Jessie Radebe

Administration process for Learnership applicants on behalf of Clients

• Administer applicants with interpretation of the Skills Development and Learnership policy and inform the applicants about the consequences of breaching the Learnership contract
• Assist the Skills Development Manager with the Effective implementation and maintenance of the Learnership and skills Development on behalf of SBV Services and other clients
• Capture all Learnership applications on Database
• Inform applicants about the outcome of their applications
• Liaise with successful Learnership applicants regarding training attendance and results
• Draft approved/declined letters for Learnership applicants, using an approved template
• Liaise and follow up with Learnership applicants regarding the submission of necessary/ outstanding administration documents (certified copy of ID, proof of qualification, etc.)
• Keep record of Learner progress throughout the relevant study year
• Obtain Academic Year results from all funded bursars
• Prepare submission information for the suspension and withdrawals of Learnerships
• Send out communication for reimbursement activation of all funded learners who did not complete the learnership

Coordinate Onboarding of Learners

• Assist with recruitment of Learners as per outlined programme or learnership requirements
• Vet and verify all documentation of applicants and shortlisted candidates
• Coordinate all on boarding activities of successful Learners, including but not limited to; booking a suitable venue, organising refreshments and lunch
• Ensure all learnership and bursary agreements are completed accurately and signed, with correct supporting documents submitted
• Submit agreements to SETA
• Register learners on SETA training portal
• Manage leaners monthly reports in regard to movements, leave, terminations, transfers, absenteeism

Administer and Coordinate various Learnership and Skills Development interventions

• Liaise with catering service providers to order refreshments where necessary, receive invoices and statements.
• Comply with legislation regarding the safekeeping of all training, skills developments and Learnership documentation (POPI Act)
• Create and maintain a filing system in accordance with company and legislative standards and requirements
• Maintain relationships with training service providers, relevant SETA’s/bodies linked to SETA’s requesting quotes as and when needed
• Ensure learners have access to all learner material pertaining to the programme

Compilation of necessary documents for the skills and development submissions

• Assist the Skills Development Manager with collating relevant documents to submit to the SETA( WSP/ATR)
• Gather the relevant documents to be submitted to claim rebates.
• Assist in supplying of evidence to verification agency

Billing

• Ensure correct invoices are obtained for payments to stakeholders (service providers and institutions)
• Ensure accurate payment schedules are provided to SD Manager and Finance department
• Ensure Proof of Payments are sent to relevant parties timeously
• Ensure reconciliation of learnership and bursary project are completed timeously and sent to SD Manager

Customer Excellence

• Liaise with clients to update them on project status
• Provide a duty of care to learners
• Ensure all queries and complaints are handled or escalated timeously

General Office Administration

• Maintain an orderly filing system for all learner and bursar records
• Ensure tasks undertaken are completed on time
• Maintain an effective working environment
• Maintaining a Professional Image
• Adhere to the POPI guidelines
• Living the Organizations values

Bursary Management (Education Trust)

• Reach out to previous successful applications to determine if they still require funding
• Reach out to institutions and ask for a list of students who are requiring funding
• Contact each student and conduct a Q&A to determine their need
• Create a schedule with this information and send to line manager for review
• Assist line manager in shortlisting candidates
• Assist line manager with vetting short-listed candidates
• Email students and inform them of how much they will be funded and for which programme
• Obtain all documentation from the students to process them
• Effective implementation and maintenance of bursary process with regards to reviewing applications and following up timeously
• Draft approved/declined bursary letters and send out to approve/declined applicants
• Inform bursary holders about the outcome of their applications
• Capture & update ED Trust bursary database for reporting
• Respond to bursary related enquiries from applicants and follow-ups timeously
• Verify applicant documentation (e.g., ID, application form, etc.)
• Request invoices from successful candidates for payment
• Create payment schedule and send to line manager for review
• Upload invoices into finance system
• Send Payment schedule to finance department with supporting documentation for release of payments
• Send POP to students
• Liaise with successful applicant regarding student and results
At commencement of programme
the Academic year that is funded
• Keep accurate records of student results
• Check in with students once a quarter to ensure that they are on track with their studies
• Assist applicants with clarification bursary policy and inform them about the consequences of breaching the bursary contract
• Reach out to students each month and enquire about their progress and if they are experiencing any challenges.
• Update ED Trust bursars spreadsheet monthly

Facilitate the effectiveness and accuracy of HR Administration

• To maintain comprehensive, confidential personnel records on staff both in hard copy and electronic form and to abide by the POPI Act.
• Capture new hire information and other necessary relevant information on HRIS (SAGE HR) within given timeframes.
• Responsible for registering personnel on Medical aid (Discovery) and attends to enquiries, changes and correspond in respect of Medical aid benefits
• Assist in processing all staff movement (Promotions, Demotions, Transfers, etc) In line with company policies and procedures.
• Manage staff Engagement files including fixed term, casual, temporary, and permanent.
• Distribute annual provident funds statement to staff
• Consolidate the ratings for all employees
• Administer and provide information for the following in alignment with company and legislative standards:

External claim documentation and processes

• IOD
• Death
• Disability
• Accidents
• Etc

Internal Documentation

• Engagement forms
• Medical Aid forms
• Termination forms
• Leave forms and supporting docs

Recruitment

• Assist HR Manager in the recruitment process:
• Assist with recruitment reporting function as and when required
• Compile internal and external advertisements for vacancies from the approved recruitment request document and advertise vacancies (internal & LinkedIn).
• Review CV’s received according to specifications and ensure only eligible CV’s goes to the HR Manager for review
• Assist with shortlisting and selection of candidates
• Arrange with candidates for interviews – ensure room is booked and HR Manager and Hiring Manager is available for interview.
• Prepare interview pack (booking boardroom/ virtual interview room, interview guide and CV’s),
• Scan and file recruitment files (requisition forms, interview guides and CV’s)
• Request feedback from HR on CV’s received and interview feedback to track where we are in terms of the vacancies.
• Once candidate is selected assist in appointment:
• Capture fingerprints for vetting purposes and ensure that candidates have positive results before employment (credit, qualification, and criminal checks)
• Perform a background check (obtain information needed from candidate)
• Ensure reference check is completed and filed
• Draft offer of employment letter. (previous payslips, role affordability, benefits)
• Follow up with HR Manager and Hiring Manager and new recruited on signing of letter of employment for record keeping purposes.

Onboarding

• Communicate with new joiner two days before start date to inform him/her of how excited we are that they are joining, dress code, arrival time etc.
• Prepare the new joiner packs (biscuits, t-shirt, personal, emergency and banking detail forms)

· Conduct induction take new joiner through company policies and procedures. Take new joiner on a tour of the premise. Introduce new crew to the entire team.

• Ensure new joiner information is loaded onto payroll.

Payroll

• Assist in the preparation of payroll administration
• Gather payroll data (logical order) and submit to Payroll for processing.
• Assist with overtime, salaries and leave queries.
• Compile paperwork for all new hires and terminations.
• Filing of all warnings, changes in departments or jobs, payroll changes
• Provident Fund information – ensure all new joiners are added and all exiting employees are removed.
• Submit HR related information to Payroll within given timeframes.
• Administer and submit timesheets with overtime that has been approved by the Managers and MD to Payroll
• Submit travel meals and kilo metre claims, for travel and accommodation to be authorised by the MD and send to payroll within given timeframes
• Assist in distributing payslips and IRP5’s

· Send a consolidated list of employees that opt to have 13th cheque bonus provisions

• Assist in distribution of increase letters

Administer Leave

• Assist in updating and maintaining leave records on an ongoing basis inclusive of ensuring adherence to policies and procedures for the different conditions of services
• Credit leave monthly entitlement to all staff on SAGE HR
• Assist to perform audit on leave records on a monthly basis, verifying that all absenteeism is documented and recorded in terms of company policy and procedure
• Follow up with staff to take their compulsory annual leave

Job Profiling

• Assist the HR Manager with information and related tasks with regards to Job profiling,
• Ascertain that the job profiles utilised within the organisation are correct and signed copies are kept on the employee’s folder.

Termination

• Upon receipt of resignation send employee process for exit with dates due.
• Prepare and submit exit checklist and documents.
• Conduct exit interviews for non-management staff.
• Assist in withdrawal of staff from provident fund and Medical Aid.
• Prepare UI forms for termination and maternity.

HR Queries and Reports

• Ascertain that queries are dealt with and follow through to completion.
• Escalate queries to the HR Manager as and when required.
• Confirm staff employment
• Pull Terminations, new hire, absenteeism and Overtime reports e.t.c

Record Keeping

• Maintains the personnel record system (e.g employment history, leave, salary increases, Job grades changes, disciplinary and grievances records, performance appraisals, PDP, self-assessment) for record and audit purposes by scanning and updating accordingly and filing documentation & information on HR Shared Drive and SAGE HR.
• Assist in Maintaining the organisational structure and update own HR information file with updated structures.
• Ensures that all positions have job profiles and that staff sign acceptance of their responsibilities

Performance Review

• Assist in administrating the new performance review process
• Communicate process to all employees

Confidentiality

• Always keep confidential information and lock away documentation
• Adhere to POPIA

Travel

• Processing internal arrangements such as travel, training sessions, and team-building events.
• Liaise with external service providers (Hotels and Guest houses) and book flights and accommodation for training purposes

Benefits and Employee Wellness

• Support the employee wellness with initiatives as and when required
• Do a formal ICAS Referrals and regular follow-ups with ICAS in respect of progress.
• Assist the implementation of initiatives where required
• Communicate the provident fund and group risk benefits to staff. Provide provident fund forms to new and terminated staff. Assist in queries that might arise.

Ad hoc

General Office Administration

• Maintain an orderly filing system for all learner and bursar records
• Ensure tasks undertaken are completed on time
• Maintain an effective working environment
• Maintaining a Professional Image
• Adhere to the POPI guidelines
• Living the Organizations values

Customer Excellence

• Liaise with clients to update them on project status
• Provide a duty of care to learners
• Ensure all queries and complaints are handled or escalated timeously

Billing

• Ensure correct invoices are obtained for payments to stakeholders (service providers and institutions)
• Ensure accurate payment schedules are provided to SD Manager and Finance department
• Ensure Proof of Payments are sent to relevant parties timeously
• Ensure reconciliation of learnership and bursary project are completed timeously and sent to SD Manager

• Established rapport with event organizers and venue staff, fostering positive working relationships for future collaborations.
• Organized and stocked merchandise to keep necessary levels for sales demand.
• Developed lists of prospective clients from sources such as newspaper items, company records and local merchants.