We are looking for an experienced administrator within our Human Capital environment.
The purpose of the HC Administrator role is to provide end-to-end operational and administrative support across the employee lifecycle, including learning and development administration, ensuring accurate people data, compliant processes, and effective coordination between Human Capital, Learning and Development, Payroll, Finance, IT, and external service providers. The role is highly systems-driven and plays a critical part in maintaining data integrity, employee experience, skills development compliance, and business continuity across HC operations.
The ideal candidate must be able to transition into the role quickly and become effective with minimal supervision.
Key Responsibilities and Output Areas Include:
Onboarding and Employee Lifecycle Management
- Coordinate and execute the full onboarding process for all employee categories (e.g. permanent, FTC, interns, graduates and trainees).
- Capture and maintain employee data on all systems, including Sage and Maconomy.
- Create and maintain employee profiles, reporting lines, employment details, billability, and rates where applicable.
- Coordinate onboarding communication and documentation, including onboarding packs and policy links.
- Liaise with IT, Payroll, Finance, and line managers to ensure system access, employee numbers, and reporting structures are in place.
Employee Changes, Conversions, and Contracts
- Process employee changes, including transfers, contract renewals, team leader changes, and entity or regional moves.
- Manage FTC-to-permanent and graduate contract-to-permanent conversions, including benefits onboarding and system updates.
- Ensure all employment changes are accurately reflected across all systems and employee records.
- Notify relevant stakeholders (IT, Payroll, HCBPs) of approved changes.
Exits and Terminations
- Coordinate the end-to-end exit process, including exit documentation, system terminations, and stakeholder notifications.
- Maintain and distribute the Weekly Leavers Report.
- Process benefits, including medical aid cancellations and pension withdrawals for permanent employees.
- Ensure reporting lines are updated post-exit and all documentation is securely filed.
Payroll and Finance Support
- Prepare, capture, and submit monthly payroll inputs in line with payroll deadlines.
- Coordinate payroll input verification with HCBPs and ensure supporting documentation is complete and stored appropriately.
- Support payroll-related changes including bank details, increases, terminations, incentives, and benefits changes.
- Process HC-related invoices and purchase orders.
- Ensure the required employee information for timesheets and billing is captured accordingly.
- Prepare and reconcile payroll- and benefits-related reports to support internal and external audits, ensuring accuracy and compliance.
Benefits Administration
- Coordinate Medical Aid and Pension Fund administration, including annual reviews, plan changes, audits, and ongoing employee support.
- Liaise with benefit service providers and Payroll to submit and track required documentation.
- Support Two-Pot System applications, death benefit claims, and benefit statement requests.
- Administer parental leave processes, including documentation, agreements, and record updates
Learning and Development Administration
- Coordinate the administration of training, including scheduling, venue and virtual logistics, invitations, materials, and attendance registers.
- Liaise with external training providers and facilitators on bookings, confirmations, quotations, invoices, and purchase orders in line with HC and Finance processes.
- Capture and maintain accurate training records and training-related documentation, including qualifications, certifications, attendance, completion status, study assistance applications, and training agreements.
- Provide administrative support to learnership, internship, graduate, and bursary programmes, including registration documentation, contracts, and provider liaison.
- Compile and quality-check the training data required for statutory skills development reporting, including WSP and ATR inputs, SETA requirements, and B-BBEE Skills Development evidence, for review and submission by the accountable owner.
- Maintain the Learning Management System (LMS), ensuring course records, enrolments, and completion data are accurate and current.
- Track training spend against the approved training budget and support the reconciliation of training-related invoices and mandatory grant claims.
- Support compliance and mandatory training cycles by tracking completion and escalating outstanding items to HCBPs and line managers.
Reporting and Tracking
- Prepare and distribute monthly HC metrics and trackers, including headcount, employee movements, and benefits-related reports.
- Maintain birthday and long-service milestone tracking and coordinate reward processing with relevant stakeholders.
- Support internal and external reporting requirements.
- Prepare and distribute monthly L&D tracking reports, including attendance, completion rates, and training spend.
Filing, Records, and Data Governance
- Create, maintain, and audit employee files to ensure accuracy, completeness, and compliance.
- File all HC-related documentation, including increase letters, contracts, benefits, and exit records.
- Ensure confidentiality, data protection, and compliance with labour legislation, organisational policies, and HC governance standards.
- Assist in the development, review, and updating of HC policies and procedures by coordinating inputs, formatting documents, and maintaining version control.
Query Resolution, HC Support, and Logistics
- Act as the first point of contact for HC-related administrative queries from employees and internal stakeholders.
- Prepare confirmations of employment, visa letters, remote work confirmations, and other employment-related documentation.
- Coordinate qualifications and reference checks with relevant teams.
- Provide administrative support for disciplinary and grievance processes, including preparing documentation, scheduling meetings, and maintaining confidential records.
- Coordinate HC-related logistics, including onboarding sessions, employee events, and internal meetings.
- Support HC projects, employee engagement initiatives, and internal HC activities, including wellness programmes and events.
- Provide first-draft support for standard HC letters and correspondence in collaboration with HCBPs.
Requirements
- Certificate, Diploma, or Degree in Human Resources, Business Administration, or a related field.
- Minimum of 5 years’ experience in a Human Capital environment.
- Minimum 3-5 years proven experience working with the Sage People 300 system.
- Proven experience working across multiple HC, finance, and learning-related systems, including Learning Management System (LMS) administration.
- Proven experience working on the Microsoft Office Suite, with advanced Excel and reporting capability is a must.
- High attention to detail and ability to handle confidential information.
- Ability to communicate effectively with multiple stakeholders across all levels
- Exposure to training and skills development administration, including WSP/ATR data preparation, SETA processes, and B-BBEE Skills Development requirements, will be an advantage.
Role Characteristics
- Highly operational and process-driven role.
- Strong cross-functional coordination across HC, Payroll, Finance, and IT.
- High-volume transactional workload with recurring deadlines.
- Critical role in maintaining data accuracy, compliance, and employee experience.
- Coordination with external training providers, SETAs, and internal stakeholders against fixed statutory and reporting deadlines.
- Ability to utilise technology to continuously improve and streamline HC processes.
Key Competencies
- Assessing problems and developing relevant solutions.
- Applying Expertise and Technology in order to deliver results and meet customer expectations.
- Relating and networking (communicating and developing relationships).
- Leading and deciding (taking initiative).
- Adapting and responding to change.
