Job Description

• Responsible for ensuring that all the administrative functions for the departments and shift of responsibility, are performed accurately, concisely, timely and according to standard operating procedures.

Requirements

• Grade 12 or NQF 4 Equivalent.
• An HR-related qualification is a must.
• Formal Microsoft Training Certificate will be a definite advantage.
• A minimum of 2 years HR Admin/ Payroll experience.
• Working knowledge of biometric clocking systems & time sheets.
• Experience as an HR Shift Administrator desirable.
• Previous experience in a FMCG/ manufacturing environment desirable.
• Proven computer/ systems experience i.e., ESS/ Sage People, SharePoint, MS Package, PRP Biometric System.
• Being conversant with the vernacular spoken in the Eastern Free State will be a definite advantage.
• A willingness to work overtime or weekends where necessary.

Key Accountabilities:

• Provide administrative support to all Departments within GFC.
• Ensure timeous & accurate actioning of employee time & attendance.
• Ensure strict compliance with all relevant standards of documentation.
• Ensure departmental directives adhered to in the execution of all tasks.
• Work with electronic documents, shift and attendance registers.
• Data entry/ Capturing of high volumes of data.
• Handling administrative and HR-related queries.
• Manage own workload identifying improvements and issues.
• Provide quality resource and support to the manufacturing teams.
• Provide information and analysis of data as directed/ required.
• Communication with employees and management.

Duties and Responsibilities

• Daily Headcount: Compare manual registers with PRP and what the supervisors have submitted.
• Leave: Process on ESS and send for approval.
• Claims: Process on ESS and send for approval.
• Scanning of all GFC Payrolls and save to SharePoint.
• Short Hours & Unpaid Leave: Capture the unpaid list, check the time the employee left the site and capture on the unpaid database and send to Payroll for deductions.
• 3-Day Discrepancies: Monitor and follow up on employees who have been absent for 3 days and more.
• Staff Accounts & Personal Loans: Assisting employees with applications.
• PRP: Roster employees on PRP according to their shift and fix critical errors that appear on their timesheets.
• Timesheets: Print timesheets and send them out every 2nd week, for employees to check if there are any faults and return them for correction.
• Approves and authorizes timesheets if the approver or authoriser is not available.
• Enable overtime for employees after receiving overtime authorization from supervisors.
• Pay Queries: Process all pay queries, print out timesheet and load on SharePoint.
• Company Rules responsible for: 015,019 and 023.
• Departments Responsible for: Farm Services, Quality and Services.
• Load new employees on the SAGE 300 PEOPLE and assist with any movements.
• Sort and distribute payslips and IRP5s and assist employees with exit documents.
• Ensure that any changes relating to payroll, such as bank details, job titles, and grade changes, are processed in time on People.
• Assist with the completion of Sanlam Fund documents and loading on SharePoint.
• Assist with and participate in all HR Projects such as Skills Development/ Learnerships/ Manload Reviews etc.
• Will have to relieve other HR team members where required.
• Any other duties as may be required by the department from time to time.

Skills Required

• Must be a team player.
• Ability to prioritize and complete tasks within agreed timelines.
• An open, direct and honest attitude at all times is a must.
• Able to maintain integrity & confidentiality within an HR environment essential.
• Ability to work in a pressurised and time-critical environment.
• Excellent communication skills.
• Excellent organisational skills and attention to detail.
• Able to work as part of a team & values self-development.
• Must be self-motivated, dedicated & able to use own initiative.