Purpose Of The Position:

Relief of reception and provide HR and payroll administrative support on a daily basis.

Duties And Accountabilities:
Ensure strong working relationships

Interact with all Rhenus staff in a professional and courteous 

Payroll Administration

Print terminations list with copies of acceptance of resignation letters
Print transfer / promotion / job title change list with copies of approval paperwork and acceptance letters
Print fixed term list with copies of approval paperwork and the contracts of employment
Assist Payroll Manager with any projects
Assist employees with loan applications
Telephonic confirmation of employment

HR Administration

Drafting of promotion, transfer, job title changes and increase letters
Update termination listing once resignation letters have been received
Drafting of fixed term contract extensions
Ensure that all these documents are completed and signed by staff and relevant managers and are returned to HR

Transfers / Promotions / Job Title change / Increases / Once off Bonus:

Arrange for manager and employee to sign relevant letters
Send out staff announcement mailer if applicable once letter has been signed by all parties
Update the transfer / promotion schedule once letter has been signed
Update the vacancy schedule once letter has been signed off
Make copies of letter / contract for payroll
Send new staff entry forms to staff movements and IT Helpdesk
Update staff file audit spreadsheet with the applicable changes and file in staff file

Terminations:

Arrange for manager and employee to sign where applicable
Request for the manager to complete the staff exit form
Send the staff exit form to staff movements and IT Helpdesk
Send the employee the relevant exit documentation for completion and ensure it is returned to HR
Make copy of resignation letter / dismissal notice / settlement agreement for payroll
Update the termination schedule
Update staff file audit spreadsheet
Remove staff file from the cabinet and update the archive

Organograms:

Generating and maintaining the company’s organograms monthly
Sending organograms for approval to Managers every quarter (end January / April / July / October)
Once organogram is approved, place it in the shared folder

Staff files:

Ad hoc audit of staff files (quarterly)
Follow ups on outstanding information

Ad hoc

Management of all HR Admin templates / checklists related documentation