Role Description. Municipal Demarcation Board. HR Officer AUTHORISATION. Authorised by: Signed by Employee: Signed by Manager: Page 1 of 7

Transcription

1 Role Description Municipal Demarcation Board HR Officer AUTHORISATION Approved by: Authorised by: Signed by Employee: Signed by Manager: Page 1 of 7

2 1. GENERAL JOB SPECIFICATION Job Title HR Officer Job Level To be determined in grading session. Department Corporate Services: Human Resources. Location Centurion, Gauteng. Reporting Lines Upstream reporting: Head: Human Resources. Downstream reporting: None. Formal Qualification(s): Bachelor s degree Human Resource Management/Business Information systems or the equivalent. Basic VIP Certificate. Legal Requirements Valid Driver s License. Passed credit and criminal checks. South African citizen or a permanent South African resident. Training On the job vocational training. Induction. SCubed. VIP Premier. Papertrail. Understanding Awareness to MDB policies and procedures. Understand MDB structure and reporting lines. Understand MDB business ethics and values. Knowledgeable in VIP Leave Administrator. Knowledgeable in HR Practices. HRIS application (including time and attendance, performance management system and leave). Strong knowledge and understanding of IT processes and methodologies. Ability to work in a team environment. Conceptual thinker. Understanding of HR/Payroll processes and data. Applicable legislation: LRA, BCEA, SDA, SDLA, EE, National Archives Act. Experience 2 3 years experience as HR administrator. Skills Proficient Microsoft office suite. Performance management, Papertrail, leave administration. Archive of the files. Results orientated. Problem solving skills. Assets Laptop computer. Working conditions Might be expected to work overtime. Page 2 of 7

3 Office bound. 2. GENERAL PURPOSE OF THE JOB The incumbent is responsible for working in a team environment to analyse and implement new programs and processes for the Municipal Demarcation Board (MDB). Specifically, this role will work with the HR Programs & IT Specialist to manage ongoing processes, implement new projects, and propose areas for improvement within the HR processes. 3. KEY TASKS PER OUTPUTS Work output 1: Financial Management None. Work output 2: Business Process Management Governance Adhere to company policies and procedures. Adhere to company business ethics and values. Adhere to confidentiality and non-disclosure of confidential information. Adhere to the BCEA framework, regarding leave. Operational Provide support for all HR applications, including content on the HR intranet site. To provide assistance to the operating units. Organise, track and monitor accurate and timely receipt, submission, and file maintenance of new hire documentation, changes, reviews, terminations, etc. Monitor submissions in relation to MDB policies and procedures. Ensure that proper audit controls are in place between managers, employees, HR, Payroll, file feeds and interfaces to identify data issues. Maintain data integrity and confidentiality. Audit HR data to ensure compliance and data integrity. Detect, troubleshoot and resolve data issues. Provide hands-on functional, reporting, and technical expertise to users. Serve as a helpdesk function for HRIS requests. Serve as system and security administrator for multiple HR systems. Serve as the coordinator for HR operational projects. Process and monitor leave applications, new staff enrolments & change, attendance and performance management using the biometrics system. Produce and distribute standard and ad hoc reports using appropriate reporting tools. Create and update personnel records and files in electronic and paper formats Review and approve online submissions through the HRIS system. Input data into HRIS system in accordance with HR and payroll processing schedule Page 3 of 7

4 Responsible for timely and accurate completion of assigned duties. Assist as liaison with HR, IT and payroll Participate in planning and testing of HRIS conversions and updates Recommend and process improvements, assist with special projects and other duties as assigned. Work output 3: Learning and Growth (Staffing) Partake in the performance management process by completing all self-reviews. Maintain and provide input into personal development plan. Undergo training when required in order to improve and or to acquire new skills, to promote multiskilling in the MDB. Identify areas for improvements in both the processes and systems; continuously research new system functionality/trends and HR best practices. Work output 4: Stakeholder and Vendor Management None. 4. WORK OUTPUTS AND KEY INDICATORS Work outputs Indicators Financial Management Business Process Management None. Governance Adhered to MDB policies and procedures. Adhered to MDB business ethics and values. Maintained confidentiality. Adhered to the BCEA framework, regarding leave. Operational Ensured HR applications are kept updated. Timeously assisted the operating units. Timeous updates of system/functions and HR best practices. Accurately captured information of new hire documents, changes, reviews terminations, etc. Timeous and organised receipt of HR documentation. Maintained a well organised filing system, with information easily retrievable. Page 4 of 7

5 Learning and Development (Staffing) Stakeholder and Vendor Management Effectively maintained controlled audit measures between various members of staff and well maintained data. Ensured that audited HR data is in compliance and data integrity is maintained. Effectively provided helpdesk function. Effectively served as a system and security administrator. Created and updated personnel file. Effectively produced and distributed various reports. Accurately capture necessary payroll data. Effectively reviewed and approved online submissions through the HRIS system. Effectively provided assistance between HR, IT and payroll. Effectively provided recommendations and process improvements. Maintain own personal development plan. Maintained training goals and kept current with technology. None. 5. ROLE DECISIONS Financial None, Business Process Management Prioritization of own workflow. Time management of tasks. Escalate unresolved queries. Learning and Growth Input into own development and growth. Client and Vendor management None. Page 5 of 7

6 ANNEXURE A: Competencies Supporting and Co-operating Working with People Shows respect for the views and contributions of other team members; shows empathy; listens, supports and cares for others; consults others and shares information and expertise with them; builds team spirit and reconciles conflict; adapts to the team and fits in well. Interacting and Presenting Presenting and Communicating Information Speaks fluently; expresses opinions, information and key points of an argument clearly; makes presentations and undertakes public speaking with skill and confidence; responds quickly to the needs of an audience and to their reactions and feedback; projects credibility. Analysing and Interpreting Writing and Reporting Writes convincingly; writes clearly, succinctly and correctly; avoids the unnecessary use of jargon or complicated language; writes in a well-structured and logical way; structures information to meet the needs and understanding of the intended audience. Applying Expertise and Technology Applies specialist and detailed technical expertise; uses technology to achieve work objectives; develops job knowledge and expertise (theoretical and practical) through continual professional development; demonstrates an understanding of different organisational departments and functions. Analysing Analyses numerical data and all other sources of information, to break them into component parts, patterns and relationships; probes for further information or greater understanding of a problem; makes rational judgements from the available information and analysis; demonstrates an understanding of how one issue may be a part of a much larger system Creating and Conceptualising Learning and Researching Page 6 of 7

7 Rapidly learns new tasks and commits information to memory quickly; demonstrates an immediate understanding of newly presented information; gathers comprehensive information to support decision making; encourages an organisational learning approach (i.e. learns from successes and failures and seeks staff and customer feedback). Organising and Executing Planning and Organising Sets clearly defined objectives; plans activities and projects well in advance and take account of possible changing circumstances; identifies and organises resources needed to accomplish tasks; manages time effectively; monitors performance against deadlines and milestones. Following Instructions and Procedures Appropriately follows instructions from others without unnecessarily challenging authority; follows procedures and policies; keeps to schedules; arrives punctually for work and meetings; demonstrates commitment to the organisation; complies with legal obligations and safety requirements of the role. Adapting and Coping Coping with Pressures and Setbacks Maintains a positive outlook at work; works productively in a pressurised environment; keeps emotions under control during difficult situations; handles criticism well and learns from it; balances the demands of a work life and a personal life. Enterprising and Performing Achieving Personal Work Goals and Objectives Accepts and tackles demanding goals with enthusiasm; works hard and puts in longer hours when it is necessary; seeks progression to roles of increased responsibility and influence; identifies own development needs and makes use of developmental or training opportunities Page 7 of 7