HR Administrator

Primary Purpose of the Role

The HR Administrator is responsible for delivering a comprehensive HR administration service across the business. This role supports the full employee lifecycle by ensuring accurate and timely HR administration, payroll processing, employee benefits administration, onboarding and offboarding, labour relations support, and compliance with labour legislation and company policies. The incumbent will provide excellent internal customer service while maintaining confidentiality, accuracy, and statutory compliance.

Key Responsibilities

• HR Administration
• Serve as the first point of contact for HR administration queries and provide timely, professional support to employees.
• Prepare and issue employment contracts, promotion letters, salary increase letters, incentive letters, and other employment documentation.
• Maintain complete, accurate, and up-to-date employee personnel files.
• Ensure all employees have signed job descriptions, company values, and required employment documentation on file.
• Maintain HR records and electronic filing systems in accordance with company standards.
• Ensure compliance with all company policies, procedures, and applicable labour legislation.
• Employee Lifecycle Management
• Coordinate and administer all onboarding activities for new employees.
• Prepare onboarding documentation and induction packs prior to employees' first day.
• Coordinate all offboarding activities, including exit documentation, system access removals, and IT notifications.
• Ensure all starter and termination documentation is authorised and processed accurately and timeously.
• Payroll Administration
• Prepare and submit all monthly payroll inputs, including:
• New appointments
• Employee changes
• Casual hours
• Overtime and month-end hours
• Terminations
• Verify employee allowances and fixed-term contract renewals.
• Process notice pay deductions, training bonds, and other payroll-related adjustments.
• Resolve payroll queries and maintain payroll accuracy.
• Attendance and Leave Administration
• Reconcile monthly attendance registers.
• Investigate and resolve attendance discrepancies.
• Assist with absenteeism administration and record keeping.
• Maintain accurate attendance records for payroll processing.
• Employee Benefits Administration
• Administer employee benefit enrolments, including medical aid and provident fund.
• Process Workers' Compensation documentation.
• Prepare UIF documentation and service certificates for terminated employees.
• Process benefit-related queries and expense claims.
• Communicate benefit changes to employees.
• Learning and Development
• Maintain induction schedules for all new employees.
• Monitor completion of mandatory LMS training.
• Submit monthly induction and training reports.
• Support Learning and Development initiatives where required.
• Labour Relations Support
• Assist with disciplinary and grievance processes.
• Prepare documentation and bundles for CCMA matters.
• Maintain labour relations trackers and case files.
• Liaise with the CCMA and other statutory bodies where required.
• Ensure all labour relations documentation is accurate and compliant.
• Compliance and Governance
• Ensure compliance with employment legislation and company policies.
• Maintain statutory HR records and documentation.
• Conduct quarterly HR compliance and OHASA audits.
• Distribute updated company policies and obtain signed acknowledgements.
• Support internal and external compliance audits.
• Customer Service
• Deliver professional, responsive HR support to employees and managers.
• Build positive working relationships across the business.
• Escalate complex HR matters to the Senior HR Officer where appropriate.
• Promote company values in every employee interaction.

The HR Administrator will be measured on:

• Timely resolution of HR administration queries.
• Accuracy of employment documentation.
• Payroll accuracy and submission deadlines.
• Successful onboarding and offboarding administration.
• Accuracy and completeness of employee records.
• Attendance reconciliation accuracy.
• Employee benefit administration.
• Labour legislation compliance.
• HR audit outcomes.
• Internal customer satisfaction.
• Compliance with statutory deadlines.
• Confidentiality and professional conduct.

Minimum Requirements

• Grade 12 (Matric).
• Tertiary qualification in Human Resources or a related field.

Experience

• 2–3 years' experience in an HR Administration or HR Support role.
• Experience with payroll administration.
• Experience administering employee benefits.
• Exposure to labour relations administration.
• Experience maintaining HR records and employee files.

Knowledge

• South African labour legislation.
• Basic Conditions of Employment Act (BCEA).
• Labour Relations Act (LRA).
• Employment Equity Act (EEA).
• Payroll administration processes.
• HR administration systems.
• Microsoft Office Suite (Excel, Word, Outlook).
• HRIS and Learning Management Systems (advantageous).

Key Competencies

• Customer service orientation.
• Planning and organisational skills.
• Strong administrative ability.
• Excellent attention to detail.
• Time management.
• Effective verbal and written communication.
• Problem-solving ability.
• Confidentiality and professionalism.
• Accuracy and quality focus.
• Ability to work under pressure and meet deadlines.
• Teamwork and collaboration.
• Initiative and accountability.

Company Values

The successful incumbent is expected to consistently demonstrate the organisation's values by:

• Putting customers first.
• Demonstrating passion and commitment.
• Encouraging innovation.
• Taking ownership and getting things done.
• Working collaboratively.
• Embracing diversity and inclusion.
• Acting with integrity and professionalism.

As part of our recruitment process, successful candidates may be required to undergo background screening, including criminal, credit, qualification, and reference checks where applicable.