Open Positions at Apex Cordset Technologies Pty Ltd

 Core Activities:

• Employee Records Management: Maintain accurate and up-to-date employee records, including personal information, attendance, leave records, employment history, training records, and performance evaluations.  
• Labour Relations / Compliance Support:  Ensuring compliance with labour laws and regulations.  Assisting with conflict resolution and mediation between employees when necessary. Assisting in investigations and resolution of workplace disputes.  Serving as a point of contact for employee inquiries and concerns. 
• Recruitment and Selection:  Posting job openings on various platforms and websites.  Screening resumes and applications to identify qualified candidates. Scheduling interviews and coordinating with hiring managers. Conducting initial interviews or assessments. Assisting with the preparation of employment contracts and offer letters
• Onboarding and Offboarding:  Assist in the onboarding process for new hires, including preparing orientation materials, welcome packets, completion of paperwork, orientation, and coordination with relevant departments.  Assisting new hires with paperwork completion and benefits enrolment. Manage offboarding processes, including exit interviews and necessary documentation.
• Training and Development:  Organizing and coordinating training programs, both internal and external, to address identified training needs. This includes scheduling sessions, booking venues, coordinating with trainers and updating training schedule. 
• Benefits Administration:  Assisting employees with inquiries related to benefits such as provident fund benefits.
• Time and Attendance Management: Track employee attendance, manage timekeeping systems, and address any discrepancies or issues related to attendance records.
• HR Documentation and Compliance:  Organize and maintain HR documentation, including policies, procedures.  Handling various HR documents such as employment contracts, offer letters, disciplinary notices, and termination letters. Ensuring compliance with legal requirements and company policies.
• Performance Management Support: Assisting in the administration of performance appraisal processes, including collecting feedback and updating performance records.

Core Decisions:

• Employee Records Management Policies:  Decide on the policies and procedures for maintaining and updating employee records, ensuring accuracy, confidentiality, and compliance with industry regulations.
• Onboarding and Offboarding Procedures:  Determine the onboarding and offboarding processes.
• Benefits Administration Guidelines:  Make decisions regarding the administration of employee benefits auditing and filing.
• Time and Attendance System Choices: Decide on the time and attendance tracking system.
• HR Documentation Standards:  Set standards for the organization and maintenance of HR documentation, ensuring that documents such as policies, procedures, and employee records meet industry-specific requirements.
• Recruitment Process Strategies:  Make decisions related to the recruitment process.

Core Capabilities:

• Attention to Detail:  Meticulous attention to detail in managing employee records, HR documentation, and administrative processes
• Organizational Skills:  Strong organizational skills to handle multiple tasks, maintain order in HR processes, and meet deadlines.  
• Communication Proficiency:  Clear and effective communication skills, both written and verbal, for interactions with employees, management, and external contacts.
• Tech Savviness: Comfortable using HR software, databases, and other digital tools for administrative tasks.
• Adaptability:  Demonstrates adaptability to changing HR processes, industry trends, and company policies.
• Customer Service Orientation:  Focuses on providing excellent service to employees in handling HR-related inquiries and processes.
• Regulatory Knowledge:  Stay updated on labor laws, industry regulations, and compliance requirements.
• Confidentiality:  Uphold a high level of confidentiality when handling sensitive employee information, particularly in the manufacturing sector.  Builds trust and ensures the secure management of HR data.
• Ethical Conduct:  Integrity: Adherence to ethical standards in handling financial transactions and sensitive information.

Requirements:

• Grade 12 / Matric
• Certificate or Diploma in Human Resources, Business Administration, or a related field.
• At least 2 years of general administrative experience with some HR/Payroll background.
• Good Verbal and Written Communication Skills
• Professional and courteous phone etiquette
• Proficiency in HRIS software and Microsoft Office applications.
• Strong attention to detail and organizational skills.
• Excellent communication and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information.
• Knowledge of HR best practices and relevant employment laws and regulation
• Professionalism, Organization and Teamwork
• Prioritize and plan work activities.
• Dependable, able to follow instructions.
• Ability to meet tight deadlines

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Core Activities:

• Absenteeism and Leave Management: Receive sick notes from employees either physically or via internal source.  Verify that sick notes are properly filled out and comply with company policy.  Enter details of absenteeism and lateness manually and on data spreadsheet.  Maintain up-to-date records on spreadsheets. 
• Documentation and Document Management:  Collect and process payroll-related documents such as sick notes and leave requests.  Ensure that all payroll documents are filed correctly and are readily accessible.  Scan and file important HR and payroll documents.  Collect and distribute documents, such as internal and correspondence, as required.
• Payroll Data Entry: Assisting with the entry of payroll data, including hours worked, overtime, and deductions, ensuring accuracy in payroll records. Record Keeping of weekly payroll and HR documents
• Administrative Support: Providing general administrative support for HR and Payroll functions, such as ordering and managing office supplies.
• Receptionist/ Front Desk Management:  Welcome visitors and employees with a professional appearance.  Provide information and direct visitors and employees to appropriate personnel or departments.
• Handling Communications: Answer phone calls and emails, directing them to relevant departments or staff members.  Take and relay messages
• Employee Coordination for Clinic Visits: Coordinate and schedule employee appointments for medical check-ups or other clinic-related activities.

Core Decision:

• Document Filing and Organization: Choosing the method for filing and organizing Payroll documents.  Maintains organization and accessibility of important HR and payroll documents.
• Sick Leave Verification: Approving or rejecting sick leave based on the validity of sick notes and adherence to company policy and Law (HPCSA).  Ensures compliance with company leave policies and accurate record-keeping for payroll processing.
• Visitor Access Authorization: Allowing or denying access to visitors based on their purpose and adherence to company security protocols.  Ensures security and proper management of visitors within the company premises.
• Call and Message Management: Deciding how to handle and direct incoming calls and messages, including whether to forward them or take messages.  Ensures that communications are handled efficiently and reach the appropriate recipients.
• Clinic Appointment Coordination: Scheduling and managing employee appointments for clinic visits based on urgency and availability.
• Handling Administrative Requests:  Addressing and prioritizing administrative requests.  Supports smooth front desk operations and ensures that administrative needs are met promptly.
• Document Preparation and Distribution:  Collecting and distributing documents.  Ensures that necessary documents are collected and delivered in a timely manner.

Core Capabilities:

• Attention to Detail: Ability to accurately process and record information, ensuring error-free documentation and payroll data.
• Organizational Skills: Efficiently managing and organizing documents, schedules, and records.
• Communication Skills:  Effectively communicating with employees, visitors, and external contacts in a professional manner.
• Tech Savviness:  Comfortable using Payroll software, databases, and other digital tools for administrative tasks.
• Time Management: Prioritizing tasks and managing time effectively to handle multiple responsibilities.
• Problem-Solving: Ability to address and resolve issues related to payroll discrepancies, absenteeism, and administrative tasks.
• Confidentiality: Maintaining strict confidentiality regarding employee records and sensitive information.
• Ethical Conduct:  Integrity: Adherence to ethical standards in handling payroll / HR transactions and sensitive information.

Requirements:

• Grade 12 / Matric.
• 1-2 years of experience in payroll administration, or administrative roles, preferably in a manufacturing or similar industry.
• Experience with payroll systems is highly desirable.
• High accuracy in recording and managing payroll and attendance data.
• Ability to manage and organize documents, schedules, and records efficiently.
• Professional and clear communication with employees and external contacts.
• Ability to prioritize tasks and handle multiple responsibilities simultaneously.
• Maintain strict confidentiality regarding employee records and payroll information.
• Proficient in using HR software, payroll systems, and standard office applications like Microsoft Excel and Word.
• Ability to address and resolve issues related to payroll, attendance, and administrative tasks effectively.