Safety and HR Admin Specialist at TB HIV Care

Job Advert Summary    

• TB HIV Care (THC), in existence since 1929, is an internationally recognised non-profit organisation. We provide health care services throughout South Africa to both the general population and communities at increased risk for HIV and TB, including adolescent girls and young women, sex workers and people who use drugs. THC provides a stimulating work environment and the opportunity to work with leaders in the field of HIV and TB prevention and care. Our work culture is adapted to the constantly-evolving South African health care environment and will suit solution-driven team players interested in opportunities for career development while working to connect people with care

Purpose of the position:

• The purpose of this position is to lead and provide specialist support to the THC organisation to ensure that all safety processes are standardised, safety incidents managed and supported across the organisation. Serve as a primary point of contact to guide on, manage and coordinate administrative and systems support to THC to ensure that quality standards are met.

Minimum Requirements    

• 3-year Bachelor’s degree in Safety Management, OHS or related field
• Certificate in COID, OHS, by laws
• At least 5 years’ experience high volume organisation (over 2000 organisational employees) senior operations management and occupational health and safety
• At least 3 years strong administrative experience
• At least 3 years’ working in a professional environment and with senior management
• Knowledge of, travel and logistics, human resources practices, COIDA, NICD and occupational, health and safety, POPIA
• Valid code 08 driver’s licence (own car advantage)
• Ability to travel nationally
• Advanced proficieny in MS Excel and MS Outlook
• Working knowledge of Fraxion (or similar procurement system), SAGE People and SharePoint
• Clear criminal record

Duties and Responsibilities    
Programmes – Occupational, Health and Safety

• Managing, coordinating, and improving the health and safety plans, programs, and procedures in the organisation
• Ensuring compliance with the relevant health and safety legislation
• Ensuring compliance with project specific occupational, health and safety requirements
• Management of safety files for projects & individuals
• Advise and instruct on various safety-related topics (risk areas, new infections)
• Conduct safety inspections and risk assessment and recommend preventative measures
• Review existing policies and measures and update according to legislation
• Prepare reports on occurrences and provide statistical information to upper management
• Follow up with service provider on NICD reporting and legislative requirements
• Serve as the primary point of contact for all occupational safety matters
• Serve as the point of contact for receipt of results and ensures thorough communication with the HR team and facilitates resolution of cases timeously

Occupational, health and safety

• Provides general administrative support to ensure compliance with OHS requirements (e.g. appointment letters, online updates, organograms etc.)
• Assists compliance committees (OHS, COVID etc.) with coordinating OHS activities within the organisation, as required.
• Works with the office teams to liaise with staff and/or service providers to ensure a safe workplace environment
• Works with the office teams to ensure office safety inspections are conducted: fire drills and fire alarms are correctly reported, safety inspections, risk assessments and working procedures are managed and employees are aware of their responsibilities.
• Provide regular action reports and summary reports to management, as needed.
• Provide regular reports (monthly) to senior management.
• Works with the office teams to prepare for any audits or compliance visits
• Work closely with the Human Resources department to create a mechanism for the reporting of Injuries On Duty (IOD) and NICD reporting
• Work closely with management and employees on requirements for reporting and follow through for all IOD incidents.
• Works with the training department to ensure that all training requirements are met for OHS compliance, including a training matrix and provision of training as necessary.
• Prepare reports on occurrences and provide statistical information to upper management

Human Resources Administration Support

• SharePoint management (organising, cleaning and support for the team)
• Reporting on staff benefits processes
• Support with General HR Administration support

Support with HR Audits

• Provides administrative support to the HRBP team and the HR Director to ensure that the following support: coordination, communication and arrangements
• Provide support to the HR team on the SAGE filing management system and is the primary point of contact for maintenance of the filing
• Any ad hoc tasks to support the operational efficiency of the HR department and team

Benefits Administration

• Manage, monitor, and engage with broker on benefit matters
• Ensure follow up and timeous payments of withdrawals
• Support HR team to ensure successful claims for deaths and disability
• Benefits reporting on all employee accounts
• Liaise with terminated employees/members for update on delays, outstanding requirements, and payments made

Skills and Competencies    

• High attention to detail
• Excellent planning and administrative skills
• Decision making
• Excellent communication skills
• Good analytical skills
• Stakeholder management
• Time management