Human Resource Officer (Rustenburg) at SBV

Reference Number

HRFTC#1 

HR Service Delivery and Administration at the Centre

• Deliver the end-to-end HR service and administration for the centre.

• Responsible for creating, updating and maintaining manual and electronic personnel records and filing accordingly in line with SBV’s HR policies, procedures, practices, and related POPIA and PAIA legislation.

• Administer and provide the following documentation per company and legislative standards:

o External claim documentation and processes, including Injury on Duty (IOD), Death and Disability ICAS referrals.

o Internal documentation, including but not limited to:

 Signed job profiles and PPAs

 Engagement forms

 Termination forms

 Provident Fund

 Safrican

 Alexander Forbes Nomination forms

 Spouse insurance

 Increase letters

 Bonus provision

 Acknowledgement of Debts

 Leave forms and supporting docs

• Identify and manage HR-related risks.

• Consolidate HR related updates and information for the centre for submission to the HRBP.

• Attend centre management meetings and provide guidance and resolution to HR-related concerns raised.

• Engage with General Managers, centre Managers and Heads of Departments on HR-related matters.

• Respond to enquiries from centre employees in line with relevant policies, procedures and processes.

• Escalate queries/enquiries to HRBP, where further support or assistance is required to resolve the query/enquiry.

Recruitment, Selection and Administration

• Provide input to written motivations for approval of centre vacancies to proceed with the recruitment processes.

• Manage and facilitate the recruitment and appointment processes for Grade level 1 to 11 centre positions.

• Coordinate the following activities for effective planning, recruitment and appointment process:

o Provide resourcing services to the centre, including influencing and advising Line Management on job analysis, job descriptions, job evaluation, advertising, and shortlisting.

o Assist Line Managers in compiling/updating the relevant job descriptions and determining the selection criteria.

o Verify the completeness and accuracy of the documentation submitted (advertisements, job descriptions and recent Employment Equity (EE) stats), as agreed with the relevant Line Manager.

o Follow-up continuously with recruitment to address queries promptly.

o Screen and shortlist candidates in line with the criteria provided by the Line Manager.

o Coordinate and arrange interview sessions and lead the discussions with the panel members and candidates.

o Assist the panel in collating interview scores and selecting prospective candidates.

o Conduct mandatory checks in line with the Recruitment Policy and processes, i.e., MIE, criminal and security checks with the vetting department, and Psychometric Assessments in collaboration with the OD department.

o Liaise with prospective candidates with regards to the employment offer:

 Draft a letter of appointment for the area of responsibility.

 Submit offer letter to HRBP for review and approval in accordance with the Delegation of Authority (DOA).

• Submit documentation to HRBPs/Senior HRBPs for review and creating the position.

• Submit the engagement/appointment pack to HR Shared Services for verification and request an employee number.

• Load new candidate on SAGE and attached engagement pack and approvals.

Onboarding and Offboarding

• Facilitate the effective induction and onboarding of new hires:

o Onboard new employees per onboarding procedure and checklist.

o Coordinate the first day/induction and meeting between the new hire and the Line Manager/Team.

• Manage process relating to resignations, retirement, dismissals, retrenchments, and severance.

• As part of the offboarding process, conduct exit interviews.

Governance and Reporting

• Keep up to date with changes in HR policies, procedures, and processes for consistent application of rules at the centre.

• Maintain confidentiality of information and documentation per SBV and legislative standards and policies.

• Compile, verify and submit HR reports to the relevant stakeholders HRBP, Centre Management, Finance Business Partners), including but not limited to:

o Weekly Vacancy Tracker

o Trend analysis on Performance appraisals

o End-to-end leave management

o Overtime management

o Complement and discrepancies

o Updated staff list to training

o Payroll discrepancies

o IR stats (warnings, grievances)

o Attrition

o Organograms

o Transformation (EAP targets, transformation committee concerns)

• Provide ad-hoc reports, as requested by the business.

• Verify integrity of information on monthly governance reports received from the HR Shared Service Officer (HRSSO) regarding cost centre links, movements and changes requested.

• Conduct regular audits to verify and maintain data integrity on the SAGE system.

• Investigate discrepancies in the system in collaboration with HROs and HRIS, i.e., leave management and ESS queries.

• Partner with HRSSO to motivate changes to be made to the system data based on the outcome of the investigations.

• Support the internal and external audit process by providing the requested documents.

• Analyse trends in overtime, performance scores, and absences for the centre, and provide analysis and recommendations to Line Managers for further action.

• Subscribe and align to SBV Services' ISO 9001:2015 Quality Management Standards, ensuring the department’s processes and quality management system is at all times in compliance with the standard.

• Support SBVs ESG journey, reporting on and managing the ESG requirements to ensure a positive reflection and outcome

Maintenance on Kronos System

• Responsible for the completeness and accuracy of timecards on Kronos for the centre in line with SBV’s legislative standards, policies and procedures.

• Adhere to Kronos deadlines for sign-off on timecards.

• Enrol new employees on the Kronos system.

• Liaise with HR Shared Services and HRIS on Kronos queries regarding time and attendance management.

Project Execution

• Responsible for the implementation, monitoring and tracking of the completion of HR projects within the centre.

• Conduct awareness sessions for the centre in collaboration with the Communications and Change team

• Educate and train employees on the changes in HR processes and principles.

Job Profiling and Evaluation

• Prepare job profiles for new and existing positions in collaboration with Line Management.

• Prepare the job profiles and structure for job evaluation sessions.

Learning and Development

• Facilitate the process of identifying training/upskilling needs.

• Provide advice and support regarding Personal Development Plans (PDPs) and bursary applications.

• Support the roll-out of training with SMEs and training providers.

• Compile and submit participant reports/attendance registers to the organisational development team.

Transformation

• Support the drive of transformation initiatives within SBV

• Assist the centre in meeting transformation and Employment Equity (EE) targets.

• Draft and obtain non-EE motivations.

• Attend Transformation Committee meetings as a representative of HR.

• Verify that the EE Plan is displayed within the centre.

Employee Relations

• Consult and advise Line Management regarding the grievance, disciplinary, appeals and CCMA hearing outcomes.

• Liaise with the ER team regarding complex cases, expected restructuring /operational requirements, potential industrial conflict/work stoppages/strikes and group grievances.

• Correct charge/code on the system based on the progress of the disciplinary case.

• Provide support to staff on HR issues as and when required.

Talent and Performance Management

• Drive Talent Management within the centre following best practices per the Talent framework.

• Provide support, guidance and training on performance management methodology/principles, processes and system functionalities.

• Create and update PPAs for the centre in line with SBV’s strategic priorities, performance guidelines, and cascading methodology changes.

Benefits and Wellness

• Support employee wellness initiatives as and when required.

• Track and monitor personnel registration on the medical aid and the administration for completeness of all applications. Follow up on all queries through to resolution.

• Submit formal ICAS referrals and conduct regular follow-ups with ICAS in respect of progress in terms of:

o Disciplinary referrals (anger, conflict, depression, substance abuse: alcohol, drugs, etc.)

o Work-related issues (stress, work performance problems, conflict in the workplace, retrenchment, retirement, stress, change in the workplace, relationship difficulties).

o Psychosocial issues (depression, anxiety, etc.)

Culture and Climate

• Drive the change process and take responsibility and accountability within the centre to maintain seamless integration and support whilst providing feedback to the HRBP and Line Manager.

• Drive organisational cultural activities in line with the business strategy and values.

• Drive culture/climate survey completion.

Change and Culture Ambassador

• Lead from the front as an ambassador and executor of change initiatives such as embracing transformation and being an inspiring and ethical leader.

• Motivate, direct and influence employee behaviour to achieve business goals during the critical business periods for continuity of operations.

• Drive the SBV values while inspiring confidence and generating excitement, enthusiasm, and commitment toward the mission.

• Drive a clear and consistent message/narrative on a case for change to the initiatives that focus on reconfiguring the business functions to secure buy-in and allay anxieties across the business.

• Initiate and lead a culture of performance-driven output through shared purpose, vision and values

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