HC Trainee – Documentation & Governance Support

Role Purpose

To support the Human Capital team in strengthening employee-record management, documentation controls and HC process governance, with an initial priority on conducting a comprehensive review and regularisation of employee files. The Trainees will also support the documentation and tracking activities arising from the HC Department's operational and governance objectives.

Roles, Responsibilities & Duties

• Conduct a systematic mapping of employee files to identify documentation available, missing, expired or requiring update.
• Review employee files against the established HC documentation checklist and applicable documentation requirements.
• Develop and maintain an accurate employee-file compliance tracker, with clear status and outstanding actions.
• Identify gaps, inconsistencies, duplication and discrepancies and escalate them to the designated HC team member.
• Support retrieval, consolidation, classification and orderly filing of outstanding employee documentation.
• Ensure documentation is stored in the appropriate employee file and is readily retrievable by authorised personnel.
• Support the standardisation of HC filing conventions, document naming and record organisation, including electronic records where applicable.
• Assist the HC team in reviewing and documenting existing HC processes, procedures, checklists, templates and workflows.
• Support the preparation and maintenance of SOP/process documentation for selected HC activities.
• Assist with the development and updating of HC operational trackers, including onboarding, confirmation/probation, employee movements, exits and other employee-lifecycle activities where assigned.
• Support the compilation and organisation of evidence required for HC compliance, internal reviews and audits.
• Assist with data verification and reconciliation between employee documentation, HC trackers and available HR systems, and flag discrepancies for review.
• Support document-control activities, including version control, document registers and maintenance of approved HC templates.
• Assist with other HC documentation, data-quality and process-improvement assignments linked to the Department's objectives.
• Maintain strict confidentiality when handling employee, payroll or other sensitive HC information.

Key Requirements

• Currently pursuing or recently completed studies in Human Resources, Business Administration, Management, Office Administration or a related field.
• Strong organisational, administrative and documentation-management skills.
• High attention to detail and ability to identify discrepancies.
• Ability to work systematically with large volumes of information.
• Good working knowledge of Microsoft Excel and Word, including maintaining structured trackers.
• Ability to follow defined processes while identifying areas requiring clarification or improvement.
• Strong time management and ability to work against defined deliverables and deadlines.
• High level of integrity, confidentiality, discretion and professional judgement when handling employee information.
• Ability to communicate professionally when following up on outstanding information.
• Willingness to learn, take ownership of assigned tasks and work collaboratively with the HC team.

Key Competencies & Personal Attributes

•     Remain composed and objective when identifying discrepancies or sensitive information;

•     Demonstrate sound judgement and know when to escalate rather than make assumptions;

•     Naturally discreet and understand the importance of confidentiality;

•     Patient and methodical when dealing with repetitive or high-volume documentation;

•     Work independently without losing attention to detail;

•     Comfortable following established controls and instructions;

•     Demonstrate reliability, discipline and consistency in completing assigned work; and

•    Communicate tactfully and professionally when following up for information.