HR Administrator: Remuneration & Benefits at Mintek

Job description

OPERATIONS:

Data Integrity Project

• Maintain the employee master data, throughout the employee life cycle from joining to leaving, while adhering to the relevant policies, procedures, and relevant legislation.
• HR Information System updates: Employee onboarding, promotions, transfers, contract renewals, terminations, changes in conditions of employment, leave administration.
• Document processing, data capturing, and filing to ensure we record all employee transactions.
• Improve administrative procedures and documentation (contribute to the improvement of internal systems and procedures, other input towards payroll calendar management).
• Assist with time, attendance, and leave administration requirements.
• Ensure employee data complies with reporting requirements, such as EE/BEE/DoL, Remuneration Analysis.
• Maintain a meticulous and updated employee filing system for all employee movements.

Benefits Administration Processes

• Work in collaboration with benefit administration consultants to ensure that the company and employees are well advised on legislation developments pertaining to pension, medical, and risk benefits matters.
• Ensure that employees have access to and receive Employee Benefits Advisory Services.
• Administer benefit claims as per policies and regulations.
• Update employee files with the latest beneficiary information (manually and electronically).

Governance and Risk

• Ensure compliance with the internal audit requirements of the organisation.
• Ensure compliance with the policies and procedures in order that the division gets clean audits.
• System compliance with data security and privacy requirements – POPI Act.
• Interpret and apply statutory regulations and maintain HRIS system data changes (Employment Equity, Management Control – BEE Act, Basic Conditions of Employment, etc.).
• Advise and guide managers and staff on company policies relating to conditions of employment when necessary, such as leave administration, time management, overtime administration, pension fund, medical aid, risk benefits, and related claims, etc.
• Maintain compliance with all relevant employment laws and regulations, and recommended best practices; review policies and practices to maintain compliance (employee life cycle – data management).
• Maintain the integrity of Employment Equity Reports and assist with Statistical Equity Reporting & BEE Reporting.
• Facilitate audits/verifications by providing records and documentation to auditors/BEE/DoL/verification officers.
• Keep files/documents - injury on duty claims and relevant documentation submitted to the Compensation Commissioner by SHEQ and Occupational Health.

Reporting

• Assist the various departments with aggregated and analyzed data/reports according to stakeholder-specific requirements, ad hoc reports, monthly, quarterly, and annually.
• Develop and maintain ad hoc reports to provide HR and other stakeholders with timely and accurate data.
• Report on Absenteeism, Sick Leave (moved to Information Systems).
• Report on Employee Movements – Terminations, Hires, Movements, and other relevant changes.
• Provide regulatory reports BEE, EE, and Remuneration Analysis, Leave Management.

People Development

• Contribute towards guiding, coaching, and mentoring the interns in the department.

CUSTOMER SERVICE:

Provide Support Services

• Assisting staff with Employee Information related queries.
• Providing Support with Employee Self Service Portal (ESS) and Manager Self Service Portal (MSS).
• Providing information for monthly, quarterly, and yearly statistics for various stakeholder reporting requirements.
• Efficient processing of benefits during onboarding, information updates, and withdrawals for pension fund, medical aid, death, and disability claims, etc.
• Conduct monthly/quarterly induction presentations for new employees.
• Coordinate onsite presentations for medical aid, risk benefits, financial planning, etc.

PROCESSES:

Absenteeism

• Ensure implementation of Mintek policies and procedures regarding absenteeism.
• Monitor trends on absenteeism through utilizing the HR systems (PaySpace, IFS, and T&A) and forward reports to managers and supervisors for follow-up and action.

Administration

• Maintain employee master data throughout the employee life cycle from joining to leaving, while adhering to the relevant policies, procedures, and relevant legislation.
• Ensure HR admin deadlines related to employee hire, termination, and movements are met at all times.
• Input employee-related data into HRIS (PaySpace, IFS, and T&A), through verification, scrutinizing, and ensuring pre-approval alignment to policies and procedures before capturing.
• Verify and approve all HR administration data and supporting documentation received, such as appointments, terminations, salary increases, promotions, leave, PAR, terminations, etc., and forward to HR & Admin Systems Controller for processing (daily).
• Ensure readily accessible electronic and manual HR records are maintained.
• Verify and approve all HR administration data and supporting documentation received, such as appointments, terminations, salary increases, promotions, leave, PAR, terminations, etc., and forward to HR & Admin Systems Controller for processing (daily).
• Ensure that the asset register is signed and approved by the relevant stakeholders before employee termination is effected.
• Ensure document control and adherence to workflow processes.
• Update HR admin control registers and files - submit input for approval and forward to finance and payroll for processing.

Audit

• Interact with the relevant HR section and Payroll to ensure a clean audit process; ensure compliance with audit findings and corrections are actioned within stipulated timeframes.
• Support the internal and external auditors in verification of discrepancies and queries related to HR administration.

Business processes and workflow

• Assist in analyzing HR business processes, workflow, and documents accordingly.
• Provide inputs into policies and procedures.

Filing

• Ensure an up-to-date and accurate filing system is maintained for HR admin at all times - both manually and electronically.
• Ensure satisfactory filing and retrieving of documentation.
• File all documents on personal files and ensure accurate and up-to-date information on personal files at all times.

Overtime

• Open and close overtime claim sheets for Division to complete and inform accordingly.
• Verify overtime pre-authorized with actual claimed - notify line managers, employees, and HR Systems Controller if 40 hours are exceeded and if overtime was not pre-authorized.

Leave management

• Verify and audit maternity, sick, and annual leave applications, cross-checking with employment contracts, policies, and legislation.
• Control and check data for leave and sick leave; capitalization of leave, unpaid leave, special leave, etc., and ensure these are accurately captured on the system.
• Verify leave input and requests - notify line management and employees if not approved. Ensure availability and accrual of entitlements.

Policies and procedures

• Input towards updating of Policies and Procedures - maintain and update HR Administration according to policies and procedures updates utilizing MS Word, Excel in prescribed formats. Maintain and update HR databases, Shared Drive accordingly. Liaise with the HR Multiple Disciplinary Teams to ensure annual revision.
• Participate in policy and procedure reviews.
• Conduct administrative functions and ensure up-to-date knowledge of the HR administration processes, as well as all conditions of service.

Queries and complaints management

• Handle employee queries and complaints regarding HR administration.

Reports

• Compile and submit HR admin reports (monthly, quarterly).
• Draw relevant reports from HRIS (PaySpace, IFS, and T&A).

HRIS Systems

• Maintain master data (PaySpace, IFS, and T&A).
• Process total package changes, new appointments, resignations, changes in status, promotions, etc.
• Process hourly rates for contract/temporary/fixed-term employees; ensure valid contract approval before processing.
• Complete return on attendance reports (weekly) and forward to HR System Controller and Head: HR Administration; follow up on Divisions not returning weekly attendance reports.
• Run attendance reports and forward to Divisions (monthly).
• Verify and process attendance reports returned from Divisions (monthly); record findings and submit report to HR Systems Controller and inform Head: HR Shared Services if any discrepancies/anomalies, before forwarding to Payroll for processing.
• Verify monthly interface file for payment - permanent and casuals. Verified information processed by Divisions. Clear all rejections and submit for approval before releasing to payroll for payment.

Minimum requirements

Education:

Minimum:

• B degree in Human Resources or relevant field.
• Certificate in Payroll Administration (mandatory).

Ideal:

• Experience or training in Payroll Administration.

Experience:

• 3-5 years' experience working with HR information systems & Payroll Inputs.
• In-depth knowledge of HR business processes.
• In-depth knowledge of Employee Master Data Administration, Remuneration, and Benefits.

Training:

• Minimum: Competent User of PaySpace, IFS, Time and Attendance, Intermediate MS Office (importantly Excel), HR, Leave, Payroll Information System modules.
• External Candidate: Payroll module, Employee Master Data module, Time & Attendance, Leave Administration, Excel.
• Ideal: Functional reporting skills.

Legal:

• Minimum: Basic Conditions of Employment, HR Policies and Procedures, Payroll and Leave Management, Time and Attendance, Labour Relations Act, BEE Act, POPI, Employment Equity Act.

Knowledge, Skills, and Abilities (continued):

• Managing self: accountability, accuracy and attention to detail, customer service orientation, deadline-driven, self-motivation, communicating information, showing resilience, upholding standards.
• Excellent analytical skills.
• A methodical, investigative, and inquisitive mind with attention to detail.
• Good interpersonal and client-handling skills, with the ability to manage expectations and explain technical details.
• Good presentation skills.
• Policy and process writing ability.

Competency Required:

• Strong analytical skills.
• Strong administrative efficiency.
• Teamwork skills.
• Change management skills.
• Written and verbal communication skills.
• Flexibility.
• Adaptability.
• Initiative.
• Organized, thorough, and systematic orientation.
• Highly skilled in MS Office Packages (Excel, Word, PowerPoint).
• Ability to work under pressure.
• Ability to work on deadlines.
• Excellent interpersonal and communication skills.
• A high level of accuracy and numerical skills.
• A high service orientation and enjoyment of working in a team.
• Exceptional organizational skills and high attention to detail.
• Sound knowledge of payroll, employee administration, benefits, and remuneration.
• Functional knowledge of systems (HR, BEE Act, Employment Equity, Skills, Remuneration Analysis, Basic Conditions of Employment).