Human Capital Administrator

 Position Overview

The Human Capital Administrator is responsible for providing and facilitating administrative support to the Human Resources function within the organization. This includes assisting with recruitment, employee records management, benefits administration, performance tracking, and compliance with HR policies and procedures. The role plays a key part in ensuring smooth HR operations and fostering a positive organizational culture.

 Purpose

The role plays a key part in ensuring smooth HR operations and fostering a positive organizational culture.

 Qualifications

A Degree or National Diploma in Human Resources Management/ Industrial and Organisational Psychology. Post Graduate Qualification in HR will serve as an added advantage.

HR-related certifications (e.g., HR Management Certification, CIPD) will be an advantage

 Knowledge

• Knowledge and understanding of HR Prescripts.
• Relevant Legislation - Labour Relations Act, Basic Conditions of Employment Act and Employment Equity Act.
• Individual must be able to work with and communicate with all levels of employees up to senior and executive level.
• Be a self-starter and can work independently.

 Experience

• Minimum of (2-3) years of experience in an administrative or HR support role.
• Experience with HRIS (Human Resource Information Systems) or payroll systems is preferred.

 Duties and Responsibilities

Human Capital (HC) Administration

• Employee Records Management: 
  • Administering  HC documentation, including contracts, performance reviews, and disciplinary records.
  • Maintain and update employee records, ensuring accuracy and confidentiality.
  • Ensuring the relevant HC database is up to date, accurate and complies with legislation. 
  • Organising meetings and taking minutes.
  • Assist and Coordinating logistics with employee documentation for onboarding, induction, orientation and training documentations. 
  • Ensure that all recruitment and selection matters are handled and filed accordingly. 
  • Setting up documents for recruitment and training events.
  • Maintain employee records, including performance, career development, and advancement. 
  • Updating employees leave records and associated documentation e.g. (Sick notes etc.)

• Recruitment and Onboarding Support 
  • Assist in the recruitment process, including job postings, candidate screening, and interview scheduling.
  • Prepare offer letters, contracts, and onboarding documents for new employees.
  • Coordinate and assist with new hire orientation and induction programs.
• Payroll and Benefits Administration:
  • Assist with payroll preparation by collecting and verifying employee data.
  • Administer employee benefits programs, such as health insurance, retirement plans, and leave entitlements.
  • Process employee reimbursements, allowances, and other benefit-related documentation.

• Employee Relations and Support:
  • Act as a point of contact for employee queries regarding HR policies, benefits, and procedures.
  • Assist in managing employee performance evaluations and documentation of outcomes.
  • Support in organizing employee engagement activities and events.
  • Taking minutes and scheduling meetings.
  •  
• Compliance and Reporting:
  • Ensure compliance with labour laws, employment regulations, and organizational policies.
  • Assist in preparing HR-related reports for management and regulatory bodies.
  • Maintain records related to health and safety, training, and any other regulatory requirements.

• Training and Development Support:
  • Coordinate training programs and workshops, including scheduling, logistics, and tracking attendance.
  • Assist in maintaining employee development records and certifications.

• HR Systems and Data Management:
  • Update and maintain HC databases and employee management systems (e.g., ESS, attendance tracking, leave management).
  • Assist with data entry, document filing, and other administrative tasks related to HC operations.

Human Capital Service Delivery 

• Ensure that Human Capital information is administered accordingly as per HC Policies and prescripts. 
• Coordinate workflows from organisational development.
• Preparation of employees leave report.
• Assist in consolidating Human Capital information for HC metrics and reporting. 
• Function independently without direct supervision.
• Deal with staff representatives raised matters. 
• Coordinate Employee Assistance Programme events.

General Management Support

• Receive incoming calls and route the calls accordingly.
• Answering or escalating any HC related employee inquiries.
• Keep record of documents to be couriered.
• Provide general administrative support.
• Prepare requisitions as per RFQ’s.

Ensure proper dairy/ calendar management for all HC activities.

 Key Perfomance Indicators (KPI's)

Human Capital (HC) Administration

Human Capital Service Delivery 

General Management Support

 Skills

• Sound judgement and decision-making skills.
• Excellent administration skills.
• Disciplined and tenacious.
• A clear sense of urgency.
• Must be Proactive
• HR Technology
• Active listening skills
• Organisational skills and detail-oriented mentality
• Strong communication and customers service skills
• Interpersonal skills
• Thorough attention to detail