Administrator: HR Operations

The purpose of this position is to provide an accurate and effective administration of all the SPU staff personnel and salary-related details on the HR System.

Minimum Requirements

• National Diploma (NQF6) in Human Resources
• At least two years’ relevant HR experience
• Computer literate

• ITS experience would be an added advantage
• Exposure to HR practices in a Higher Education environment.

Duties and Responsibilities

1. Recruitment and Selection Administration

• Assist in the booking and preparation of venues
• Prepare the recruitment files for HR
• Assist with and coordinate logistics with candidates
• Coordinate availability of relevant audio-visual equipment with ICT
• Obtain relevant documentation from candidates

2. Data Capturing

• Acquire relevant appointment documentation
• Assist with data capturing
• Ensure employee files are up to date
• File documentation

3. Staff Queries

• Assist with all internal and external HR related inquiries or requests and direct to relevant HR staff.
• Assist with drafting employment confirmation letters
• Finalise target group
• Memorandum approval/s (quotations)
• Pre-Assessment

During training:

• Prepare and distribute training materials and resources
• Ensure compliance with training requirements and standards
• Support trainers and facilitators during sessions

Post-training:

• Track employee participation and progress (POE submission /compliance)
• Track moderation finalisation by service provider (SORs)
• Submit SORs to SETA to initiate tranche payments
• Post assessments
• 3-month post assessment

4. Administration Benefits

• Prepare and liaise with relevant HR staff members on benefit spreadsheets and/or staff sheets
• Compare benefit lists from third parties with system inputs
• Advising staff on relevant benefit processes

5. Learning and Development

• Assist and schedule internal and external training sessions that meet strategic objectives
• Assist in the assessment of training needs (skills audit) in collaboration with department managers
• Assist with compilation of Workplace Skills Plan/Annual Training Plan
• Act as scribe of the Skills Development Committee
• Update records on the Learning Management System (LMS)
• Effective and efficient stakeholder engagement (SETAs/ Premiers office, etc)
• Ensure documentation to initiate tranche payments are timeously made.
• Maintain accurate training records and documentation (SharePoint/attendance registers)

Prior training:

• Communicate training opportunities to employees

• Ensure all relevant staff information is correctly filed, including recruitment and selection data,
• Ensures filles are open for all new appointments,
• Sort, organize and maintain records accurately,
• Classify information according to guidelines such as content, purpose, user criteria, chronological, alphabetical, or numerical order,
• Manage document structuring to ensure easy finding and retrieval when required,
• Manage all user requests related to documents, filing in and out of HR,
• Maintain a log of all outgoing files to ensure documents are returned in time,
• Inspect the filing section periodically to ensure records are categorized properly and are being maintained in good order,
• Remove or discard outdated documents as per file maintenance procedures.

7. Employment Relations

• Refer employee queries to Manager: ER and Senior Officer: ER
• Support formal meetings,
• Assist with ER projects or policy implementation.

8. General HR Administration (including Payroll)

• Coordinate all payroll data according to SPU business process and within agreed timeframes,
• Coordinate and acquire HR stationery, assets, goods and requisitions,
• Advising staff on HR related processes

9. Personal/Professional Development

• Keep abreast of developments within the HR discipline and its implications for SPU,
• Keep abreast of developments in professional conduct at SPU,
• Register as a member of professional bodies to keep abreast of all developments (where appropriate),
• Engage in current professional development activities e.g. improve qualifications, and ongoing development required by professional body.

10. Reporting

• Assist and support the Manager in providing line managers and staff with friendly and relevant HR information,
• Run monthly reports and report on data integrity

Enquiries can be made via email at [email protected]

Assumption of duties: As mutually agreed to upon acceptance of the appointment. The University reserves the right not to make an appointment.

This position may be subjected to assessments.

Women and people with disabilities are encouraged to apply.

Note: Sol Plaatje University (SPU) is dedicated to meeting its Employment Equity targets.