Medipost Pharmacy is looking for a professional, disciplined and self-driven individual to join their dynamic HR Team. The successful individual will be based in Western Cape. The Human Resources Administrator (HRA) is responsible for managing general administration between the HR Department, employees and or line managers. The HRA supports the HRBP and Group at large with HR administrative and coordinative functions.
Responsibilities:
- Handle communication between Human Resources (HR) Department, employees, and line managers.
- Provide administrative and logistical support for recruitment events as and when required (Screen applications (Internal and External), coordinate interviews, prepare interview packs, process verification checks, feedback to candidates)
- Responsible for all filing
- Assist Human Resources Business Partner’s (HRBP’s) to draft contracts of employment, offer letters, compensation adjustments and or addendums
- Prepare Induction Packs (IP) for new employees
- Assist new employees to complete IP documents and attached required supporting documents
- Submit documents to payroll
- Handle general enquiries from employees timeously
- Assist HRBP’s to update editing organogram
- General HR administration
- Assist Quality Assurance (QA) department with HR Audits
- Administration, registration and enrolment of employees on Eco-Time
- Administrative support to line-managers on Eco-Time
- Telephone pincode administration (new requests, updates & terminations)
- Request outstanding telephone account billing and forward to HRBP / Payroll
- Scan employee files on HR Premier
- File employee documents in personnel files
- Maintain confidentiality
- Create employee files with correct Index
- Complete checklists and document control sheets
- Follow-up on outstanding documents from employee / HRBP’s/ line-managers
- Helpdesk support (telephonic / e-mail) for internal and external enquiries
- Create filing rosters monthly in advance
- Weekly reporting of filing statistics to Human Resources Services Manager
- Manage own time & attendance according to Company Policies
- Adherence to company policies and standard operating procedures (SOP)
- Self-initiative and willingness to constantly exceed expectations
- Self-motivated
Principal Duties and Responsibilities
Administration
- Issue work confirmations (internal / external) timeously
- Filing of employee information in the personnel files within agreed timelines as per SOP
- Create new employee files and liaise with employee / HRBP / line-manager on outstanding document
- Labelling and Index of new employee files as per SOP
- Telephone pincodes administration (new requests / updates / terminations) within agreed timelines as per SOP
- Eco Time administration (new employees / updates / terminations) within agreed timelines as per SOP
- Prepare induction packs within agreed timelines as per SOP
- Order stationary for the HR Department within agreed timelines as per SOP
- Assist QA with HR Audit preparation / during the audit as per SOP
Customer Service
- Good Collaboration with colleagues and management
- Handle queries (payroll and admin) and resolve / provide feedback within agreed timelines
- Assist with Eco-Time enquiries / requests within agreed timelines
- Adaptability and problem-solving capabilities: 100% query resolution
- Assist with recruitment functions within agreed timelines as per SOP
- Ability to identify and escalate problems through relevant channels
- Maintain good relationships toward department and the Group at large
- Willingness to work overtime
- Self-initiative and willingness to constantly exceed expectations
- Self-motivated
- Conflict management and appropriate levels of discipline maintained
Output
- Accuracy: Adhere to timelines as per SOP’s
- Accuracy: Process terminations tasks accurately and submit within agreed timelines with supporting documents attached as per SOP
- Accuracy: Prepare Induction Packs accurately within agreed timelines
- Accuracy: Complete Induction Packs accurately and submit timeously within agreed timelines with supporting documents attached
- Accuracy: Prepare documents for new employees, transfers, promotions, etc. with supporting documents attached within agreed timelines as per SOP
- Accuracy: Maintain employee information on Eco-Time accurately within agreed timelines as per SOP
- Accuracy: Complete checklists and document control sheets and submit supporting documents as per SOP
- Accuracy: File documents in personnel files within agreed timelines as per SOP
- Ability to prioritize work to achieve the required daily outcomes
- Optimisation of working hours
- Good Time Management: Outcome driven and deadline orientated
Learning & Growth
- Training needs identified and communicated timeous
- Support Company Transformation Plan Strategy through correct application of BEE Matric during Recruitment and Selection processes
- Personal development: Personal Development Plan designed and implemented. Outcomes reviewed continuously and adjusted accordingly
- SOP: Training and Assessments done within agreed timelines.
- SOP: Competency as per Company Benchmarks
Reporting
- All reporting to be timeous and accurate within agreed deadline as per SOP
- Corrective action taken as a result of reporting
- Distribute reporting timeously within agreed timelines as per SOP
Qualifications:
- National Diploma Human Resource Management or equivalent (NQF level 6) is a definite requirement for this position
Experience:
- Minimum of 2-3 years office administration experience
- VIP Payroll
- ESS
- Eco-Time
- Microsoft Excel Basic
Training Required:
- Training on company systems (VIP Payroll, HR Premier, ESS, Eco-Time), Company Policies & Procedures, Standard Operating Procedures (SOP’s)
Competencies
- Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
- Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
- Ethics – Acting is ways consistent with what society and individuals typically think are good values. Demonstrating respect for key moral principles that include honesty, fairness, equality, dignity, diversity and individual rights.
- Integrity – following moral and ethical convictions and doing the right thing in all circumstances and do nothing that demeans or dishonours.
- Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
- Systems Analysis - Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
- Speaking - Talking to others to convey information effectively.
- Writing - Communicating effectively in writing as appropriate for the needs of the audience.
- Complex Problem Solving - Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
- Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.
- Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
- Time Management - Managing one's own time
- Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.
- Coordination - Adjusting actions in relation to others' actions.
- Service Orientation - Actively looking for ways to help people.
- Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
- English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
- Administration and Management - Knowledge of business administration principles.
- Achievement - Results oriented
- Relationships - Provide service to others and work with co-workers in a friendly non-competitive environment.
Specific Requirements/Other important information
- Ability to prioritise large work load.
- Ability to maintain policy guideline with in pressured situations.
- Ability to act independently.
- Ability to accept and take charge of projects / ad-hoc task allocated on short notice.
- Willingness to work overtime
“Medipost Holdings is committed to the promotion of employment equity within the workplace which is a driving factor in all recruitment decisions. Medipost further encourages and welcomes applications from persons with disabilities in creating a diverse and equitable workplace.”
Closing Statement:
“We are committed to building a team that represents a variety of backgrounds, perspectives and skills; the more inclusive we are the better our work will be. Should you however not hear from us within a period of 2 weeks, you can consider your application unsuccessful.”
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