Direct Reporting Line:
Campus Head
Varsity College is an educational brand of The Independent Institute of Education (The IIE). The IIE enjoys the reputation of being at the forefront of private higher education in South Africa and is registered with the Department of Higher Education and Training (DHET) to provide higher education qualifications accredited by the Council on Higher Education (CHE).
The IIE's Varsity College, Pietermaritzburg Campus has a vacancy for a HR Officer.
Duties and Responsibilities:
New Employee Onboarding & Payroll/HR Administration
- Oversees the foreign national approval and tracking process on campus for fixed term staff and ensures that no offers are made prior to receiving pre-approval from National HR in line with the provisions of the Foreign National Guidelines.
- Ensures that all new employees are loaded on the Onboarding/HR Engagement APP prior to their start date and that they complete their details timeously via the APP in line with the company payroll deadlines.
- Hands new employees the required payroll documentation as per the documentation that is required outside of the Onboarding/HR Engagement APP to complete so that they can be uploaded in the HR & Payroll Information System before the monthly deadline.
- Follows the manual payroll process for all new employees that cannot utilise the Onboarding/HR Engagement APP and ensures that all documents are received in line with the payroll and audit checklist requirements.
- Checks the completed payroll information and supporting documentation for all new permanent employees to ensure that all required documents and information have been received.
- Follows up on any queries or outstanding information or documentation from the new employee's onboarding profile.
- Captures the qualification details for all new employees in the HR & Payroll Information System and uploads the qualification copies in File Manager in the month that the new employee starts.
- Ensures that all relevant documents for each new employee are uploaded into the HR & Payroll Information System in the correct File Manager location.
- Sends all payroll forms that require sign off by the National Payroll team to the National HR department in line with the monthly payroll deadlines.
- Ensures that the IT requirements are arranged and set up before the new employee's date of engagement.
- Sends a detailed and professional welcome email to all new employees prior to their start date.
- Sends out an email to the campus to notify everyone when a new employee is starting.
- Arranges to meet the employee at Reception on their first day.
- Prepares the induction file for each new employee for their first day.
- Customises the induction pack and process in line with the campus requirements.
- Conducts the campus HR induction process with all new employees.
- Communicates and co-ordinates with the relevant parties to ensure that a work station is cleaned and set up for the new employee before their date of engagement.
- Gains sign off of induction file from the relevant line manager and the new employee.
- Schedules and co-ordinates the campus induction with the campus Senior Management team and the Campus Head.
- Sets reminders to follow up on the probation review documents for new staff after each 30 day milestone has passed.
- Reviews each probation review to check that it has been fully completed.
- Provides first line support for any concerns or issues raised in campus probation reviews.
- Issues new employees with their HR & Payroll Information System login credentials.
- Conducts HR & Payroll Information System User Self Service Training with every new employee.
- Conducts Manager Self Service Training with every newly appointed Manager.
- Supports the line manager in arranging training plans for new campus staff.
- Adheres to the provisions of the Protection of Personal Information Act (PoPIA) in all matters relating to onboarding.
HR & Payroll Administration for all Existing Permanent and Fixed Term Employees
- Advises and guides employees on leave queries and the leave application process.
- Captures campus staff overtime leave accurately and timeously.
- Processes manual P17 Maternity Leave application forms and supporting documents.
- Checks all mileage claims submitted monthly.
- Processes mileage claims and submits completed documents to the National Payroll team.
- Processes additional earnings using a P4 schedule after checking that all documents are in order.
- Sends personal information change forms for campus employees to the National Payroll team.
- Oversees the foreign national approval and tracking process on campus for current/active fixed term staff.
- Follows termination procedures should a staff member resign, be dismissed or retire.
- Gathers any access cards, keys and any other company property from employees before they leave.
- Completes and uploads the required letters and documentation for current employee promotions or changes.
- Communicates any Human Resource and Payroll related information to staff.
- Advises employees on Human Resources policies and procedures.
- Takes responsibility for the quality control of all Human Resources/Payroll related documentation.
- Maintains an orderly document storage system in the HR & Payroll Information System File Manager.
- Responsible for version control of all Human Resources/Payroll documentation and policies on campus.
- Assists employees with any queries relating to company benefits.
- Adheres to the provisions of the Protection of Personal Information Act (PoPIA) in all matters relating to HR & payroll administration.
Administration of the Casual, Invigilator and Coach Payroll
- Performs Managed Integrity Evaluation (MIE) verification checks for new Casuals, Invigilators and Coaches.
- Hands new and returning Casuals, Invigilators and Coaches the required payroll documentation.
- Checks the completed pack of forms that Casuals, Invigilators and Coaches submit for processing.
- Ensures that the relevant payroll forms are uploaded into the correct File Manager folder.
- Follows up and resolves any queries or outstanding documentation from the payroll packs.
- Ensures that claim deadlines are communicated to Casuals, Invigilators and Coaches.
- Ensures that all manual claims are signed and processed with all relevant information required.
- Captures the timesheet information for all Casuals in the HR & Payroll Information System.
- Captures the Independent Contractor Annexure information for all Invigilators and Coaches.
- Captures all Invigilator and Coach claims on the HR & Payroll Information System.
- Checks that the Casual and Independent Contractor payroll reports are correct on a monthly basis.
- Ensures that the P18 cover sheet is signed by the authorised campus signatory.
- Responsible for investigating and assisting Casuals, Invigilators and Coaches with any payment queries.
- Adheres to the provisions of the Protection of Personal Information Act (PoPIA) in all matters relating to processing the casual payroll.
Training & Development Support
- Supports the National HR Team with training logistics or administrative requirements.
- Ensures that all campus Talent Reviews are conducted in line with company issued timeframes.
- Partners with the Training Manager and campus Senior Management Team in assessing training and development needs.
- Keeps all Training and Development/Talent Management records in line with company requirements.
- Assists campus employees with online study assistance applications.
- Adheres to the provisions of the Protection of Personal Information Act (PoPIA) in all matters relating to training and development support.
First Line Disciplinary/Performance Management Support
- Responsible for the timeous reporting of campus disciplinary or performance related matters.
- Conducts the first line of investigation for any disciplinary or performance related matters.
- Assists the respective manager with completing the Internal Disciplinary Report form.
- Attends any campus disciplinary or performance related meetings.
- Assists in drafting warnings and/or collating information related to disciplinary or performance related matters.
- Ensures that all campus Performance Reviews are conducted in line with company issued timeframes.
- Advises campus staff on company policies.
- Ensures that all documentation relating to disciplinary or performance matters is stored in line with audit/company requirements.
Leave Analysis and Reporting
- Reviews and audits all study leave applications.
- Reviews all sick leave applications and performs regular audits.
- Proactively reviews the campus annual leave balances throughout the year.
- Reviews the overtime leave for the campus.
- Reviews campus leave reports on a monthly basis.
- Adheres to the provisions of the Protection of Personal Information Act (PoPIA) in all matters relating to leave analysis and reporting.
Campus Recruitment/Talent Acquisition Support
- Uploads ATR's on the HR & Payroll Information System for approval.
- Processes organisation position requests for new positions.
- Assists the campus management team with shortlisting CV's and setting up interviews.
- Uploads interview notes/feedback in the applicant tracking system.
- Performs Managed Integrity Evaluation (MIE) verification checks.
- Performs two reference verifications on each potential new employee.
- Submits the final MIE report to the Talent Acquisition Manager for approval.
- Workflows the ATA in the HR & Payroll Information System for approval.
- Prepares contracts for new employees after the ATA has been approved.
- Assists the Campus Head in reviewing salary ranges for vacancies.
- Creates systems and trackers to proactively track all vacancies on campus.
- Adheres to the provisions of the Protection of Personal Information Act (PoPIA) in all matters relating to recruitment/talent acquisition.
General Campus and National Support Function
- Co-ordinates and prepares all logistics for campus employee/HR related events.
- Plans and books all logistics relating to campus HR related events.
- Sources long service and birthday vouchers/gifts for HR events.
- Ensures that the events budget is adhered to.
- Communicates important HR notices/news/announcements to the Campus.
- The HR Officer sits on the campus Senior Management Team.
- Collaborates with and supports the National HR team.
- Provides HR administrative support to other campuses.
- Conducts recruitment, performance review and probation review training for all managers on campus.
- Provides relief cover/support for the campus Junior HR Officer.
- Adheres to the Protection of Personal Information Act (POPIA) legislation relevant to the role.
- Ad hoc campus specific admin support as required by the Campus Head.
Competencies required:
- Advanced computer literacy and system proficiency essential.
- Excellent administration, planning, and time keeping skills.
- Customer service orientation and self-motivation.
- Highly effective communication and organisational skills.
- Ability to manage work and self proactively.
- Ability to multitask, prioritise and handle pressure.
- High level of integrity and confidentiality.
- Proven track record.
- Resilience.
Minimum Qualification required:
- Minimum of National Diploma (NQF Level 6) in Human Resources or related field.
- Advanced Diploma or Degree (NQF Level 7) in Human Resources or related field advantageous.
Minimum Work Experience required:
- Minimum of 1 year of recruitment experience, 1 year of IR/disciplinary administration/support experience and 3 years HR administration experience.
Working Hours:
- Monday to Friday: 08:00 - 17:00
Salary:
- Competitive salary commensurate with experience.
Benefits:
- Lifelong learning opportunities through LinkedIn Learning subscriptions.
- Staff and family discounts on educational programs.
- Incentive bonus structure based on performance.
- Provident fund contributions, including Death & Funeral Cover.
- Birthday vouchers to celebrate your special day.
- Competitive annual leave allowance.
Application Response:
- Due to the high volume of CVs received, please note that personal contact with all applicants may not be feasible.
Technical Support:
- Should you experience technical difficulties applying for the position, kindly use the following URL for further assistance:
The IIE's Varsity College is an Equal Opportunity Employer. However, preference will be given to previously underrepresented groups in accordance with the South African Employment Equity Act.
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