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  • kathypiperza

Human Resource Officer (Tongaat)




Great opportunity exists for an HR officer based in Tongaat.  This role is a supportive role based at the Factory, reporting to the Group Human Resource Manager who is based at Head Office.  The incumbent must be able to work independently and perform the administration of employee time and attendance, wages and salary inputs, employee relations and employee training and development for all factory staff.   The role exists to support the business while ensuring compliance with relevant legislation and the adherence to group HR policies and procedures. 

Enjoy being part of a company where people matter. 


Duties & Responsibilities

 

Factory Staff Leave Administration (salaries and wages as applicable)

Administer Time and Attendance Register and Jarrison device software:

Factory Payroll Administration

  • Process weekly updates of any bank account changes received;

  • Send new Joiner information to Financial Controller and HR Manager within 24 hours of the employee joining;

  • Ensure the payroll is ready for head office and submit Payroll input sheets for weekly staff to Financial Controller by 11:00 on Thursdays, and salary staff to HR Manager by the 22nd of the month;

  • Run checking report every Thursday morning to verify the hours;

  • Submit time and attendance data and adjustments to payroll;

  • Receive payslips from Head Office and print, strip and prepare for hand out;

  • Resolve any pay issues with staff and update head office if needed.

 

Council:

  • Terminations filled in and send off to Council (with Payroll in copy);

  • New employee noted on file for registration date;

  • Registrations of new employees by the first Thursday of their contract, complete documents, attach copy of ID and send off to Council (with Payroll in copy);

  • Registrations of maternity returns and send off to Council with Payroll in copy;

  • Council surveys conducted as requested and notifications printed and placed on notice boards;

  • Medical benefit cards requested, prepared, photos inserted, signatures then cut and laminate and hand out.

Mobile Clinic:

  • Oversee the functioning of the Mobile Clinic;

Employee / Industrial Relations

  • Support and facilitate the constructive resolution of employee grievances;

  • Tracking follow-up on disciplinary matters to ensure that the required turnaround is achieved;

  • Tracking factory efficiencies for new joiners and employees under performance management, and flagging non-compliance with the Supervisor and Factory Manager for further investigation/appropriate action;

  • Support Supervisors with poor performance and disciplinary matters;

  • Providing administrative support for Supervisor and middle management disciplinary and performance matters;

  • Track follow-up on Poor Performance and Disciplinary matters and advise HR Manager of any challenges with line follow-through;

Grievances:

  • Receive completed grievance form, and discuss with employee to ensure that all pertinent information is recorded and that the issue/s is/are clear;

  • Hand form to next line of operational management to resolve;

  • Track action and escalate the matter as appropriate, ensuring that the employee receives adequate feedback in the soonest possible time-frame;

  • Report/advise the HR Manager of all pending Grievances as soon as they are raised as well as when they are resolved.

  • Meet with Shop stewards Monthly for an insight into the climate on the shop floor;

  • Advise HR Manager immediately that employee matters/grievances arise that are going to impact on the productivity of the factory.

 

Recruitment & Onboarding

  • Request approval for Vacancies to be filled (HR Manager to sign vacancy requisition);

  • Advertise all approved Vacancies on staff notice boards;

  • Application forms available internally and at the gate;

  • Screen applicants for relevant experience/Service Cards;

  • Inviting suitable applicants into the office to present their documents (Service Card, ID Copy, CV, Banking details), and call the relevant person to continue the screening/assessment process;

  • Once the applicant has passed the assessment process, and a “hire” decision is made by the Factory Manager, ensure the necessary New Joiner Admin pack is completed and that HR Manager signs off on the appointment before it is submitted to payroll;

  • Facilitate the Onboarding of new joiners per the group’s SOP;

  • Follow up on New Joiner performance.

  • Guide factory management and supervisors throughout the process;

Factory People

  • Get to know the employees at an individual level in terms of their strengths, development areas and potential.  Form professional relationships as a trusted advisor on matters related to employee’s employment with the business;

  • Coach employees at the Supervisory level on their journey from the “me” view to the business & systems mindset.  Use opportunities to steer conversations to explore the available alternatives in terms of problem solving and decision making, while highlighting principles of good practice in labour law;

Health & Safety (Factory H&S officer)

  • Administrate IOD’s, submitting the required documentation timeously online;

  • Ensure that H&S Committee Meetings are held Quarterly;

  • Keep H&S Committee Meeting minutes and ensure that these are distributed within 7 days of the meeting;

  • Ensure that the minutes are displayed on notice boards;

  • Track action and send reminders to the H&S reps and Factory management as required;

  • Book training and ensure that the certificates are filed in the Safety File;

  • Track certification of H&S role-holders and book training /re-training as required;

  • Attend to H&S audits as key point of contact.

 

Group Employment Equity

  • Ensure EE Committee Meetings take place Quarterly;

  • Keep EE Committee Meeting minutes and ensure these are distributed within 7 days of the meeting;

  • Ensure that the relevant documentation is prominently displayed within the factory;

  • Track action against the Barriers Analysis and EE Plan to ensure deadlines are met – liaise with HR Manager in the implementation of action plans;

  • Track recruitment against EE Targets and EAP – liaise with HR Manager on any exceptions;

  • Ensure that the new EE Plan is discussed with the HR Manager no less than 6 months before the lapse of the current one, and signed off before the lapse of the current one;

Group Skills Development

  • Support Training initiatives with bookings, record keeping and administration/co-ordination of training for Factory employees;

Monthly Reporting on Factory HR Matters:

  • FTC tracking;

  • Foreign national tracking;

  • Recruitment & Onboarding;

  • Maternity Leave pending and in progress;

  • Terminations;

  • Disciplinary Cases;

  • Grievances;

  • Performance Management Cases;

  • Training;

  • Efficiencies by line; Top 5% and Bottom 5%;

  • IOD’s & Safety Incidents;

  • Ensure all related filing is performed regularly and accurately;

 

The above list of responsibilities is a summary of what may be expected of you, and may be expanded on from time to time.

 

Desired Experience & Qualification

HR qualification an advantage

Min 5 Years HR generalist experience

Payroll administration experience essential

Experience dealing with Bargaining Councils essential

Own car preferred in order to travel to Head office from time to time

Package & Remuneration

R25 000 to R32 000 depending on experience

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