Tarryn Smith

• Recruitment Coordination:
• · Recruitment Support: Provide essential support for the recruitment process, including response handling, verifying applicant information on CVs and application schedules, and scheduling shortlisting and interviews.
• · Application Screening: Screen applications, vet candidates, and obtain references, ensuring a thorough and reliable selection process.
• · Interview Preparation: Collaborate with the HR Consultant to prepare interview packs for the interview panel.
• Logistical Coordination:
• · Administrative Initiatives: Coordinate logistical arrangements for HR administrative initiatives, meetings, and interviews, ensuring they run smoothly and efficiently.
• · Service Provider Liaison: Establish and maintain relationships with service providers and vendors to ensure the smooth delivery of HR processes, such as coordinating relocations, arranging flights, shuttles, accommodations, and furniture removal.
• Visitor and Client Support:
• · Positive Representation: Support and host visitors and clients to create a positive image and foster a welcoming working climate.
• Administrative Duties:
• · Electronic Systems Focus: Handle various administration duties, with a strong emphasis on electronic administrative systems and processes, particularly ERP systems.
• · Payroll Documentation: Draft, track, check, and submit monthly documents to the Payroll Office for processing, ensuring accuracy and timeliness.
• HR Advisory Service:
• · Second-Line HR Consultant Support: Provide second-line HR general advisory service to the campus community and support the HR Consultant.
• · HR Administrative Functions: Assist UWC employees and clients with a range of HR administrative functions, including preparing and sending confirmation of employment letters, certificate of service, and tracking termination documentation.
• · Maternity Leave and Retirement: Advise clients on matters related to maternity leave, retirement, UIF forms, and letters, and complete documents for submission to the Department of Employment and Labour.
• · Service Record Preparation: Update and prepare service record certificates.
• · Contract Accuracy: Record and track contracts, ensuring their accuracy before submission to Payroll for processing.
• Communication and Support:
• · Query Resolution: Respond in writing or via telephone to various internal queries on the HR Service Centre email address, providing prompt and accurate information.
• · Recruitment Queries: Respond to various recruitment queries on the E-recruitment email address, assisting applicants with online profile creation and job applications.
• · Vacancy Management: Update allocated vacancies on the recruitment system, sending invitations, onboarding information, and regret letters to unsuccessful applicants.
• Academic Promotion Process:
• · Promotion Support: Assist with the academic promotion process by collating applications and preparing promotion letters in collaboration with the HR Administrative Manager.
• Termination Reporting:
• · Monthly Reports: Generate and distribute monthly termination reports for the team to prepare respective UIF documents.

Advocacy and Awareness Building:

· Kurdish News Compilation: Gather and collate news related to issues such as oppression, invasions, bombings, and brutality against children and women within the Kurdish community.

· Media Outreach: Distribute the compiled information to various media outlets to raise awareness among members and the general public.

· Petition Support: Assist in petition campaigns by creating eye-catching placards, informing the media, capturing photographs for distribution, and mobilizing support.

Office and Administrative Management:

· Efficient Office Operations: Manage day-to-day office tasks, including telephone handling, message taking, and ensuring smooth communication.

· Filing System Enhancement: Continuously improve and maintain efficient filing systems to ensure easy access to essential documents.

· Record Keeping: Maintain comprehensive records and filing systems, including document management, letter writing, faxing, emailing, and ordering office supplies and refreshments.

Meeting and Event Coordination:

· Stakeholder Engagement: Coordinate meetings with various stakeholders, including government bodies, NGOs, and community groups.

· Venue Management: Handle venue bookings, set up meeting spaces, and oversee presentations, including attendee registration.

Communication and Support:

· Query Response: Professionally respond to inquiries regarding the organization via written correspondence or telephone communication.

· Visitor Hosting: Support and host visitors from different countries who come to show their solidarity with our organization and its mission.

· Directory Maintenance: Regularly update and distribute a telephone directory containing contact information for members and media outlets.

HR Administration and Documentation:

· Efficient HR Documentation: Administer HR documentation, ensuring accuracy and compliance with relevant laws and regulations.

· Recruitment Assistance: Assist in the recruitment process, collaborating closely with management to identify staffing needs and shortlisting candidates for interviews.

· Recruitment Management: Manage the full recruitment and selection process, from recruiting and interviewing candidates to conducting tests.

· New Employee Orientation: Plan and conduct new employee orientation programs to instil a positive attitude toward company goals and values.

· Policy and Procedure Inquiries: Respond promptly and professionally to inquiries regarding HR policies, procedures, and programs.

· Personnel Records: Oversee the maintenance, communication, and lawful destruction of personnel records, ensuring compliance with legal requirements.

Talent Acquisition:

· Candidate Sourcing: Source job candidates by screening and testing applicants, notifying existing staff of internal opportunities, and obtaining temporary staff when needed.

· Onboarding Support: Orient new employees by providing them with orientation information packets, reviewing company policies, and explaining and obtaining signatures for benefit programs.

· Documentation: Maintain accurate and comprehensive records of human resource actions by completing forms, reports, logs, and records.

HR Support and Coordination:

· Achieving HR Goals: Contribute to the accomplishment of the HR department and organizational mission by proactively supporting HR initiatives and projects.

· Database Management: Ensure that the relevant HR database is up-to-date, accurate, and compliant with legislation.

· Document Compliance: Develop and administer HR-related documentation, including contracts and agreements, as required by law.

· Policy Communication: Revise, edit, and proofread company policies, procedures, and related documents as needed. Use various communication channels to effectively disseminate information.

· Telephone Directory: Produce and maintain the company telephone directory for easy access.

· Exit Interviews: Conduct exit interviews when required, in the absence of the supervisor.

· Administrative Support: Provide essential support to supervisors by scheduling meetings and appointments, arranging travel, taking messages, and promptly responding to telephone inquiries and emails.

· Project Participation: Actively participate in HR projects and initiatives to enhance the HR function's effectiveness and efficiency.

· Investigations Support: Assist in note-taking and gathering information/evidence for HR investigations when necessary.

· Day-to-Day HR Operations: Support the day-to-day operations of the HR department, contributing to the smooth functioning of HR duties.

· Administrative Assistance: Provide clerical and administrative support to supervisors, ensuring that HR processes run seamlessly.

Record Management and Maintenance:

· File Organization: Add new materials to file records and create new records when necessary. Maintain an orderly and efficient filing system.

· Information Retrieval: Answer questions about records and files, find and retrieve information in response to requests, and enter document identification codes into systems for document retrieval.

· File Maintenance: Eliminate outdated or unnecessary materials by following file maintenance guidelines and legal requirements. Dispose of files as required or transfer them to inactive storage.

· Inspections: Perform periodic inspections of materials or files to ensure correct placement, legibility, and proper condition. Modify and improve filing systems or implement new ones as needed.

· Storage Management: Place materials into appropriate storage receptacles, such as file cabinets, bins, or drawers, based on classification and identification information.

· Classification: Sort or classify information according to content, purpose, user criteria, or chronological, alphabetical, or numerical order.

· Tracking: Keep accurate records of materials filed or removed using logbooks or computer systems. Track materials to ensure borrowed files are returned.

Office Administration and Support:

· Forms Design: Design forms related to filing systems and assist in creating efficient office processes.

· Material Gathering: Collect materials to be filed from various departments and employees.

· Mechanized Files: Operate mechanized filing systems to retrieve needed records efficiently.

· General Office Duties: Perform general office tasks, including typing, operating office machines, and sorting mail.

· Microfilm and Microfiche: Retrieve documents stored in microfilm or microfiche and place them in viewers for reading.

· Front Desk and Reception:

· Visitor Management: Greet and assist visitors, coordinate meeting rooms, and ensure a welcoming reception area.

· Courier Services: Handle the couriering of products and documents as needed.

· Office Administration: Assist with office administration tasks, including record-keeping, letter writing, faxing, and emailing.

· Stationery Management: Take charge of ordering office stationery supplies to ensure smooth office operations.

· Mail Coordination: Sort and distribute incoming and outgoing mail flow, route calls to specific individuals, and operate the switchboard.

· Phone Handling: Answer phones, take messages, and provide relevant information to callers. Manage staff movements and appointments.

· Meeting Coordination: Coordinate meetings, including organizing catering and ensuring meeting spaces are prepared.

· Office Supplies: Coordinate the repair and maintenance of office supplies and equipment.

· Project Coordination: Collaborate with the National Teaching Awards (NTA) Adjudication panel, ensuring smooth operations. This includes managing attendance records, organizing S&T claim forms, and assisting in planning NTA functions.

· Efficient Office Management: Take charge of office operations, handling telephone communications, message taking, filing, record-keeping, correspondence drafting, faxing, emailing, and office supplies procurement.

· Event Management: Play a crucial role as a Project Assistant for the Mandela Day Ceremony, responsible for venue setup, material procurement, and agenda preparation.

· Recruitment Support: Assist in the recruitment and selection of principals by participating in interviews, assessing presentation and computer skills, and overseeing tasks.

· Financial Record-Keeping: Maintain financial records by preparing journals, tracking school expenses, and income, including water and electricity bills. Manage payments throughout the year.

· HR Recruitment Assistance: Aid in the recruitment of Markers, Chief Markers, and Admin Assistants for the Annual National Assessment (ANA).

· School Support: Aid with school inquiries, deadlines related to CEMIS and EduInfo Search, and the registration process for new schools, managing learner and staff applications.

· Event Coordination: Handle venue bookings, meeting setups, and presentations. Maintain attendee registers and distribute information to various departments and schools.

· Information System Management: Register employees for Information Systems usage, including DEMIS, CEMIS, HC-LMS, and EduInfo Search. Manage the booking of cameras and laptops.

· Front Desk Presence: Work at the front desk, managing daily inquiries, telephone calls, and guiding visitors. Ensure a welcoming and efficient environment.

· Appeals Support: Assist with appeals from schools, including receipt management, sorting, letter typing, and report editing for communication with parents and schools.

· Workshop Participation: Engage in school workshops to collect information, capture workshop moments through photography, compile data, and distribute information and photos to all schools.

· Textbook Distribution: Assist in counting, sorting, and distributing textbooks to designated schools.

· Meeting Facilitation: Convene and organize meetings between managers, parents, and schools, and handle stationary orders and workshop/meeting material printing.

· Support for New Schools: Assist newly established schools with learner applications and parent inquiries, collating information for reports.