Jo-Marie Fortuin

Office Management

• Provide administrative assistance in managing the full strategic planning processes, meetings, workshops and related documents, work plans and processes for the component.
• Direct, coordinate and monitor the smooth flow of information or reports and ensure that the relevant sections/departments or manager complete and submit timely: APP updates, Annual Report info, Monthly/Quarterly Stats.
• Ensure submissions are error-free and completed within applicable timeframes prescribed by deadlines.
• Monitor and track outstanding issues based on deadlines and upcoming events and engagements.
• Provide administrative assistance regarding the following portfolio’s which require info from the Human Resource Unit: Internal Control, Internal Audit, Risk + Performance.
• Ensure high quality of communication outputs and customer services by the Human Resources Unit.
• Provide administrative assistance in the liaising with relevant officials within provincial and national government as well as internal and external auditors.
• Maintain a high level of customer service (internally and externally) ensuring confidence and enhancing CapeNature’s reputation.
• High level of confidentiality maintained in the office of the General Manager.

Human Resource Administration

• Implementing and maintaining administrative systems, procedures, policies, filling systems and monitoring reporting.
• Ensure approved filing system is implemented.
• Relevant documentation/information is easily retrieved.
• Provide administrative support and guidance on processes to ensure compliance within the directorate.
• Provide administrative support to Managers by assistance in the implementation of processes and controls and working with other directorates to ensure that documentary evidence supporting the reported information meets the audit criteria.
• Liaise with Auditors re: RFI
• Documents review and control: conduct checks, screening, and verification of documents, submission, PRs, shortlists, recommendations, etc. for GM: HR’s approval.
• EDMS system Uploads- conduct checks to make sure the relevant supporting documents is error free before uploading on the system for approval from the Executives.

Diary Management and Logistics

• Effectively Manage the diary of the General Manager.
• Make travel arrangements for the General Manager including bookings, compiling an itinerary and submitting all relevant claims to HR and Finance i.e. subsistence allowance, fuel claims, petty cash claims.
• Co-ordination of dates for Management meetings and one to one engagement between General Manager and component managers.

Recruitment & Selection

• Support/ co-ordinate the recruitment of FTE appointments.
• Interview arrangements with panel, complete interview packs.
• Attend interviews for Head Office, Landscapes West & Central
• Facilitate recruitment and selection process within timelines outlined by CPUT and management.
• EPWP on- boarding process. (HR and payroll documentation).
• Documents review and control- (Monitor and track the EPWP recruitment and selection process-this include the PR’s, Shortlists, Recommendation, and contracts).

Minute Taking

• Accurate minutes are timeously distributed.
• Ensure draft minutes and action lists sent out within 10 working days (2 weeks) from meeting.
• Ensure that the paper, electronic and audio recordings are appropriately captured and stored.
• Chairing of Weekly HR Operations Meetings.

Administration and Management of Service

• Handling of administration duties of all employees at Child Welfare S.A Grabouw.
• Contract Management of Employees
• Responsible for the opening of new personal files for appointed employees and put on a database.
• Make sure all documents had to be in the file of new employees as well as the other employee’s in the organisation.
• Keep record of employee’s personal details.
• Responsible for handling all telephonic and personal enquiries for the Human Resource Department.
• Effective support to Manger.
• Provide administrative assistance to Manager assisting him with planning and meetings.

Salary Administration

• Responsible for the collection of monthly time sheets at various departments.
• Payroll Administration
• Verify all timesheets in terms of amount of hours work, leave taken and if signed off by Heads of Departments.
• Prepare monthly salary schedules for the approval and off signing by authoritative parties for the payout of salaries.
• Prepare and issued monthly payslips of all employees.
• Make sure that all payments in terms of salaries, UIF, PAYE and other deductions is made to the right parties.

Leave Administration

• Responsible for the recordkeeping of all leave transactions.
• Responsible for the calculation of leave credits payouts.
• Provide information as requested by Heads of Departments

Responsible for Development and Training / Workskills

• Identify the training and development needs of employees.
• Maintaining of Works Skills Plan and capturing of thereof.
• Create a training and development database for all employees
• Draw an annual training budget and submit to management.
• Laisse with external training service providers for training and development of employees as determined
• Arrange for training venue’s, facilitators and everything that goes about with training.
• Submit training applications on behalf of employees when opportunities of training and development arise.
• Responsible for transport, accommodation for employees when attend external training and development programs.
• Responsible to make sure that all employees received an recognition by means of a certificate for attending of training program

Unemployment Insurance Fund Administration

• Responsible for the capturing and updating of employee’s details on UIF online in terms of new employees and those who services are terminated.
• Responsible for the completion of UIF 19 form of employees

Termination of services

• Draft letters of termination of services for employees pertaining resignations, dismissals, retrenchments, medical boarding for the signing by manager.
• Provide certificate of service to all employees who exit the service of Child Welfare SA-Grabouw.

Health and Safety

• Responsible for the establishment of health and safety committee.
• Responsible for the arrangement of health and safety meetings
• Coordinate health and safety activities
• Maintain records of injuries, illnesses and workers’ compensation
• Co-ordinate first aid training and the provision of first aid to employees.
• Providing advice to employees and the employer in matters of occupational health and safety
• Inform all employees, new employees, volunteers of any new health and safety issues that concern them.

Labour Relations

• Act as scribe at workplace forum meetings.
• Inform and guide employees in terms of grievance handling
• Facilitate regular labour relations workshops
• Inform management of employee dissatisfaction.
• Responsible of drafting letters of termination of services for employees pertaining resignations, dismissals, retrenchments, medical boarding for the signing by manager.
• providing certificates of service to all employees who exit the service of Child Welfare S.A Grabouw.

Extra duties

• Act as scribe at Day Board meetings as well as Board meetings
• Compile agendas with General Manager for such meetings
• Take minutes at the meetings and emailed it to Management team.
• Distribute agendas and minutes of meetings.

• Telephone answering / messaging.
• Enrolment of learners
• Handling of queries of parents
• Engage with stakeholders
• Distribution of documents
• Capturing of payments
• Capturing of information on databases.
• Update and Maintaining of all databases
• Handling of all HR queries
• Registration of training sessions for practitioners
• Liaison with the CWP Program in terms of timesheets, work schedule etc.
• Secretariat during staff and parent meetings