The purpose of this role is to provide effective and efficient administrative support to the Group in terms of recruitment and selection; The role entails a strong focus on administration and human resources support in order to ensure that the best candidates are appointed to the correct role in support of business endeavours.The purpose of this role is also to offer professional service and support to staff and management, as well as attend to related recruitment and selection queries effectively and timeouslyResponsibilities Recruitment Summary Report and Vacancy ListOnce the vacancies have been approved by the employment committee, inform relevant management that approvals have been granted, add the vacant positions to the recruitment summary report and vacancy list.Inform the HR Officer Benefits and Administration of any new roles or replacement roles that have been approved in order for the HR officer Benefits and Administration to update Company organograms.Manage and maintain the recruitment summary report by requesting weekly updates from Managers.Update the report to ensure comments are accurate. Indicate internal and external candidates who are pending.Indicate if the role is being filled by an external recruitment agency.Liaise with Managers and advise them of vacancies that is 3 months and older and if the vacancy may be removed from the vacancy list.Indicate on the recruitment summary and vacancy list candidate details, start date, whether the candidate is internal and or external. Add any other comments to provide clarityRecruitment Process:Upon approval from the committee, advertise roles internally and /or request Payroll Change Forms for transfers Ensure that internal ads are professionally compiled and stored in the internal ad databaseWhere needed and where approval has been granted liaise with recruitment agencies re possible candidates for the roleEnsure that only approved agencies are used for external recruitmentEnsure that the approved agency list is kept up to date with any new additions and that new agencies have agreed to and signed the Value recruitment terms,Manage the value recruitment inbox and distribute CVs to relevant managementCareer portal website:Create and upload new vacancies on the Value Recruitment website by using the job description providedManaging the Value recruitment website on a daily basis by removing filled vacancies and adding new vacanciesAssist with scheduling of interviews with managementLiaise with new candidates and/or recruitment agencies on the recruitment documentation required. (Value Application form and supporting documents)Where applicable, arrange for numeracy and literacy assessments, criminal and ITC checksReview the references conducted by the HR Administrator and ensure all checks have been done to ensure that there are no / limited risks with any candidatesInform management of any poor reference received or if the candidate has a criminal recordEnsure speedy turnaround time of employment packs in order to support businessGather all recruitment documentation and vet the recruitment pack to ensure all documents have been received and are completed correctly. (Value Application and Supporting documents)Update the reference sheet and provide the CV and service record page to the HR Administrator on a daily basis in order to conduct the 2 references prior to the candidates current jobMeet with the HR Administrator on a daily basis and vet the references and the reference sheet.As successful candidates are identified, conduct Criminal Checks or arrange Criminal Checks, with certified MIE Agents. External recruitment agencies to provide criminal check, ITC checks and referencesSchedule or conduct literacy and numeracy Assessments or arrange interviews with Dr NissSales, managerial and crucial roles schedule interviews with Dr Niss.Inform managers of Dr Niss Feedback once received.Manage MIE invoices by checking and confirming if all is in order before handing them to the HRD for sign off on a monthly basisEnsure that approved MIE invoices are handed to the HR Officer Benefits for processing on a monthly basisKeep track of all external agency recruitment invoices and monitor the guarantee period should there be resignations/ terminations.Drafting of New Employment Contracts:Ensure that the vacancy has been approved by the Employment Committee / CEOObtain the letter of appointment information sheet from management and ensure approval has been granted by Divisional Head / Director.Ascertain which template is fit for the role and ensure the correct structure appliesRequest Dummy payslips from Group Payroll where neededCompile the new employment contract and ensure that the contract is professional, correct and neatPresent the contact to superior for checking and approval prior to submitting to the HRD for signature.Once the HRD has approved and signed submit the Value Application form, CV, payslips, summary of the candidates work history etc. to the CEO for final approvalPrint new employment packs once the CEO has approved the candidateConfirm with management if the JD in the database meets the role requirements and include in the packEnsue the JD database is kept up to dateMeet with the candidate and present offer to the candidate in person or virtuallyGo through the employment pack and discuss all benefits and policies with the candidateConfirm with management via email if the candidate has commenced employment as per the start date on the employment contractCompile start date confirmation letter if the start date differs from the original start dateOnce confirmation is received from management, highlight the final reference for the HR Administrator to conductEnsure the original completed employment pack is received back from the candidateCheck the new employee pack documents to ensure all relevant documents are received back and are completed correctlyProvide feedback to the HR Officer Benefits to update the organogramsUpdate the outstanding document list with the outstanding documents or incorrectly completed documents and make copies of the incorrectly completed documents for the HR Administrator to follow up onMeet daily with the HR Administrator to ensure all references are up to date including the final referenceFollow up on suspensive clauses as per the signed LOA and due date and ensure submission deadlines are metSend the completed employment pack to the Payroll department for processingValidate and approve the email address confirmation from ITCompile hand over pack for payroll purposesAdvise HR Officer - Benefits of new appointment in order to update the organogram, process medical aid entry and provident fund entry processesLimited Duration Contracts (BCEA / WAGES):Ensure that there is a valid reason for the limited duration contactsAscertain the limited duration contract will be governed by the BCEA and or Main Agreement of the NBCFollow the recruitment process and obtain all the necessary documentation and checksObtain the letter of appointment information sheet and ensure that there is approval for the roleOnce approval is granted to make the temporary employee permanent, draft the Limited Duration Contract for checking and for the HR Director to signMeet with the employee and discuss aspects of the over 60 contractProvide feedback to the HR Officer Benefits to update the organogramsPrint the limited duration contract packMeet with the candidate and present the contact and discuss termsCompile hand over pack for payroll purposesTransfer and Promotion Letters:Ensure approval has been granted for the transfer and or promotionEnsure position to be transferred into and or promoted into has been 1. Approved 2. Advertised internally unless is critical skillsWhere applicable conduct literacy and numeracy assessmentsAll sales roles / critical skills roles / managerial roles have been interviewed and assessed by Dr NissObtain dummy payslips where requiredConfirm bonuses clauses with Group payroll manager for weekly to monthly transferEnsure vetting of EBU / Non EBU/ No more overtime etcFor all remuneration increases obtain approval from the CEOIssue letters once signed by the HRD and approved by CEO if needed and follow up with reporting lines on signed copies as well as supporting documents such as signed JD, policies etcProvide feedback to the HR Officer Benefits to update the organogramsEnsure that all drafted letter packs and signed letters are handed to payroll once signed accompanied by a payroll hand over sheetGeneral Letters:Ensure correct template usageCheck own work for 100% accuracy prior to submission to superior for signatureIssue letter and ensure return of signed copyAll correspondence to be sent to payroll on a payroll hand over sheet for signatureAs Needed:Any other task as may reasonably requested