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Operating Division : TPT POD Corporate H/O
Position Title : Chief Administrator Level 1: HRO
Employee Group : Non Permanent
Department : People Mgmt
Location : Durban
Reporting To : Senior HRBP: HQ
Grade Level : TPTH1X
Reference Number : 203150
Position Purpose:
To perform a generalist Human Resources admin support function by monitoring and coordinating
projects and activities with regard to Recruitment, Employee Relations, Training & Development,
Employee Well-Being, Performance and Talent Management to ensure efficient implementation and
compliance with all HR policies and procedures, including service level agreements with line
management
Position outputs:
1. Advisory
o Act as the first point of contact for People management related queried from employees and
managers.
2. Talent Acquisition
o Co-ordinate all administrative and logistics relating to the talent acquisition process and any
administrative function required to finalize the recruitment by ensuring that the following are
accurate and complete in all aspects:
o Assist Line Manager with obtaining a copy of the approved Workbook for Line Manager to load
requisition on the e-recruitment system.
o Facilitate in obtaining approval of advert by liaising with Recruitment SSC.
o Arrange shortlisting once longlisting has been received from SSC
o Co-ordinate final shortlisting session with Line Manger and HRBP.
o Arrangement all logistics regarding interviews, e.g., confirm panel member, invitations to
candidates, venue, etc.
o Work with HRBP in obtaining technical questions from the Line Manager.
o Prepare interview packs (interview guides, declarations, interview schedule, etc.)
o Co-ordinate assessments if required.
o Conduct the verification process (medicals, qualification etc.).
o Compile interview report and recommendation packs post interview process
o Conduct interview for bargaining unit positions.
o Facilitate offer letters and contract of employment signatures with terminal and SSC.
o Compile recruitment pack with all supporting documents for submission to SSC through e-REC
3. Organisation Management
o Work with Org Management at HQ to ensure that all terminal structure is updated and loaded on
the SAP system:
o Work with HRBP’s to ensure that all structures are updated and approved by GM: People
Management.
o Compile Headcount reports for HRBP’s to circulate to respective cost centre owners for their
review.
o Liaise with OM at HQ to rectify any deviations.
o Follow up on approval of RFS
4. Performance Management
o Co-ordination and monitoring of compliance with all Performance management policies and
guidelines for employees.
o Ensure Balance Scorecard are captured on the system.
o Attend to scorecard queries by liaising with HRBP.
o Maintain and follow up accurate records.
5. Talent Management
o Co-ordinate the Talent Conference process with HRBP’s and HQ.
6. Manage record-keeping
o Ensure that all recruitment files, talent management documents and talent conference files are
updated and are in line with policies and auditing requirements and electronic filed.
o Manage archiving system as and when required and ensure that compliance with legislative
requirements.
7. Onboarding
o Co-ordination of Induction and Orientation programmes by ensuring that all new entrants to the
terminals have gone through the onboarding process.
o Co-ordinate the Probation process by ensuring that all Line Managers are conducting the required
assessments and that relevant documentation is submitted to HR.
8. HR Admin
o Provide general admin support to the HR team to ensure that quality service is extended to all
stakeholders.
o Handling of confidential documents with upmost discretion.
o Co-ordinate and consolidate all reports for submission to HR Manager.
o Facilitate the receipt and submission of requests from HQ.
o Facilitate the signatures and approval of memos and other related documents.
o Assist with ad-hoc HR related projects from time to time.
9. Employment Equity
o Assist in drafting EE stats with HRBP.
10. Incapacity
o Provide document required for incapacity matters.
11. Exit Management
o Coordinate exit interview, exit medicals and exit route form.
Qualifications & Experience:
o Matric or NQF level 4
o Relevant Senior Higher Certificate (NQF 5)
o Minimum of 3 years HR generalist
experience
Competencies:
- Take ownership and embrace cross-skilling commitments
- Understand cross-skilling priority to all People Management staff and monitor implementation
- Demonstrates understanding of cross-skilling commitments
- Takes initiative to learn from employees from different People Management departments/units
- Routes stakeholder questions to the appropriate area
- Uses judgment to determine when to consult with higher- level management on problems or other issues
- Provides service to stakeholders
- Generates and, when appropriate, implements solutions within designated area of responsibility
- Employs standard operating procedures and policies when performing People Management transactions
- Reports workplace risk management issues to leadership (e.g., safety, health, etc.)
- Develops knowledge of general People Management practices and technology
- Executes transactions with minimal errors
- Follows relevant laws and regulations
- Works under the general direction of a more experienced People Management professional
- Uses relevant People Management technology systems for administrative and service needs
- Demonstrates a willingness to learn
