HR Assistant (364) Job Title: HR Assistant
Organizational Structure: Relay EMS -> RE Admin
Job Type: Permanent
Location: RE Port Elizabeth – Port Elizabeth, EC ZA (Primary)
Travel: 50 – 60%
Closing Date: 13 August 2024

Job Description

Relay EMS is seeking a dedicated and proactive HR Assistant to support our HR team in the day-to-day operations of human resources. The successful candidate will provide administrative support across various HR functions, including payroll administration, recruitment, record maintenance, performance management, employee relations, and compliance.

Key Responsibilities

1. Recruitment (Selection, Onboarding & Offboarding)

• Coordinate and facilitate the recruitment process, including posting job ads, screening resumes, scheduling and conducting interviews, arranging assessments, and conducting reference checks.
• Ensure candidates possess necessary documents and perform verification checks on selected candidates.
• Conduct settling-in interviews with new staff and complete the offboarding process, including exit interviews.

2. Record Maintenance & Reporting

• Update and maintain employee records on various HR platforms/systems.
• Draft contracts, letters, memos, and policies.
• Maintain HR files and ensure all employee information is accurate and up to date.
• Prepare reports on employee activities, including recruitment, terminations, staff turnover, and engagement.

3. Payroll Assistance

• Assist with payroll preparation by tracking hours, calculating adjustments, and managing timesheets.
• Ensure staff timesheets are updated and address any inconsistencies.
• Compile data for payroll imports and assist with staff queries related to benefits and leave.

4. Employee Relations

• Serve as a point of contact for employees, answering HR-related queries and resolving issues promptly.
• Provide support and guidance to employees and managers on HR-related matters.
• Organize and deliver HR-related training and orientation for new hires.

5. Training and Development

• Assist in coordinating staff training and maintain records of all training conducted.
• Help compile training reports and submit workplace skills plans/applications to the relevant SETA.
• Conduct induction training on HR policies and procedures for new staff.

6. Performance Appraisals

• Assist with the compilation and discussions of performance evaluations and address any disciplinary issues.

7. Recognition & Employee Wellness

• Support the maintenance and promotion of the employee recognition program (CROWN).
• Assist with planning and organizing CROWN awards functions and employee wellness events.

8. General

• Collaborate with other departments to ensure smooth HR relations.
• Stay updated on HR trends and suggest improvements to enhance HR effectiveness.
• Assist with special projects in the HR department as needed.

Job Requirements

• Bachelor’s degree/National Diploma in Human Resources or related field.
• Minimum of 2 years of experience in HR and/or training or in a leadership role.
• Experience in the EMS industry or a similar shift work setting is advantageous.
• Understanding of HR management challenges in high-stress environments.
• Knowledge of HR functions and best practices, and basic understanding of labor laws.
• Proficiency in MS Office, Excel, and HR/Payroll software.

Job Specifications

• Conceptual thinker with superb organizational and time management skills.
• Outstanding administrative and communication skills.
• Ability to multitask and adapt to a fast-paced environment.
• Strong conflict management and decision-making skills.
• Solid understanding of employee relations, staffing management, and payroll administration.
• Deadline-driven with meticulous attention to detail.
• Reliable, flexible, and able to maintain confidentiality.

Application Process

Interested candidates are invited to submit their applications, including a copy of their CV (in MS Word or PDF format) and certified copies of their qualifications. Please ensure that you attach the most updated versions of these documents, as they will be used for shortlisting purposes. Closing Date for Applications: 13 August 2024We look forward to receiving your application!