The main role of this position is to handle all HR related administrative functions and processes on behalf of the estate.
KEY PERFORMANCE AREAS (KPAs) Weighting
1. Plans, policies and procedures 10%
2. Talent Management & Training & Development 10%
3. Industrial Relations 15%
4. Organisational effectiveness / Performance Management 20%
5. Personnel Administration 10%
6. SLA Management & Reporting 15%
7. Occupational Health & Safety and Risk Management 10%
8. Compliance & Risk Management 10%
KEY PERFORMANCE AREAS JOB ACTIVITIES KEY PERFORMANCE INDICATORS
1. Operational plans, policies and procedures
• Participate and advise the CEO on policy development and implementation thereof:
o Complete and submit relevant HR Reports and metrics to CEO as requested.
• Monitor and report accurately and timeously on the implementation of operational plans on a monthly and quarterly basis.
• Review, Develop and Implement policies and procedures as approved by the Board.
• Manage expenditure according to company prescribed guidelines.
• Ensure overall HR compliance in terms of DOL audits.
• Reporting monthly in regard to company compliance with relevant legislation
2. Talent Management & Training & Development
• Facilitate entire recruitment process from end to end.
• Manage employment equity and transformation processes
• Onboarding of all new recruits, including all relevant paperwork and facilitation into the
business.
• Follow up during probationary period with feedback to line.
• Continuously review recruitment process for improvements and amendments.
• Assist HODs and the CEO in developing job descriptions
• Ensure that all existing job descriptions are up to date.
• Assess training needs and compile a training plan for the business with current and future needs in mind.
• Ensure staff training needs are addressed by Line Management.
• Ensure that training reports are compiled and distributed
• Responsible for Annual WSP Submission
• Manage the recruitment and selection process and ensure cost effectiveness
• Create and implement onboarding plans for new recruits.
• Ensure new recruits receive Induction training to the workplace.
• Responsible in conducting probationary reviews with new recruits and HODs monthly and addressing issues thereon where applicable
• Review and report on career and succession planning initiatives on a biannually basis.
• Compile an annual Employment Equity Report (EEA2) for submission
to EE & SD committee for approval and thereafter submission to DOL thereof usually due in January of each year.
• Conduct an annual training needs analysis of all employees within organization and compile a report thereof.
• Develop Annual Work Skills training plan and report on WSP training conducted annually for annual online submissions completed in April annually also for prior approval by
Employment Equity & Skills Development committee and GM. Review and report on
3. Industrial Relations (IR)
• Ensure knowledge of and adherence to IR Procedures, Policies and Legislation and
consistently applied.
• Provide advisory support to management and staff on labour relations issues.
• Ensure IR issues, and investigations are resolved timeously.
• Facilitation and involvement in IR and Performance related matters.
• Ensure consistency of standards in the application of IR matters.
• Ensure employment contracts compliance to legal requirements.
• Facilitate and ensure satisfactory conflict resolution.
• Facilitate a healthy working environment.
• Represent the business at the CCMA during conciliation.
• Ensure that effective IR training is conducted at all levels within the company
• Ensure that all relevant reports are compiled and distributed
• Attend and participate in meetings and negotiations when required.
• Maintain good relations with representatives from the Department of Labour and other
relevant government officials.
• Assist in resolving IR matters within the organization:
• Through investigation into IR matters and advice thereafter on the appropriate disciplinary action to be taken
• Report on IR issues on monthly basis.
• Represent the company at CCMA and report regularly where applicable.
• Facilitate IR training, coaching and mentoring on an annual basis.
4. Performance Management
• Advise and provide support to line management as is applicable in performance contracting and assessment
• Management of the performance management system by:
o Ensure that performance agreements and development plans are developed and
implemented for all staff within each unit.
o Provide guidance and assistance to employees in accordance with the Performance Management and Development System Policy (performance agreements; performance work plans and performance development plans and evaluations).
o Facilitate and assist with poor performance and incapacity issues within the organization through appropriate HR advice and ensuring corrective measures are implemented and taking place
• Conduct a climate survey on an annual basis and report thereof.
• Facilitate employee climate survey feedback session.
• Facilitate organisational development and wellness initiatives on an quarterly
basis and report thereof.
• Facilitate the annual performance management process in terms of assisting HODs in setting performance agreements for the year, sending reminders for bi-annual performance completion, PDPs etc).
• Conduct an audit on individual performance agreements to ascertain accuracy, fairness and consistency
• Ensure creation of a conflict free workplace and a positive working
environment by ensuring monthly departmental meetings take place and
that employee’s issues are resolved timeously by minimal IR issues and
improved relationships with staff.
• Implements change initiatives successfully
5. Personnel administration
• Maintain all HR records and personnel files
• Manage all leave, IODs, overtime etc
• Collate and prepare and submit monthly payroll documentation
• Conduct an audit report on HR administration and Compliance on a monthly basis for submission to General Manager.
• Manage and provide feedback on salary input information as forwarded by Line
Management to CEO
• Ensure that Line Management are aware of Policy updates.
• Provide HR advice Staff Benefits.
• Facilitate the communication of staff- related matters such as salary info, death and funeral claims, IOD’s, provident fund, overtime and leave.
• Maintain of all employee records as well as updating internal database.
• Develop and maintain effective, consistent, and efficient administration procedures within the unit, in accordance with Company policy & procedure
• Ensure that all prevailing legislation is adhered to regarding personnel
administration
• Hold regular personnel administration audits in the unit.
• Ensure that all relevant statistics are compiled and distributed on a regular basis as well as any ad-hoc reports
• Handle all personnel administrative problems as and when they occur and ensure the
speedy resolution thereof
• Ensure all reports are timesoulsy submitted for monthly payroll to the GM.
• Deal with staff queries timeously and report on matters requiring attention.
• Facilitate HR policy training as and when required.
6. SLA Management & Reporting
• Recommend preferred service providers to Board for approval.
• Source and manage service delivery from approved contracted service providers.
• Ensure that all service providers meet the performance standards in terms of their SLA
• Monitor and control service providers to ensure service delivery in accordance with
SLA''s
• Prepare the monthly payments to service providers and submits for approval and
release by Finance.
• Ensure adherence to all requirements and expectations in line with the SLA.
• Manage and maintain the penalty schedule which includes imposing penalties when
necessary and ensuring that the schedule is kept up to date
• Maintain a good working relationship with the Service Provider.
• Conduct regular meetings to identify areas of improvement or to highlight areas of noncompliance to ensure it is managed proactively .
• Ensure all equipment requirements as set out in the SLA are adhered to ensuring that job functioning is at its optimum.
• Submit the necessary reports for inclusion in the CEO Report to the estates Board
o Service Level Agreement are in place and reviewed monthly to ensure remedial actions for poor service delivery:
o Facilitate monthly meetings with service providers.
o Conduct monthly audits against service delivery requirements.
• Accurate and timeous reporting on a monthly and quarterly basis.
• Timeously actioning all items as per stipulated timeframes.
• Assist in the facilitation of weekly/monthly departmental team meetings and monthly committee
