relevant documentation is complete and uploaded on their record timeously
Sending welcome emails to all new employees before they start and ensuring they fill in their personnel form and sign their contracts before starting
Liaising with leaders regarding the start time of their new employee to include this in their welcome emails
 
Existing Employees
Frequent audits on recruitment packs and following up with the recruitment team
Compiling all HR related letters needed by employees
Staff Movements
Processing all staff movements, track staff movements on a daily basis and process where needed:
Resignations, send exit email, process provident fund, process medical aid, process gap cover, assist with queries
For transferring employees send new contract, job description, salary schedule where needed, loading on signinghub and then loading in Sage
Employees moving positions, new job description, salary schedule, load in Signinghub and Sage
Employees moving fixed-term to permanent: send new contract, job description, salary schedule where needed, loading on signinghub and then loading in Sage
Flag high risk employees on Sage monthly (as identified by People and Benefits Expert)
 
 
HR Systems User (Core, Sage 300 People)
Enter data into the HR and Payroll system so that accurate records are maintained – including CORE, Sage People
Frequent checks and audits to ensure employees are loaded correctly e.g Hierarchies, FTE, Job Grade and Contract Type
Completing all staff movements/transfers in Core. Core movements need to be done the morning of the 1st of each month
Loading all new employees in both Core and Sage as well as creating new positions
Loading new T4’s in Core for recruitment timeously
Monthly checks that all FCI are loaded as contractor
Activating new ESS profiles for new and returning employees
Assisting with ESS queries
Assisting with leave queries
 
UIF claims assistance & maternity leave
Completing forms for employees who are going on maternity leave or have been dismissed
Sending out maternity leave agreement for employees going on maternity leave via signinghub, load into Sage
Keeping track of new maternity leave applications in Sage and adding to the maternity leave sheet
Monthly download of UIF files from Sage and email to department of labour
 
Exit interviews – conduct and compile data timeously
Send out exit interview link when an employee leaves
 
Labour Relations
Knowledge on topics such as Performance Management, Policies and Procedures, Employment conditions and wages, and other legislative requirements
Knowledge on relevant legislation, such as the LRA, OH&S legislation and company code of conduct.
 
Reporting & Analysis
Adhoc reporting
Providing new employee information to Internal Comms each month
 
Policies & Procedures
Keep up to date of company policies and procedures, having an understanding of company policies and procedures.
 
Department of Labour
Preparing documents for inspection before deadline and send to relevant store / labour inspector within deadlines
Dealing with queries and any contravention orders
 
Medical Aid
Processing of all medical aid applications forms online and on e-mail
Dealing with all queries
Continuous monitoring of staff not on medical aid and follow up, tracking applications
Sending medical aid agreement to all employees new on the Discovery employer group
Provident Fund
Processing of all withdrawal claims
Dealing with all queries
Maintenance of voluntary contributions
 
PolicyTech (System User)
Uploading any necessary approvers/reviewers
Uploading new/updated policies onto PolicyTech
Maintenance of policies
 
Other
Admed gap cover – adding members, cancelling cover, providing monthly schedule to Admed
Discovery Healthy Company recon – loading new employees to Healthy Company at the beginning of each month, terminating employees on the last day of each month
Audit yearly for new financial year increases to make sure all salary schedules are on file
Sending out schedules via signing hub when needed, e.g for retail changes schedules will need to be sent to all of FCB
 
Payroll
Leave queries

Hierarchy:

People and Benefits Expert

Key communication and relationships:

Internal: FCTG staff, SWOT
External: FCTG Suppliers