Job Description

PURPOSE OF ROLExe2x80xa2 xe2x80xa2 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 xe2x80xa2 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. xe2x80xa2 The incumbent will serve as a back up for the current Payroll Manager and thus VIP/SAGE experience is essential. HR Recruitment and Support xe2x80xa2 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. xe2x80xa2 Shortlist application for line managers. Prepare interview packs. xe2x80xa2 Preparing of all offer letters as well as regret letters. xe2x80xa2 Advise new employees on their first day orientation whilst explaining all SEB policies and procedures and compliance requirements xe2x80xa2 Responsible for the Induction planning and implementation xe2x80xa2 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 xe2x80xa2 Performance Management and Support xe2x80xa2 Create reports, follow up outstanding ratings, interpret the ratings xe2x80xa2 Prepare reports in line with audit requirements xe2x80xa2 Document the outcome of grievance hearings and update employees and case files with required details. xe2x80xa2 Liaise with line well before the pay round starts to ensure all structure, role and people updates are up to date xe2x80xa2 Ensure that payroll is advised of new appointments and exits ADMINISTRATION xe2x80xa2 Organize and maintain personnel records on all databases xe2x80xa2 Update internal databases (e.g. record sick or maternity leave) xe2x80xa2 Prepare HR documents, like employment contracts and new hire guides xe2x80xa2 Liaise with external partners, like agencies, and ensure legal compliance xe2x80xa2 Create regular reports and presentations on HR metrics (e.g. turnover rates) xe2x80xa2 Answer employees queries about HR-related issues xe2x80xa2 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 xe2x80xa2 Participate in HR projects (e.g. CSI initiative/ Ordering of PPE) xe2x80xa2 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 xe2x80xa2 To assist in the editing and release of communications within the business as and when required. xe2x80xa2 Participation and involvement in end to end Events xe2x80xa2 Prepare all internal communication re. High fives/Deaths etc for proofing via Head HR xe2x80xa2 Be proactive with ideas for building and retaining the SEB culture xe2x80xa2 Be visible at all times to internal clients xe2x80xa2 Ensure 101 meetings with management and staff to track trends and wellbeing of staff RECORD KEEPING AND FILING xe2x80xa2 Ensure all documentation relating to end to end life cycle of the employee is saved in the member profile on the system xe2x80xa2 Ensure appropriate notes are recorded in the member profile on the system REPORTING xe2x80xa2 Prepare, analyse and present ad hoc reports as and when requested xe2x80xa2 Prepare, analyse and present a monthly HR report to the Head HR xe2x80xa2 Have the ability to stand in for the Head HR and present these reports. QUERY RESOLUTION xe2x80xa2 Attend to queries or inquiries by employees within the required timelines xe2x80xa2 Provide assistance to Employers or service providers where necessary INNOVATIVE & TEAM PLAYER xe2x80xa2 Be able to work independently with minimal supervision xe2x80xa2 Abide by audit findings as directed by the Head of HR xe2x80xa2 Build and maintain supportive relationships both internally and externally RELATIONSHIP MANAGEMENT xe2x80xa2 Build and maintain positive relationships with all clients and service providers xe2x80xa2 Build and maintain supportive relationships with teams internally xe2x80xa2 Ensure that all communication sent internally and externally is dealt with professionally TIME MANAGEMENT xe2x80xa2 Devote the whole of your time, attention and abilities during working hours to the discharge of your duties. xe2x80xa2 Meet production standards in terms of quantity and quality. xe2x80xa2 Manage work outflow timeouslyxe2x80xa2 QUALIFICATIONSxe2x80xa2 xe2x80xa2 A preferable diploma or degree in HR xe2x80xa2 At least 4 years working in an HR environment A preferable diploma or degree in HR xe2x80xa2 At least 4 years working in an HR environment Financial Acumen xe2x80xa2 Knowledge in PAYROLL /VIP/SAGE is essential.

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