About the position
Role Summary
The HR Administrator is responsible for supporting the HR department in delivering efficient, compliant, and effective administrative services. This role plays a key part in ensuring the integrity of employee records, assisting with legal and compliance requirements, and contributing to smooth HR operations including leave and attendance management, probation reviews, and personnel file management.
Duties & Responsibilities
Key Responsibilities:
1. Employee Records Management
- Maintain accurate and confidential personnel files (CVs, IDs, qualifications, contracts, etc.).
- Ensure secure storage and compliance with data protection regulations.
2. Leave & Attendance Administration
- Manage the leave tracking system and ensure accurate recording of all leave types.
- Communicate with employees and managers regarding leave balances, approvals, and queries.
3. SAGE Self Service (SSS) Support
- Administer the SSS platform for leave applications, personal information, and HR documents.
- Troubleshoot user issues and escalate where necessary.
4. Foreign National Employee Records
- Maintain up-to-date records of visas, work permits, and identification documents.
- Track expiry dates and support renewal processes.
5. HR Documentation & Templates
- Manage and update HR templates (e.g., contracts, warnings, probation reviews) in line with policy and legislation.
- Assist in drafting and formatting various HR documents.
6. Industrial & Labour Relations Support
- Provide administrative support during disciplinary, grievance, and consultation processes.
- Keep accurate records of IR cases and hearings.
7. Probation Reviews
- Coordinate probation review timelines and documentation.
- Conduct reviews in collaboration with managers and ensure follow-up actions are recorded and filed.
8. Onboarding Administration
- Facilitate onboarding by preparing documentation and ensuring all steps are completed.
- Maintain records of onboarding activities.
9. HR Communication & Memos
- Draft and distribute internal HR communications, ensuring clarity and consistency.
10. UIF Claims & Maternity Documentation
- Prepare UIF documentation for SEESA and maternity claims (forms, medical proof, timelines).
- Liaise with Payroll, track submissions, and update leave records accordingly.
11. Employment Equity & BBBEE Compliance Support
- Gather and verify employee demographic and training data for EE reporting.
- Assist with compiling HR-related documentation for BBBEE audits.
12. Procurement Administration (HR-related)
- Initiate purchase orders, gather vendor details, and ensure budget alignment.
- Submit, track, and maintain accurate records of POs and payments in coordination with Procurement and Finance.
Desired Experience & Qualification
Requirements:
- National Diploma or Degree in Human Resources Management or Industrial Psychology.
- Minimum of 3 years' experience in an HR administrative or coordinator role.
- Experience in the aviation or engineering industries will be advantageous.
- Proficient in Microsoft Office, particularly Word, Excel, and Outlook.
- Familiarity with HR systems, especially SAGE Self Service (SSS), is highly beneficial.
- Sound understanding of South African labour legislation.
- Strong administrative, organisational, and communication skills.
- Ability to manage confidential information with professionalism and discretion.
- High attention to detail and a proactive, independent work ethic.
- Own reliable transport is advantageous.
