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20 Dec 2018

Hr & Benefits Coordinator

Cliffe Dekker Hofmeyr – Posted by admin Johannesburg,

Job Description

Company Name: Cliffe Dekker Hofmeyr
Job Category: Support
Job Location: Johannesburg, Gauteng, South Africa
Job Reference: HR-Coordinator01-jhb

Education and Experience

  • Matric
  • HR Degree or related qualification
  • Minimum 3 years’ experience in an HR Management, compensation and benefits administration or similar role within a corporate organisation or legal firm would be advantageous.
  • Knowledge of general HRIS with Sage/people management being an advantage

Responsibilities in include but not limited to:

Onboarding of new hires:

  • Contribute to a positive image of CDH as a great place to work:
  • Act as a liaison between employees and the HR team
  • Assist maintain the On-boarding and off-boarding list and notifying the Operations team
  • Communicate all HR Sharepoint internal and external articles to Marketing for to advertisement
  • Prepare new hire induction packs and send out onboarding materials to all new hires
  • Arranging a welcome hamper or flowers for new joiner and welcoming them to CDH
  • Introduction to the new joiner to team member and an office tour
  • Booking of boardrooms, parking bay, access cards and ensuring a new joiner has a computer
  • Maintain personnel database specific to the organisations needs i.e.: personnel specifications, employment contracts etc.

Benefit Administration (Medical aid, Provident Fund and Risk cover)

  • Explain company personnel policies, benefits, and procedures to employees
  • Provide assistance in administering employee benefit programs and worker’s compensation plans.

Medical aid:

  • Register new entrees i.e. dependant, new born, spouse.
  • Schedule monthly Discovery member assist sessions
  • Cancel medical aid or transfer to private capacity
  • Escalate members medical aid queries

Provident and Risk cover:

  • Administration of provident fund, retirement and death claims for all Employees assist employees with registering on the Old Mutual website to download provident fund statement
  • Assist with queries relating to eligibility and benefit contribution
  • Assist with the Directors annual benefits communication and collecting of the forms
  • Communicate annual dread disease increase contribution to staff
  • Annual communication to staff to update their beneficiary nomination form
  • Arrange for newly appointed Associate provident fund presentation with Claire Mol & Associates

Payroll activities:

  • Arrange benefit enrolment and employee engagement sessions
  • Tracking all HR supported programs and required notices
  • Setting up and assigning for training sites and programmes such as ESS password Ensuring all payroll input is accurate and completed before the deadline.
  • Assist with the checking of the increase schedule
  • Audits; internal i.e. assisting Auditors when requesting documents.
  • Creating dummy payslips as in the absence of the payroll administrator
  • Manage the monthly lucky draw
  • Printing or email payslips and IRP upon request

Company wellness events: Organise all the HR Events:

  • Wellness day, Casual day, Heritage Day, Breast cancer awareness day, 16 days of Activism, Aids awareness and upcoming awareness campaigns 

Maintain accurate files:

  • Maintain tracking systems to ensure compliance for all audits and licensing requirements
  • Data entry for new hire paperwork; filing.
  • Running and distributing monthly reports, in coordination with the payroll department.
  • Assist with filling out unemployment and injury on duty forms.
  • Support the implementation of and expansion of system of record (Sage)
  • Ability to handle sensitive information with extreme confidentiality
  • Draft newly appointed Associate contracts

Off-Boarding:

  • Ensuring the movement list is updated with the terminated staff
  • HR Department receives an official formal resignation letter
  • Cancel Medical Aid or transfer to private capacity
  • Communicate benefit withdrawal process via email including downloading
  • Complete the provident fund withdrawal and continuation form for risk cover and submit to Policy Administrators
  • Ensure that the Access card is returned to HR/Payroll and Laptop signed in at IT
  • Prepare leave recon for the following months’ leave pay out
  • Complete the UI.19 form and send to the UIF department

Generation Administration

  • Process, verify, and maintain personnel related documentation, including staffing, training, grievances, performance evaluations, classifications, and employee leave maintenance
  • Updating monthly birthday list on the intranet and notice boards
  • Provide continuous HR services in supporting first level employee issues. address, support and resolve as necessary, escalating second level issues to HR Consultants or Head of HR.
  • Send communication to IT and Marketing to update our HR SharePoint page
  • Scheduling and maintain annual performance reviews for staff

·       CDH Leave administration:

  • Check monthly workflow statues for leave pending to be approved
  • Assist with leave balance reports for departments
  • Maintain and activate ESS profiles for staff
  • Keep record of supporting document of medical certificate, maternity agreement and death certificate

Knowledge, Skills, and Abilities

  • Microsoft Office: proficiency in MS word, PowerPoint, Outlook 365 and Excel. 
  • Ability to quickly master the CDH systems and procedures iManage, House Style, Sage, Old Mutual Superfund online systems.
  • An exceptional orientation to detail, prioritising and organising skills
  • Excellent verbal and written communication skills
  • Ability to exercise discretion and maintain confidentiality
  • Ability to follow complex instructions and/or guidelines as appropriate in the performance of support activities.
  • Tenacity and high stress tolerance
  • Integrity: honest and strong ethics.
  • Analytical thinking – ability to analyse information and using logic to address work-related issues and problems.
  • Dependability – the job requires being reliable, responsible, and dependable, and fulfilling obligations.
  • Adaptability/Flexibility – Job requires being open to change and to considerable variety in the workplace

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