Leana Van Graan
Human Resource Assistant
Cape Town,WC
Summary
Dedicated Human Resource Assistant at Senior Flexonics, with career progression beginning through a transformative internship in the YES for Youth Program, leading to a permanent position in March 2023. This journey has fostered significant personal and professional growth, culminating in the anticipated completion of a Human Resource Management National Diploma in early 2024. Experience spans various facets of administration, promoting innovative thinking that consistently adds value to organizational objectives. Eager to explore diverse opportunities within Human Resource Management, focusing on adapting skills to various environments and industries for continued development and impact.
Overview
15
15
years of professional experience
Work History
HR Assistant
Senior Flexonics
03.2022 - 12.2025
- Schedule, invigilate and mark HR skills assessments.
- Schedule interviews.
- Prepare interview documentation (Application forms, CVs, and interview guides).
- Schedule medical examinations in consultation with Occupational Health nurse.
- Order PPE for all new appointments where required.
- Type recruitment correspondence e.g. temporary contracts of employment, regret letters for unsuccessful applicants.
- Assist with the placement of entry level posts such as Interns, casuals, entry level Machine Operator.
- Prepare HR recruitment summaries (internal & external) using completed interview guides by the HR Officer (HRO).
- Prepare new engagement documentation packs and ensure that all required information is completed. Prepare take on form and ensure that this is handed to the HR Generalist (HRG) for processing.
- Ensure that new recruits are enrolled on the Time and Attendance (Trach-tech system including photographs taken.
- Co-ordinate induction ensuring that all role players and attendees are notified. Setup venue for induction and ensure that all the required training documentation is available and completed (training material, induction checklist and training registers).
- Open new employee files, ensuring that all necessary information is completed using a checklist.
- Liaise with HRO for contract renewals. Ensure that the contract list is updated monthly.
- Ensure that skill matrix scores are updated monthly.
- Ensure that the training venue is set up for scheduled training and training registers allocated and completed.
- Copy training registers for filing.
- Administer Further Education (FET) applications, tuition letters, track learner attendance, employee progress and examination results. Initiate tuition reimbursement where required.
- Assist with capturing training information on VIP.
- Assist the HRO with quarterly learner progress reviews.
- Arrange refreshments where needed.
- Reporting Manager: Human Resource Officer
HR Intern
Senior Flexonics
03.2022 - 03.2023
- Perform routine HR administrative duties associated with the position and/or assigned by senior as follows:
- Type HR related correspondence (e.g. memos, organizational announcements, letters, weekly HR meeting minutes etc.)
- Update and maintain employee personnel file by ensuring that filing is updated periodically.
- Staff welfare: issue birthday e-mails daily, arrange farewell, get well cards, newborn gifts, flowers, vouchers etc.
- Assist with general office administration (faxing, filing, post, courier of mail etc.).
- Process payment of invoices weekly, verify invoices against purchase orders and query any discrepancies.
- Process all purchase orders for stationery, control and issue as required.
- Prepare correspondence for donation recipients, maintain the donations file and records of all payments made.
- Update notice board HR and factory with HR related information.
- Control the booking of HR venues and use of HR office equipment (laminator, digital camera).
- Open and maintain up-to-date Personnel Files for all employees in compliance with applicable legal requirements.
- Coordinate the updating of employee information as required.
- Maintaining telephone extensions list.
- Arranges lunches for training, meetings, farewells etc.
- Distributes staff notices, newsletters, and other correspondence.
- Prepare staff loan (authority to deduct) and send to payroll for processing.
- Process documentation for tooling loans, study payments, UIF termination (UI19) and certificate of service.
- Assist staff with the completion of HR general forms – change of details, bank forms, etc.
- Assist with the coordination of benefit orientation sessions and annual update training for employees.
- Scan employee information into electronic employee personnel files.
- Ensure that all required information is stored in the electronic employee personnel files. Follow-up outstanding information where needed.
- Prepare Chairperson’s pack Disciplinary Enquiries (DE).
- Assist with scheduling DE and other administration relating to the DE where required.
- Assist with various administration of employee recognition programmes such as attendance, long service awards etc.
- Assist with the coordination of various Staff Welfare Programmes, such as Wellness programmes, HIV / AIDS / VCT Day’s, Financial Wellness, Disability Awareness.
- Assist with arranging functions or social events such as for Year-end Awards, Teambuilding activities, Sports, and other social events etc.
- Check and update the EH&S structure monthly.
- Update appointment letters using provided templates and issue.
- Liaise with HRO regarding EH&S related training required.
- Comply of Company's Health & Safety Policy and Procedures to avoid damage or loss in assigned area.
- Ensure housekeeping standards are maintained (in areas of assigned responsibility) at the highest level.
- Verifying that all pension nomination forms are completed and query outstanding information.
- Check employee files to verify that all statutory documents are on record and that required induction training has been completed. Record and follow-up outstanding information.
- Assist with other identified HR Administrative Projects as assigned by senior.
- Assist with various other HR Project co-ordination as and when required.
- Identify, recommend, and implement improvement opportunities to meet the internal HR support service needs.
- Apply the principles of visual management, i.e. a place for everything and everything in its place (5S).
- Perform all HR functions/tasks in accordance with company processes and procedures, with specific reference to the company code of conduct and ethics.
- Reporting Manager: Human Resource Officer
Fidelity Fund Certification Administrator
Legal Practitioners / Fidelity Fund
10.2019 - 03.2020
- Assisting telephonically the Candidate Attorneys; Partners and Directors with the Fidelity Fund Certificate to legally practice law.
- Dealing with face-to-face consultation with Candidate Attorneys; Partners and Directors to apply successfully for the Fidelity Fund Certificate on the portal.
- Uploading of payments to the correct accounts.
- Bulk e-mail correspondence including gathering supportive evidence based on the nature inquires.
- Reporting Manager: Marli Meyer (Human Resource Legal Officer)
Clerk
City of Cape town (Goodwood Council)
10.2018 - 05.2019
- Complying overtime procedure documentation for the Water Conservation Officers in order to submit in due time.
- Statics Data Capturing
- Creating excel (Formulas) templates & graphs for Management monthly reporting
- Compiling all credential for summiting of EPWP contract generation.
- Creating an effective file order and uniform.
- Participating in job creation presentations (signing of contracts)
- Reporting Manager: Florence Spondo (Senior Clerk)
Receptionist
Friends Day Centre (School)
11.2013 - 12.2017
- Operating the switch board / Intercom system announcements
- Complaints and Inquiries solving (Providing prompt feedback)
- Access Control
- Stock Management (donations; cleaning material; stationary; medical supplies and technical supplies)
- Receipting (school fees; transport fees; donations and other events monetary) Balancing at day end in preparation for banking
- Petty cash control
- Reporting Manager: Tessa Liebrant (Financial Manager) & Caroline Jacobs (Head of Operations)
Switch Board Operator
HIRSCH’S Milnerton
08.2013 - 08.2013
- Operating the switch Board
- Complaints and inquiries solving (prompt feedback)
- Capturing Invoice and quotations
- Planning staff rosters
- Receiving cash and balancing at end of day
- Reporting Manager: Floyed Moonsamy (Acting Branch Manager)
Customer Care Consultant & Temp Head of Department
HI- FI Corporation Canal Walk Mall & Cape Gate
06.2012 - 07.2013
- Customer Complaints and inquiries solving (providing prompt feedback)
- Exchanges; refunds and collection of damaged stock
- Technical product trouble shooting
- Creating customer profiles (electronically and hard copy)
- Daily reporting of stock tractions within the department; follow up’s attaining supporting documentation with suppliers.
- Corresponding with supplier regarding damage goods and exchanges
- Reporting Manager: Angelo Swart & Brandon Swart
Cashier
Checkers N1 City Mall
02.2011 - 04.2012
- Cash transaction
- Scanning goods
- Balancing at end of day
- Communication and Customer Care
- Intensive Product Knowledge
- Reporting Manager: Simon Titus (Admin Manager)
Education
National Diploma - Human Resource Management and Practice
College SA
Cape Town, South Africa04-2024
Matric - undefined
Cravenby Secondary School
Western Cape01-2007
Skills
Employee relations
Training support
Time management
Employee interviews
Human resources operations
Human resources administration
Office administration
Human resources support
Recruitment
Communication management
Maintaining files
HR policies
Computer literacy
Conflict management
Staff education and training
Background checks
Scheduling
Benefits administration
Administrative skills
Employee onboarding
Effective planning
Report generation
Assessing performance
New hire orientation
Microsoft office and docusign
Online position posting
Labor agreements
Training facilitation
Staff hiring and recruitment
HRIS management
Personnel records maintenance
Training
- Basic Principles of Becoming a Personal Assistant, Seesa Bellville, Bo Oakdale, 7530, Melissa Eyberg, Gastav Zaayman, Grethe Lotter
- Role of an Administrator/ Secretary & Receptionist, 82 Bree Street, Cape Town, 8000, Thembisa Sishuda
Timeline
HR Intern
Senior Flexonics
03.2022 - 03.2023
HR Assistant
Senior Flexonics
03.2022 - 12.2025
Fidelity Fund Certification Administrator
Legal Practitioners / Fidelity Fund
10.2019 - 03.2020
Clerk
City of Cape town (Goodwood Council)
10.2018 - 05.2019
Receptionist
Friends Day Centre (School)
11.2013 - 12.2017
Switch Board Operator
HIRSCH’S Milnerton
08.2013 - 08.2013
Customer Care Consultant & Temp Head of Department
HI- FI Corporation Canal Walk Mall & Cape Gate
06.2012 - 07.2013
Cashier
Checkers N1 City Mall
02.2011 - 04.2012
Matric - undefined
Cravenby Secondary School
National Diploma - Human Resource Management and Practice
College SA