ROLE SUMMARY
The HR Coordinator plays a critical role in supporting the HR Department by providing comprehensive administrative and coordination assistance. This role handles human resources (HR) and employee relations (ER) inquiries, ensuring smooth employee onboarding, meticulous record-keeping, and consistent implementation of HR policies and procedures. Acting as a key liaison, the HR Coordinator engages positively with stakeholders, offering professional guidance and support. Additionally, this role supports the HR Team Lead in executing business support requirements and facilitates HR processes across all business units to ensure alignment with business objectives.
QUALIFICATIONS
- Minimum: Diploma or Bachelor’s Degree in Human Resources or a related field.
EXPERIENCE
- Minimum of 3 years’ experience in a similar position.
- Experience with WSP/ATR and Employment Equity reporting would be highly advantageous.
SKILLS & KNOWLEDGE
- Excellent verbal and written communication skills (English).
- Competent in MS Office packages, particularly MS Outlook, MS Word, and MS Excel.
- Sound knowledge and understanding of relevant South African labour legislation, including but not limited to LRA, BCEA, EEA and SDA.
RESPONSIBILITIES
Recruitment, Selection and Onboarding
- Liaise with the recruitment team to ensure end to end recruitment process is followed regarding vacancy approvals, the advertisement of vacancies on the relevant portals, screening and shortlisting of applications, as well as conducting the relevant background checks.
- Ensure telephonic and written confirmations of employment for current and former employees are conducted and reviewed.
- Coordinate and assist with selection interviews.
- Oversee job advertisements and ensure alignment with role profiles.
- Design role profiles in collaboration with Management and the Talent Team.
- Prepare offer letters and employment contracts for both permanent and fixed-term positions.
- Ensure the onboarding process is completed for all new hires.
- Coordinate employee onboarding activities such as induction training and refresher sessions to ensure a smooth transition for new hires.
Performance Management
- Assist with the coordination and implementation of Performance Management activities across the business including scheduling, documentation and record-keeping.
- Assist with creating Key Performance Indicators (KPIs) for various positions and liaise with Management to align it accordingly.
- Create and update Performance Management templates on the HRIS.
- Train all existing employees and new starters on the HR System and conduct refresher training.
Industrial Relations
- Address any IR and ER related queries and escalate unresolved queries to the HR Generalist.
- Assist with drafting and issuing warnings as well as scheduling disciplinary hearings and preparing the relevant outcomes, as and when required.
- Conduct exit/stay interviews and capture the results on the HRIS.
Legislative Compliance
- Provide updates and input in terms of employment legislation, policies and practices.
- Transfer policies/procedures or related documentation on to new templates and assist with the roll out of these policies in the business.
- Ensure to timeously report on or escalate any unethical or illegal activities, risks, or complaints within the Company to the HR Team Lead and relevant Management.
Employee Wellness and Engagement
- Coordinate employee wellness and healthcare initiatives.
- Assist with driving employee engagement and participation in initiatives across the business.
- Inform employees of the Employee Assistance Programme (EAP) offerings and escalate unresolved employee wellness matters to the Talent Team.
- Maintain regular contact with employees and Management to gain insights and ensure a strong HR presence across the business.
Reporting
- Assist the HR Team Lead with compiling and reporting on Employment Equity (EE).
- Actively participate in Employment Equity and Skills Development monitoring and submission processes.
- Assist the Training Manager to collect the relevant supporting documentation for WSP/ATR reporting.
- Prepare monthly Acknowledgments of Debt (AODs) reports for the HR Team Lead.
- Compile and submit termination and staff movement statistics to the HR Team Lead on a monthly basis.
- Assist the HR Team Lead to review and ensure HR Metrics are measured and up to date for reporting purposes.
- Assist with preparing ad hoc reports for Management, as and when required.
HR Administration
- Maintain and regularly update employee information in the HRIS to ensure accuracy and compliance.
- Process employee terminations and departmental changes in the HRIS accurately and timeously.
- Coordinate the processing of employee terminations and onboarding of new hires on the ERS biometric system.
- Ensure timely communication of new employee and termination lists to the IT Department when required as well as on a monthly basis.
- Handle salary adjustments, promotions, transfers, or any other employment changes, including both manual and electronic changes, to ensure proper documentation and system updates.
- Maintain and organise electronic and manual filing systems for all employee documents, ensuring all records are up-to-date.
- Advise staff on benefits, pay issues, leave, grievances, and other HR-related matters.
- Schedule Health and Safety committee meetings, training sessions, and ensure thorough documentation of processes.
- Draft Acknowledgments of Debt (AODs) agreements as and when required by Management.
- Closely monitor fixed-term contracts, alerting managers to upcoming end dates and ensuring timely renewals or terminations.
- Administer offboarding paperwork for terminated employees, ensuring all documentation is complete and compliant.
- Assist with research and project deliverables, contributing to HR initiatives and improvements.
- Serve as a point of contact for all staff, addressing HR queries and concerns in a timely manner.
Payroll Administration
- Collaborate with the HR Generalist and Payroll to collate all necessary payroll information accurately and promptly.
- Address leave queries and maintain comprehensive leave records for all staff.
- Submit required payroll information and maintain staff-related records in accordance with company policies.
- Administer benefits and compensation programmes, including medical aid, provident funds, and other HR programmes, ensuring employee enrollments and changes are processed correctly by Payroll.
- Coordinate the maternity leave and study assistance processes, ensuring compliance with company policies and regulations.
- Ensure Acknowledgments of Debt (AODs) are signed and submitted for processing.
- Liaise with Payroll to respond promptly to any other payroll-related queries, providing accurate information and assistance.
COMPETENCIES
- Checking Things: Very thorough and even perfectionistic, ensures that things are done properly, delivering high quality work with great attention to detail.
- Documenting Facts: Communicates well in writing, readily understands the logic behind an argument and will ensure that all the relevant facts are taken into consideration.
- Upholding Standards: Uphold the highest standards and honour agreed commitments. Is discreet and maintains confidentiality.
- Following Procedures: Extremely rule following, procedural and risk averse.
- Meeting Timescales: Conscientious about meeting deadlines, highly punctual and unlikely to leave things unfinished.
- Producing Output: Works at a fast pace, works well when busy and copes well with multi-tasking.
- Team Working: Takes full account of other people’s views and works well in a team, will go to considerable lengths to include others in the final decision.
- Interacting with People: Very lively, talkative and projects enthusiasm. Is focused on interacting and networking with people.
- Providing Insights: Very quick at getting to the core of a problem. Will improve things and find ways to improve. Likely to trust own intuition.
- Examining Information: Analyses and processes information very effectively when solving problems. Very curious and good at asking probing questions.
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