1. Ensure Strong Working Relationships
Interact professionally and courteously with all staff.

2. Payroll Administration
Print termination lists along with copies of acceptance of resignation letters.

Print transfer, promotion, and job title change lists with supporting approval paperwork and acceptance letters.

Print fixed-term contract lists, including approval paperwork and employment contracts.

Assist the Payroll Manager with various projects.

Support employees with loan applications.

Conduct telephonic employment confirmation.

3. HR Administration
Draft letters for promotions, transfers, job title changes, and salary increases.

Update the termination list upon receiving resignation letters.

Draft fixed-term contract extensions.

Ensure all HR documents are completed, signed by employees and managers, and returned to HR.

Transfers / Promotions / Job Title Changes / Increases / One-Off Bonuses:
Arrange for managers and employees to sign relevant letters.

Issue staff announcement mailers if applicable once letters are signed.

Update the transfer/promotion schedule upon signature.

Update the vacancy schedule once approvals are finalized.

Make copies of letters/contracts for payroll.

Send new staff entry forms to staff movements and IT Helpdesk.

Update the staff file audit spreadsheet with relevant changes and file documents accordingly.

Terminations:
Coordinate signing of termination-related documents with managers and employees.

Request managers to complete the staff exit form.

Send staff exit forms to staff movements and IT Helpdesk.

Provide employees with exit documentation and ensure completed forms are returned to HR.

Make copies of resignation letters, dismissal notices, or settlement agreements for payroll.

Update the termination schedule.

Update the staff file audit spreadsheet.

Remove staff files from cabinets and update archives.

Organograms:
Generate and maintain company organograms monthly.

Submit organograms for managerial approval quarterly (end of January, April, July, and October).

Store approved organograms in the shared folder.

4. Staff Files
Conduct quarterly audits of staff files.

Follow up on outstanding information.

5. Ad Hoc Responsibilities
Manage and maintain all HR admin templates, checklists, and related documentation.

• Matric or Senior Certification equivalent
• A minimum of 1 years’ experience in reception and switchboard
• Diploma / Degree in HR Management
• Payroll processing experience would be advantageous