Gladys Dipuo Hanese

• Recruitment and Selection – Attending of applicants queries as they came to drop off their applications
• Capturing of long lists applications per Regions/ Cantres/ Sections or Name of Schools where posts were advertised
• Compile and package the applications in boxes attaching the long lists of names of applicants for them to be delivered to their destinations.

Staff Establishment: Monitor the staff establishment changes and liaise with the managers

• Submit Motivation for creation of post to Head Office and National Treasury
• Implement and strategies on Post filling plan for Department
• Identify post and provide job description for advertising of posts in Media, DPSA, GPG Wide and Internal
• Monitoring and managing staff establishment, ensuring that all employees are correctly placed according to correct job title
• Manage post movement of employees
• Aligning relevant organizational structure and maintaining system and its data base
• Creation and abolishing of posts
• Providing line managers with report of vacant posts
• Costing of all appointments whenever are needed and costing of Joined appointments
• Vacancy rate
• Submission of Monthly reports to Monitoring and Evaluation Department and Head Office
• Compiling of weekly, monthly, quarterly and annual reports
• Monitoring of NTSG and HPTDG grants to ensure that employees are being paid under correct grants
• Also, to ensure that institution is not under budgeting or over budging to budget allocated to discipline or grant
• Doing other projects of Organizational Development when need arises
• Advertising – Receive the draft advert from line managers and verify availability of the post on persal system and institutional structure
• Compile HR1 form and draft advert for line manager to sign and approve for advertising
• Liaise with DPSA for Advertising and advertising on GPG
• Processing of post filling form brought by Departments for them to show that there is vacant post or there will be the vacant post and need to replace it
• Remuneration, compensation and grade progression: rendering advise with regards to job evaluation
• Facilitate development of job descriptions
• Implement and manage electronics database of grading requests
• Ensure that compensation practices are following laws and regulations
• Conduct research in preparation of remuneration projects
• Establish good relations with internal and external stakeholder
• Investigate internal queries relating to salary issues and provide timeous feedback
• Apply effective communication strategies to maintain positive working relations
• Recruitment and Selection: Capturing long list of all applications
• Receiving of application (hand delivery and walk ins) and monitoring online applications, printing the applications
• Liaising with HODs in terms of setting up the shortlisting and informing Selection Committee members and all parties who are appointed to be part of the selection committee
• Serving as a secretary and scriber during interviews and shortlisting process
• Preparing all the needed documents of shortlisting and interviewing
• Compiling the minutes of submission after the recommendation by the selection committee members to be approved by the Executive Authority together with the Appointment offers for recommended and regret letters for unsuccessful candidates
• Verification of qualifications and registration with the professional bodies, financial information and criminal record conducted as part of the employment by vetting section in Head Office
• Sending all new appointments and transfer in for security clearance as it is subjected to all as inherent of all posts
• Human Resource Development/ Training: Facilitate signing of Performance Agreement, capture all filed Performance Agreements on Persal system
• Facilitate filing of Performance Quarterly Reviews and aggregate to determine annual performance appraisal rating/score
• Conduct training sessions on PMDS
• Monitor submission of performance agreement and quarterly reviews
• Monitor compliance on PMDS and compile Reports
• Coordinate training and development programmes
• Minutes taking of training meetings and record keeping of attendance registers
• Leadership, internship and bursary programs, AET programs, induction, and orientation programs
• Organize logistics for effective training and development process, arrange venue for training, transport, and training material according to needs
• Assist with development of workplace skills plan
• Coordinate and facilitate Employment Equity workshops and meetings for internal staff
• Sabbatical leave
• Coordinate and facilitate different types of training (internal and external): PMDS, Mentorship, Skills Development Induction and Orientation
• Conduct monthly training
• Ensure compliance with PMDS, monitor submission of performance agreement and quarterly reviews, collect, audit and filling of documents
• Payments of Pay Progression on Persal
• Develop Workshop skills plan, Quarterly monitoring report, annual reports and submit to relevant stakeholders
• Grading staff to next level or grade
• Assist with internships, bursaries (internal and external), AET, Experiential students
• Assist staff in completing HR connect forms
• Human Resource Development: Coordination of Training programme
• Conduct training needs analysis to develop new training programs
• Organize staff training sessions, workshop and activities
• Coordination of workplace skills plan (WSP) and Annual Training Report in institution
• Coordinate training logistics
• Compile training report
• Coordinate Employment Equity and Training Committee
• Supervise and empower staff by sending them to training
• Coordination of Bursaries, Leadership, internship programme, ABET short course, conferences and seminars
• Coordination of Bursaries programmes
• Handle all bursary programme related queries
• Coordinate of Adult Education and Training program
• Coordination of Induction Programme (CIP) and Orientation Programs
• Oversee proper administration of honorary appointments and sabbatical/ special leave applications
• Vetting of submission and internal circulars in the areas of Performance Management and Training & Development
• Coordinate Audit queries
• Compiled monthly reports and annual reports
• Handle HRD & Employee Performance Management & Development enquiries
• Leave: Capturing annual leave, sick, special leave etc on daily basis
• Communication with employees with regards to credits, sick leave, etc
• Leave without pay (unauthorized) leave without pay (authorized) advice to financial Administration
• Performing of leave audits on a quarterly basis, leave gratuity audits Supervision and overseeing quality assurance, adherence to prescripts, and guidance advise
• Administration of temporary incapacity leave and ill health retirement (PILIR): Ensuring of implementation of PILIR policy
• Application is assessed within stipulated time frames as per policy
• Ensure that cases that have been assessed by Pro-Active Heath solutions are presented at PILIR committees
• Identify employees who have been on long term incapacity and who are candidates for ill health retirement
• Identify employees on permanent incapacity leave
• Conduct training in the institution and with cluster
• Submission of monthly reports to Head Office
• Processing of complete temporary incapacity leave applications
• Processing of ill-health retirement applications
• Attend to all PILIR stakeholder meetings
• Compile case presentation for PILIR committee sitting, take minutes
• Compile outcome letters to applicants after Head of department has taken decision on applications
• Keep record of all applications for temporary incapacity leave and ill-health retirement
• Acting Allowance: Compiling the acting submission and acting appointment letter for SMS member to be approved by CEO and sending the mandate to E-gov for appointment and payment of acting allowance
• Removing of acting officer on the post as soon as the vacant post must be filled so that I am able to appoint the new officer
• Probation of Employees: requesting and processing of probation reports through E-gov
• Confirmation of probation reports for all newly appointed officers according to Section 13.2 of the PSA of 1994
• Compiling of confirmation of Appointment letter to CEO for the approval of probation of officials
• Updating the probation database and sending quarterly reports to E-gov as received
• Changing of employees pay date from last day of the month to the 15th of each month as per PSA and informing employees on time before implementing
• Housing and Related Matters: Rental and home ownership allowance application sent to E-gov for capturing
• (Housing allowances – homeowners, tenants, and withdrawal from GEHS savings)
• STOP ORDER: stop order (new amendments) must be made immediately due to financial implications and Persal closure dates
• Capturing of the correct details pertaining to the Stop Order when capturing, i.e resignation dates, loan term periods, interest rates etc
• Service Benefits: medical aids, sessional payments, leave gratuity and pro-rata bonus payments, BAS request payments, grade progression (OSD) payments, (notch progression payments for Medical Registrars and Medical Interns)
• Terminations: Processing the terminations on persal system
• Resignation, retirement, dismissal etc
• Advising officials who are contributing to pension to claim their pension when terminating services, giving the relevant forms, and liaising with E-Gov (terminations) and pension (GPAA) until the pension has paid out
• Seeking advice from terminations section in E-Gov with difficult cases until the pension case is resolved
• Separating pension periods and creating pension numbers whenever it is needed
• Compiling the monthly and weekly termination stats for case management cases
• Other: Assisting Risk department during the times of Auditors
• Teaching of interns and newly appointed HR Clerks
• Acting As a Supervisor in absentia of the Supervisor and performing the supervisory duties
• Teaching of interns and in-service training officials
• Payroll: Collecting of pay slips and payroll certificates from E-Gov one week before pay date (normal and supplementary pay slips)
• Sorting the pay slips and pay roll certificates according to their pay points
• Separating RLS01 from pay slips and pay rolls and submitting the RLS01 documents to Finance department
• Notifying all the departments to come collect the pay slips and get the payroll certificates signed by all employees who appear on the payroll certificate, return the payroll certificate to the payroll office within five working days
• Internal auditing of all payroll certificates by payroll officers
• Make a payroll certificate to be signed by HRM Director and be approved by CEO
• After the approval by the CEO, the payroll certificates are sent to Risk Management office for audit purposes
• When the file returns to payroll office, we then file it according to our filling system
• IRP5’s: collecting of IRP5’s from GDF once the notification of collection is communicated
• Sorting of IRP5’s according to their paypoints
• Notify all the departments that the IRP5 collection
• Make a list or record keeping of all collected IRP5’s per department
• Registry: Managing and rendering Registry counter by having all registers at place; register of files open; destruct register; remittance register, register for send mail; outgoing and incoming register; file request register
• Managing all correspondence
• Dispatch and distribution of all mail
• Filling all files in accordance with the file plan
• Denying access to unauthorized personnel in Registry
• Attending to all queries concerning Registry
• Register all incoming files, open and index according to National Archives Act, filling them according to file plan, separating semi-active files from non-active files and active files
• Ensuring that all files are up to date.
• Employee Relations: collaborating and communicating with employees to understand their concerns.
• Providing guidance and support to the employees and resolving their issues
• Identifying and investigating the root cause of issues and misunderstanding
• Organizing and attending employees training
• Performing of background checks for new appointments if required
• Ensuring that the departments policies are kept up to date
• 
  

• Rendering of human resource advisory service to the Employees E.G all related act’s, policies & circulars
• Implementing the garnishee deduction, processing of all Allowances including salaries, bonuses, standby, acting allowances, housing, overtime and PMDS payments
• Compile and submit reports and stats monthly
• Recruitment and Selection (advertising, appointment, transfer, verification of qualifications, secretarial function during the interview and compiling of submissions
• Leave: receiving of leave forms and capturing on Persal system and filling of leave forms after being approved
• Auditing all leave captured quarterly
• Giving advice to employees regarding their leave: e.g; used days, unused days, current and previous leave cycles
• Terminations: issuing of the relevant termination documents to employees that correspond to the type of termination (dismissal, resignation, medical boarding, retirement, contract expiry and advising the next of kin on the death termination) Documentations on Appointment and Terminations and payments on PERSAL system
• Injury on Duty: issuing of IOD documents to the officials and explain how to fill them in, supporting documents and time frames
• For the first report of injury, I issue WCL2, correctly filled in and signed by HR, must reflect registration number, Persal no, WCL4 and certified copy of ID
• WCL5 for progress report to be filled in completely and submitted before payment
• When compiling mandates for capturing, ensuring that ID and Persal number reflects on all forms
• Receiving of all leave forms accompanied by medical certificates, WCL6 completed by HR must be submitted with every period of absence and ensure that the information is corresponding
• Original proof of account from COIDA
• Ensuring that all IOD documents comes to HR for capturing
• Conducting the seminars, trainings, presentations, meetings, and awareness sessions for the MSD staff
• Attending of all IOD queries and assisting clients
• Doing follow ups with clients/ officials regarding outstanding documents and giving clients/officials regular feedback
• Ensuring that all documents required for IOD are submitted
• (WCL2 – Employers report of injury, WCL3 – Claim for Compensation, WCL4 – Progress or final medical report, WCL6 – Resumption report, TAS792 -statement by responsible officer, Affidavit by injured, affidavit by eye witness(es), certified copy of ID, Pay slip of month of injury, accounts, radiology reports and Leave forms)