People Services Specialist

Job Description:

Key responsibilities:

• Workday & Employee Lifecycle
• Process employee lifecycle transactions accurately and within agreed timelines in Workday and related People systems.
• Process new hires, employee changes and terminations.
• Support promotions, demotions, transfers and secondments.
• Process salary and other employee data changes following the required approvals.
• Prepare and process employment contracts and relevant employee documentation.
• Maintain organisational and team structure changes within the relevant systems.
• Support probation processes and associated employee documentation.
• Ensure employee records and personal data are accurate and maintained throughout the employee lifecycle.
• People Services Administration & Employee Support
• Act as a first point of contact for routine People Services queries from employees and managers.
• Manage employee enquiries and ensure queries are resolved accurately and within agreed service levels.
• Prepare standard employee documentation, letters and confirmations as required.
• Support absence management and family leave administration.
• Support offboarding administration, including voluntary and involuntary terminations and retirement processes.
• Maintain People Services knowledge content, process information and employee guidance materials.
• Escalate complex or sensitive matters to the appropriate People team member.

Payroll & Reward Support

• Prepare and provide accurate employee changes and payroll-related information for payroll processing.
• Support payroll data review and reconciliation activities to ensure Workday and payroll information is aligned.
• Process approved salary changes and associated documentation.
• Support annual salary review activities, including preparation of salary increase letters where required.
• Liaise with Payroll and relevant People stakeholders to resolve employee data discrepancies.
• Data Management, Reporting & Quality Assurance
• Conduct regular employee data-quality reviews and resolve identified discrepancies.
• Maintain accurate organisational and employee data within Workday.
• Prepare standard People Services reports and data extracts as required.
• Support governance reporting and data-accuracy analysis.
• Perform quality assurance checks on People transactions and documentation.
• Maintain accurate records and supporting documentation in accordance with data privacy, retention and governance requirements.

Governance, Process

• Ensure People Services activities comply with dentsu policies, processes, approval requirements and applicable legislation.
• Maintain and update People Services process documentation and standard operating procedures.
• Support governance activities, controls and audits.
• Participate in regular People Services operational and governance meetings.
• Identify opportunities to simplify, standardise and improve People Services processes.
• Support testing and implementation of new or updated People processes and Workday functionality.

Stakeholder Management & Service Delivery

• Build effective working relationships with employees, managers, Payroll, People Business Partners and other internal stakeholders.
• Follow up with stakeholders to ensure outstanding People transactions and documentation are completed.
• Support effective resolution and escalation of operational People matters.
• Provide additional support during peak periods, projects and high-volume employee lifecycle activities.
• Contribute to service continuity and knowledge sharing across the People Services team.

Key Areas of Responsibilities

• Accurate and timely processing of employee lifecycle transactions.
• High levels of employee data accuracy and integrity in Workday.
• Timely resolution of employee and manager People Services queries.
• Accurate preparation and maintenance of employee documentation.
• Effective payroll input, data review and reconciliation support.
• Compliance with People policies, governance requirements and applicable legislation.
• Consistent delivery against agreed People Services standards and timelines.
• Effective stakeholder management and employee experience.
• Accurate reporting, documentation and audit support.
• Continuous improvement and standardisation of People Services processes.

Skills & Qualifications:

• Relevant qualification in Human Resources, Human Resources Management, Business Administration or a related field.
• Extensive experience of working with Workday.
• Approximately 2-4 years' experience in HR administration, HR operations, People Services or a similar environment.
• Experience working with an HRIS; Workday experience would be highly advantageous.
• Good understanding of employee lifecycle processes, including onboarding, employee changes, transfers and exits.
• Working knowledge of South African employment legislation and HR administration requirements.
• Strong attention to detail with a high level of accuracy when working with employee data.
• Good organisational and prioritisation skills, with the ability to manage multiple transactions and deadlines.
• Strong written and verbal communication skills.
• Strong stakeholder management and customer-service orientation.
• Ability to handle confidential employee information with appropriate discretion.
• Proficiency in Microsoft Office, particularly Excel, Outlook and Teams.

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