HR Business Partner Muizenberg

SUMMARY:
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POSITION INFO:

JOB TITLE: HR Business Partner

REPORTING LINE: CEO

ROLE PURPOSE

To contribute to the effective functioning of operational HR related matters and contribute to the strategic direction of the organization and provide guidance on people-related matters.

Key Performance Areas

Activities

Recruitment and Selection

· To develop job profiles for positions by engaging with line managers, understanding the roles and develop profiles, grade the position and prepare grading report for approval, send the report to the grading committee as required.

· To develop interview questionnaire in line with the role profile, by engaging with line manager on expectations, prepare questionnaire and distribute to line managers before interviews as required.

· To oversee the recruitment and selection process by engaging with recruitment agencies, provide them with brief to source candidates, advertise vacant positions internally and externally, shortlisting candidates according to the requirements, send shortlisted candidates to line managers and participate in interviews and appoint good caliber candidates as required.

Staff onboarding and exit

· To manage the implementation of induction programmes by providing new staff with access to the HR online induction, coordinating with departmental managers to prepare technical induction for their new staff and verifying that the induction is completed as required.

· To make necessary arrangements for new staff by confirming that technical induction is developed by line managers before start date, informing IT of the new staff, coordinating that staff have the necessary work tools as required.

· To onboard new staff by providing staff with necessary documentation (personal particulars forms, benefits forms etc.). forwarding staff details onto payroll, introducing staff to the business, and answering queries as required

· To make necessary arrangements for staff leavers by receiving resignation letters and confirming resignation, implementing exit administrative processes, conducting exit interviews, and providing feedback to line managers as required

Employee Information Management

· To monitor employee personal information by checking that all employees’ documents are uploaded on HR Premier, all records are up-to-date and properly saved, and the information is accurately captured and available as required.

Training Management

· To manage staff training and development by liaising with managers on staff training needs, identifying training programmes, making recommendations to line managers, sign off training invoices and verifying attendance as required.

· To implement the internal and external bursary and learnership programmes by reviewing applications, sourcing, and validating learning programme compliance with policy, presenting applications, securing approval, communicating with beneficiaries, and implementing relevant controls twice a year.

· To develop the annual WSP/ATR reports for submission to the Services Seta by preparing and collating training courses attended during the reporting year and planned training for the new financial year, present the trainings to the training committee, input the information on the SETA portal, submit to CEO for sign off annually.

· To monitor training against budget by requesting the general ledger from finance, check trainings paid for the month against budget, submit training report to line manager for monthly.

Employee Benefits and Wellness

· To advise staff on different medical aid options and pension fund benefits by issuing staff with application forms to complete during onboarding, submit forms to the benefits administrators, verify that staff are added to the benefit schemes, address queries with the benefit fund administrators as required.

· To engage with EAP administrators on new employees and terminations, arrange counselling sessions for staff, sign off on invoices and report on wellness programmes monthly.

· To organize EAP sessions for staff by engaging with service providers, send information required, coordinating that the logistics required for the day are organized, hosting the wellness day and drafting and submitting a report on the outcome as required.

· To facilitate pension fund committee and staff benefits update meetings by engaging with the benefits administrator, set up meetings, invite attendees, take minutes, address and resolve staff queries as required.

Employee Relations

· To develop staff performance contracts by setting performance goals with line managers, developing performance contracts, reviewing contracts, confirming that the KPIs are in aligned to the organization strategy as required.

· To develop and implement performance management process by providing support to line managers on staff performance issues, advise managers on performance process, manage that performance management process is applied, follow up with line manager and action where necessary as required.

· To facilitate disciplinary hearing by preparing the documents for the hearing, scheduling the disciplinary hearing, attend the disciplinary hearing and manage that the disciplinary hearing follows the necessary procedures as required.

· To act as a trusted advisor and provide guidance on employee relations matter by investigating employee complaints and grievances and resolving the grievances in a fair and timely manner and manage compliance with company policies and legal requirements.

· To represent the organization at the CCMA by preparing the necessary documentations and attending to enquiries as required.

HR Policy and Procedure Implementation

· To develop policies in line with the HR strategy by engaging with compliance on the policy to be developed, get input from relevant parties, submit to Exco for approval as required.

· To review the implementation of HR policies and procedures by updating the policies in line with the organizational changes and labour. requirements as and when required.

· To provide support in the implementation of organizations policies and procedures by attending meetings, engaging and provide input in the meetings as required.

· To advise managers on appropriate HR processes and procedures by engaging with line managers, educate and advise managers on disciplinary processes as and when required.

· To manage and guide the resolution of all grievances by engaging with managers and or staff on the problem, analyze the problem and provide guidance on mitigations as required.

Financial Management

· To develop the budget by drafting and costing HR activities for the Financial Year, preparing budgets and submitting for approval annually

· To monitor spend against budget by tracking expenditure, identifying areas of concern and implementing corrective action monthly and as required

Reporting

· To develop and provide input on Employment Equity, salary survey, organizational annual report, WSP / ATR reports and any other committee reports by gathering and consolidating information, analyzing and interpreting information and drafting reports annually.

· To draft ad hoc HR reports by gathering information, analyzing and interpreting information and drafting reports as required

Leave Administration

· To analyze leave taken by receiving leave reports from payroll, raise concerns with line managers where there is abuse of leave and address anomalies as required.

· To manage leave processes by receiving requests, verifying that managers have approved the leave, processing the approvals on the system and tracking actual usage monthly

· To monitor and track leave balances by checking monthly leave balances, advise managers of staff who have high leave balances to schedule staff to go on leave.

Payroll Administration

· To consolidate all payroll inputs by receiving all claims from staff, capture the claims onto payroll document, send to payroll administrator for payment, check that submissions are paid accordingly monthly.

· To submit monthly payroll changes by identifying and providing information on new staff, terminated staff, any salary changes, claims and any other allowances monthly.

· To prepare bonuses and increase letters for staff by submitting information to payroll, manage that the information is correctly captured, letters are correct and send out to staff as required.

Stakeholder Engagement

· To present reports and feedback by developing presentations and reports, addressing critical success factors, presenting/discussing and answering questions and queries as required.

· To build mutually supportive and beneficial relationships with internal stakeholders by educating, engaging in problem solving solution finding and providing feedback on progress and challenges being experienced on an ongoing basis.

· To proactively identify internal stakeholder pressure points and proactively develop recommendations and solutions to resolve on an ongoing basis

Staff Management

· To manage staff performance by setting performance expectations, building relationship with staff, providing feedback on performance and managing non-performance monthly and as required

· To develop staff by identifying skills development opportunities, enabling learning and monitoring development of competencies monthly and as required

· To manage implementation of HR policies and procedures by addressing areas of non-compliance and implementing corrective action as required

BEE and EE administration

· This role will be responsible for managing BBBEE along with appointed third party support as well as Employment Equity plans and filings.

ROLE REQUIREMENTS

Qualifications and Experience

• A minimum of a relevant degree or equivalent in Human Resource Management is required
• A minimum of 3 to 5 years’ experience in a generalist HR role is required
• Experience and knowledge of Sage HR system advantageous
• Ability to work independently and collaboratively in a fast-paced environment
• Proficiency in MS Office (Word, Excel, PowerPoint) and HRIS

KEY INFLUENCES

Internal

• Management
• All members of staff
• HR Consultant

External

• Pension fund administrator
• Medical aid administrator
• Payroll administrator
• Sage HR Premier / VIP
• Training service providers
• EAP service provider
• Recruitment agencies