HR & Data Administrator

Recruitment Profile: Data & HR Administration

Overview: 

The Data & HR Administration role is crucial for maintaining accurate employee and learner records, ensuring compliance with legal and company standards. Responsibilities include data capture (daily excel based tasks), validation, reconciliation, attendance monitoring, payroll processing, and performance evaluations. Key tasks involve managing recruitment records, validating applicant information, and maintaining both digital and physical documentation integrity. The role also requires preparing and distributing HR documents, monitoring employee attendance, and supporting the HR Manager and Finance Director.

Effective communication, advanced Excel skills, and attention to detail are essential. Additionally, the role includes ad-hoc duties and contributes to overall organisational goals.

Key Duties/Responsibilities (Key Performance Areas)

 1. Capture, Validate, and Reconcile Records. (Excel based daily tasks) 

Ensure that attendance data is properly documented and can be easily accessed and utilised for:

     – Attendance Monitoring/Validation

     – Employee Records; Processing and Reporting

     – Payroll and Monthly Reconciliation Processing

     – Employee Performance Evaluations (based on data received and analysed) 

     – Maintain System Legal Compliance and Company procedures.

 2. Recruitment Records, Learner Agreements & Employee Contracts:

Ensure all necessary documents related to attendance and learner agreements/contracts are properly stored (physical & digital) and readily available for:

   – Validating and checking CVs received over digital platforms, e.g., Simplify HR, Whatsapp, and Emails.

   – Capture digital or fiscal data & documentation accurately in correct formats provided by the Company    
      Finance Director.

   – Provide thorough feedback to applicants via digital channels timeously.

   – Provide written feedback to management on applicant vetting.

     – Recruitment Documentation Vetting, Processing, and Validation

     – LMIS System uploads and data validation 

     – Documentation Integrity & Internal Checking

     – Information Sharing and Collaboration

     – Archival and Historical Referencing of data. 

3. Monitor and Report on the Attendance of Employees to the HR Manager & Finance Director:

Provide accurate and timely attendance information for effective management, including:

     – Leave Processing & Reports

     – Employee Data Analysis (Excel-based)

     – Compliance Monitoring (Excel-based)

     – Communication and Feedback.

     – Decision-making Support

4. Collate and File Employee Reports:

   – Establish organised and comprehensive learner records, including:

   – Monthly Organisational Documentation Processing

   – Maintain documentation Integrity

   – Employee/Learner Performance Tracking 

   – Compliance and Audit Preparation/Readiness

   – Prepare Employee Documentation for Decision-making

   – Check and Verify Evidence of Learning Outcomes

 5. HR Administration (Prepare and Distribute HR Documentation)

   – Ensure accurate and timely preparation and distribution of HR documentation, including (but not limited to):

     – Hearing Documentation

     – Disciplinary Procedure Processing

     – Payslips

6. Additional Ad-hoc Duties as Required:

   – Successful completion of tasks or projects that arise on an unplanned or irregular basis, with outputs such as:

     – Diligent Task Completion

     – Flexibility and Adaptability

     – Problem-solving and Decision-making

     – Collaboration and Communication

     – Timely Delivery

     – Adaptation of Skills and Knowledge

     – Contribution to Overall Organisational Goals

Essential/Minimum Qualifications:

– Matric Certificate (Grade 12) with Maths literacy and English

Preferred/Ideal Qualifications:

– HR Administration Relevant Degree/Diploma

– Certificate in Microsoft Office and/or Data Capturing

Skills:

– Teamwork

– Intermediate – Advanced Excel Skills

– ‘Finer Eye’ for Detail

– Detailed Work Processing