Group Talent Management Administrator - Durban at Aspen Pharma Group

JOB PURPOSE

• Effectively and efficiently supports the team in the organizing, monitoring and execution of all administrative and specifically defined transactional activities related to the process and function of Group Talent Management. 

KEY PERFORMANCE AREA

Talent Acquisition Administration

• Perform all the recruitment transactional/ administrative processes and identify opportunities for improvement in collaboration with the Group Talent Management team
• Receipt and follow through of appointment approval documentation
• Gather, check and publish local and international job adverts and role briefs to internal and external job portals/ social media / service providers
• Assist with resolving queries and responding to requests for information from service providers, candidates and business
• Gather information relevant to the recruitment and appointment process (verification, assessments and references etc.)
• Schedule interviews
• Ensure the booking of teleconferences, video conferences, meeting rooms, flights, accommodation, transfers etc. as directed by the recruiter is carried out efficiently
• Collate and disseminate interview packs 
• Compile the interview guides with related questions
• Co-ordinate assessment processes as required
• Compile and hand off of the new hire pack to the respective HR
• Produce and disseminate regret correspondence to service providers and candidates
• Responsible for the maintenance of Direct Hire, candidate data on the system, maintenance of supplier information on system, ensure accurate information for reporting purposes
• First point of contact for all day to day administrative matters relating to the talent acquisition process
• Assist in Work Permit application process
• Screen candidates and longlist where there are volume of applications and when directed by the Group Talent Acquisition Specialist
• Capture candidate raw data onto selection tracker by identifying critical success factors of vacancy
• Assist with the maintaining candidate application pools by keeping candidates informed of the status of their application
• In collaboration with the TA Specialist review and update Recruitment/Talent Acquisition Policy
• Review and update the Talent Acquisition process flow if and when required for E & F bands, globally
• Ensure Talent Acquisition tracker is timeously kept up-to-date
• Work with Group Head: TM to facilitate and coordinate executive onboarding for E & F Bands globally – move to TA
• Co-ordinate all TA related training sessions locally and internationally for ATS and sourcing platforms

Talent Management Service Providers

• Responsible for the co-ordination and conducting of briefing discussions with suppliers
• Co-ordinate vendor review sessions
• Resolve basic day to day queries from Service Providers and escalate complex queries to Group Head: Talent Management
• Request update BEE Compliance certificates from suppliers annually
• Ensure document retention on Direct Hire and ACL
• Responsible for the co-ordination of all Aspen compliance updates to suppliers

COE Administration

• Co-ordinate all focus group calls, minute taking and dissemination of content material
• Maintain an accurate filing system for all training material, SOPs, policies, templates designed by the Group Talent Management team
• Responsible for the updating and maintaining interview guide library for local and international roles
• Maintain an accurate filing system for all job profiles local and international compiled by Group Talent Management team
• Co-ordinate locally and international meetings
• Ensure accurate records are maintained on ACL capture information of cross charge allocation to Bus for LinkedIn/Social Media Sites/ATS
• Ensure accurate records are maintained on ACL
• Assist with COE projects as directed by the Head of Group Talent Management 

Internal Bursaries

Administer the Internal Bursary Scheme by :

• Confirming budget for bursaries with Group Head: TM
• Prepare communications and application templates for BU’s;
• Receive and collate all bursary applications for executive review committee;
• Coordinate all correspondence, documentation, reports, presentations and spreadsheets for Review Committee to make decisions about all internal bursaries;
• Communicate to each BU HC and Learning lead who has been approved for internal bursaries and who has been Declined
• Receive all documentation required for audit purposes
• For all administrative elements up to and including the adjudication process, received and queries from the Business unit BU Learning and HC Leads and determine the appropriate response or course of action.

Group Development Programmes

• Responsible for the administration of vendor related matters for the  Leadership Development Programmes;, for example,  following up of payment, following up and storage of SLAs, ensuring SLAs are put on ACL.
• Consolidate all BU nominations and manage all queries as needed
• Monitoring and tracking of Group Leadership Development Programmes;
• Maintenance of database and work closely with BU’s to ensure all required documents and agreements are completed accurately, collated and filed for audit purposes
• Ensure that the budget for programmes is trackes and alert team members of any issues
• Prepare communications and application related templates for BU’s;

Group Talent management

• Responsible for the vendor management for INSPIRE programme
• Consolidate all programme elements and track budget
• Liasie with all vendors for related winner gifts etc
• Assist with the winners announcement and gala dinner event
• Provide support during the Gala event on all administrative and logistic elements

 Finance

• Process invoices for all Group Talent Management areas
• Validate, and capture invoices for payment and approval
• Responsible for resolving all payment related queries from suppliers
• Ensure that statements from suppliers are current at 30 days payment
• Update and maintaininvoice tracker and alert team members of any issues

 Projects

• Responsible for administrative activities of all Group TM functional projects i.e. co-ordination, collection and collation of data
• Assist with putting together TM related presentations

Responsible for Group Talent Management Special Projects in terms of:

• Manage all related administration
• Break projects into doable tasks and set timeframes and goals and ensure tracking thereof
• Create and update workflows
• Assist with preparation and provide documentation to internal teams and key stakeholders

Admin

• Assist with the planning and co-ordination of initiatives eg. Wellness Days; Stress Workshop etc. for South Africa
• Responsible for Group Talent Management travel bookings
• Responsible for the filing of  quotations/pro-forma invoices, copies of certificates, SLAs, etc.;

Customer Service

• Ensure all queries are followed up and resolved in the shortest possible timeframe within policy and framework
• Internal and external customers are constantly updated as to the progress of their queries

Requirements

JOB REQUIREMENTS

EDUCATIONAL QUALIFICATIONS & EXPERIENCE

• Matric/ Grade 12
• HR Degree or equivalent
• 2 to 4 years in a generalist HR or Talent Management role
• Recruitment administration experience in a recruitment agency or in-house recruitment environment an advantage 

SPECIFIC EXPERIENCE, KNOWLEDGE AND REGISTRATIONS 

• Recruitment processes and best practice
• Knowledge of HR industry
• Talent Management processes and best practices
• Project Management

WORK-SPECIFIC SKILLS & EXPOSURE

• Recruiting & sourcing skills
• Recruitment administration
• Learning Administration 

SKILLS AND ATTRIBUTES

• Advanced MS Word, MS Excel, MS PowerPoint, MS Outlook & Internet
• Database & information management skills
• Ability to communicate effectively & professionally (written and verbal) is essential
• Customer champion: Excellent relationship building internally and externally
• Exceptional attention to detail and analytical skills
• Project administration and ability to multi-task essential
• Must be a self-starter and work with a sense of urgency
• Able to work in a pressurized, deadline driven environme
• Present a positive and professional image of the group talent management
• Integrity and must be able to maintain confidentiality
• Recruiting & sourcing skills 
• A professional attitude is displayed when responding to a customer’s needs Methods for improving customer services are proposed, developed and continuously updated 

ASPEN COMPETENCIES 

Business

• Performance Driven
• Accountability/ Ownership

People

• Communicate Effectively
• Deals with Ambiguity/ Embraces Change

Self

• Continuously Grows and Develops
• Contributes Special Expertise