Specialist HR & Communication

PURPOSE OF ROLE The HR Specialist will act as the first point of contact for HR-related queries from employees and possible external partners and is responsible for the end to end life cycle of the employee The main duties include maintaining personnel records, managing HR documents (e.g. employment records and onboarding guides) and updating internal databases. The role is to ensure the HR department supports our employees while conforming to all legislative requirements whilst ensuring that Communication is key to all stakeholders. The incumbent will serve as a back up for the current Payroll Manager and thus VIP/SAGE experience is essential. HR Recruitment and Support Ensure all adverts for vacancies are approved per headcount and budget prior to advertising. Follow up and engagement with external agencies as well as online applications. Shortlist application for line managers. Prepare interview packs. Preparing of all offer letters as well as regret letters. Advise new employees on their first day orientation whilst explaining all SEB policies and procedures and compliance requirements Responsible for the Induction planning and implementation Ensure that exiting staff are exited with the correct governance / risk compliance eg. Exit interview/Exit on systems and managing of the withdrawl of benefit forms Performance Management and Support Create reports, follow up outstanding ratings, interpret the ratings Prepare reports in line with audit requirements Document the outcome of grievance hearings and update employees and case files with required details. Liaise with line well before the pay round starts to ensure all structure, role and people updates are up to date Ensure that payroll is advised of new appointments and exits ADMINISTRATION Organize and maintain personnel records on all databases Update internal databases (e.g. record sick or maternity leave) Prepare HR documents, like employment contracts and new hire guides Liaise with external partners, like agencies, and ensure legal compliance Create regular reports and presentations on HR metrics (e.g. turnover rates) Answer employees queries about HR-related issues Assist payroll department by providing relevant employee information (e.g. leaves of absence, sick days and work schedule Arrange travel accommodations and process expense forms Participate in HR projects (e.g. CSI initiative/ Ordering of PPE) Must be able to manage payroll systems and to work with salaries COUNSELLING Ensure that counselling is offered to staff and management re. people matters Manage first line of grievances/disciplinaries with writing of charges/warnings etc COMMUNICATION To assist in the editing and release of communications within the business as and when required. Participation and involvement in end to end Events Prepare all internal communication re. High fives/Deaths etc for proofing via Head HR Be proactive with ideas for building and retaining the SEB culture Be visible at all times to internal clients Ensure 101 meetings with management and staff to track trends and wellbeing of staff RECORD KEEPING AND FILING Ensure all documentation relating to end to end life cycle of the employee is saved in the member profile on the system Ensure appropriate notes are recorded in the member profile on the system REPORTING Prepare, analyse and present ad hoc reports as and when requested Prepare, analyse and present a monthly HR report to the Head HR Have the ability to stand in for the Head HR and present these reports. QUERY RESOLUTION Attend to queries or inquiries by employees within the required timelines Provide assistance to Employers or service providers where necessary INNOVATIVE & TEAM PLAYER Be able to work independently with minimal supervision Abide by audit findings as directed by the Head of HR Build and maintain supportive relationships both internally and externally RELATIONSHIP MANAGEMENT Build and maintain positive relationships with all clients and service providers Build and maintain supportive relationships with teams internally Ensure that all communication sent internally and externally is dealt with professionally TIME MANAGEMENT Devote the whole of your time, attention and abilities during working hours to the discharge of your duties. Meet production standards in terms of quantity and quality. Manage work outflow timeously QUALIFICATIONS A preferable diploma or degree in HR At least 4 years working in an HR environment A preferable diploma or degree in HR At least 4 years working in an HR environment Financial Acumen Knowledge in PAYROLL /VIP/SAGE is essential.