Talent Shared Services Administrator
18 months contract – Replacement position
Key Responsibilities
- On-boarding of all new joiners (permanent & contractors):
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Draw up contracts of employment on a rotational basis
- Capture all new employee data as per the recruitment administration checklist
- Engage with the Talent Managers/Recruiters to welcome and on board new employees, providing all new employees with a welcome pack and confirming induction procedures
- Assist the Talent team with all additional on boarding logistics
- Liaise with the benefits administrator for queries from new joiners
- Provide on-boarding payroll data to payroll
- Arrange with IT and Facilities to set up a new employee profile prior to the employee joining EY
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Open employee files electronically and hard copies
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Bulk administration:
- Follow up and manage all employee documentation to ensure that all on boarding processes are completed successfully
- Core HR Administration:
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Update employee data on the HR System including all employee changes eg. Internal transfers, promotions, salary adjustments
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Draw up Long Term Leave agreements (maternity leave, sabbatical leave, unpaid leave etc)
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Mobility Agreements –relocation agreements
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Process study loans and other related loans
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UIF applications and administration
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Benefits administration and liaising with vendors regarding adding dependents, updating beneficiary records, new applications etc
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Escalate benefits queries to the Benefits Manager
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Submit all payroll relevant data as per the monthly deadlines
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Collate and file all employee letters and other correspondence
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Respond to all employee data queries
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Create employee digital files
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Employee input checking to be completed monthly against instructions received from the business
- Off Boarding (exits):
- Process exit details on HR system
- Follow up on Exit Checklists
- Engage with the leaver around all exit processes and required documentation
- Notify benefits vendors of withdrawals or transfers
- Provide certificate of service
- Provide a final payslip
- Loan agreement verification and raise AOD’s or invoices if required
- Manage all exit survey and interview queries
- Close employee folder (filing and archiving) Respond accurately to employees/external stakeholder queries
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Payroll:
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Submit all new joiner, terminations, increases, change of working hours computations, Long leave of absence and all employee data that impacts payroll
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Ensure all employee data is checked and is accurate
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Run an ongoing tracker of all input received and collate all the data and check for accuracy provide input to the TSS payroll administrator to prepare the payroll files for the talent team to review
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Adhere to timelines
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Key times in the month needed to be planned for so all deadlines are met
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Turnaround times:
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All processes have clear turnaround times keep monitoring work received and process and adhere to the turnaround times
- Clearly communicate to clients of turnaround times
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Follow up and track all input received and returned to complete records monitor the timelines including IT laptop orders
Qualifications and Experience
- Grade 12
- Relevant Diploma/ Certificate
- Minimum 1-2 years HR Administration experience
- HR Systems experience including SAP, Oracle and Payroll experience VIP/SAGE
Skills and behavioural attributes
- Be able to work well under pressure
- Understanding of processes for employee data
- Flexible around work schedules
- Required to work on various projects
- Attention to detail
- Accountable
- Good planning and organisational skills
- Customer centricity
- Relationship building
- Stress tolerance
- Ability to manage routine tasks
- Understands the business and able to apply existing HR processes and procedures to meet a range of client’s needs
- Contributes to and reinforces teamwork within the HR Shared Services Centre and across business units
- Able to work within strict time frames and meet deadlines
- Excellent excel skills and proficient on all Microsoft packages