Human Resources Assistant

"The role is responsible for providing administrative support to the facility management.   The functions include human resources, procurement and miscellaneous administration.The position ensures that routine administration is accurately completed through following policies & procedures and upkeeping professional standards."                                                      HR Administration                                                                                                                                                Updates working documents as per routine or as delegated by the FM.             Completes the daily attendance register.                                                                      Updates the attendance book ('red book') daily and communicates changes to HR via the appropriate platform.                                                         Prepares files for new employees, submits employee appointment documents to FM for completion and submits to HR- and Payroll- departments.   Contacts absent staff members to obtain reason for absenteeism, informs them of proof required (sick leave or family responsibility leave) and informs the relevant manager.                                                                                                   Obtains and files proof of leave from staff (sick leave or family responsibility leave). Keeps the staff leave records updated.Assists the FM with leave reconciliation as required.   Issues monthly payslips to staff.Submits staff pay queries to HR and provide feedback to staff.Updates and distributes changes to weekend duty planner to relevant parties.Checks that daily inservice training is done and files necessary documentation.                                                                                                                                                     Procurement Administration                                                                                                                                            Prepares, issues, completes (where relevant) and submit order forms to procurement (after management sign off).       Orders and issues stationery.                 Captures and submits creditor invoices and related documents to accounts.Assists accountant by printing and distributing debtor invoices, and follows up on outstanding payment.          Follows up on outstanding supplier payments with allocated accountant.      Assists manager with monthly charging.           Receives billing queries, investigates and provides feedback to debtors.          Assists with script administration and blister pack ordering from the pharmacy.Captures and updates meal tickets/bookings and shares it with procurement and the food & beverage department.                                                                                                                                                                                                                                                                                Miscellaneous Administration                                                                                                                                                                                                                                                                                                             Prints, scans, uploads and correctly files (digital and hard copies) operational documents, records and reports.          Updates, displays and distributes menus (and diet lists).Updates condemning file as necessary.             Prepares necessary documents for new/potential residents (according to the new residents checklist).           Conducts monthly panic button tests.               Takes and compiles meeting minutes.                Monitors the admin email and reports, responds, and follows up as appropriate.Assists manager with routine and adhoc admin tasks, as delegated (e.g. compilation of the monthly report).                                                                                                                                                                                                                                                                     Professional Engagement                                                                                                                                                Interacts with all stakeholders (co-workers, managers, residents, resident families/visitors in a helpful, professional, respectful, friendly manner.Constructively participates in training & similar activities as required.               Acts as a responsible, reliable team member (e.g. willing to assist, responds constructively to corrections, reports deviations from standards)Executes instructions in a respectful, prompt, efficient, compliant manner.