ASSISTANT HR MANAGER
TOYOTA SA MOTORS
Total years of experience :14 years, 8 Months
Employee Engagement
Execute and monitor employee engagement plans
Ensure all Employee Engagement surveys are conducted and feedback results are given to each department
Assist Line Management with solutions to problem areas shown from survey.
Labour Risk Management (Industrial Relations)
Implementation of effective daily labour management by ensuring zero illegal work stoppages within the department by means of addressing Green Area Questionnaires and attending to all Grievances raised via grievance procedure
Employee Suspensions - Manage all Suspensions in the areas of responsibility by ensuring suspensions are done correctly as per policy and procedure
Disciplinary Hearings - Manage all Disciplinary enquiries in the area of responsibility by ensuring that the policy and procedure is adhered to and process is followed during the hearing process.
Disciplinary Warnings - Ensure Line Management adhere to policy and procedure when issuing counselling’s and written warnings to employees. All Final Written warnings issued in the presence of HR
Strengthening Management and Union Relationship - Ensure that all Management and Union meetings take place and address all HR matters raised.
Labour Management
Headcount Management ( Salaried/Hourly) at Operational Level
Raising all Status change documentation and ensuring complete authorization and sign off
Headcount control: Ensuring Org structures are correct
Tracking Work Habit: Absenteeism and Timekeeping
Recruitment and Selection
Legal Compliance
Employment Equity Legislation Compliance
Management of Job Profiles
Ensuring workforce movements support EE targets
EE Management
Proof read all appointment letters for compliance
This company had a Group Structure. I worked at Head Office in Durban running the entire HR and Payroll Portfolio for the whole Group. 3 of the companies were based in Gauteng. Yale Engineering - Randburg; Yale Lifting Solutions - Magaliesburg; & Pfaff Hoist & Rigging - Pretoria. Travel was required once every two months and if any Benefit administration was required e.g. Death & Disability or if there were any Disciplinary Hearings that I needed to Chair. Total Group Headcount +- 300 employees
Personnel Payroll
Responsible for the entire Payroll function for the Group (4 companies) using Sage VIP:
Leave module including reconciliation of leave for group
Preparation of Staff Package Changes
Prepare Package Schedules, Letters and Annexures Annually
Data Capture PECS information on all job profiles and compare with actuals, annually before increases
WCA, determine charges from annual reconciliation
Personnel Accounting
Monthly preparation of reports for the group
Reconcile Salaries Control Account for the group
Reconcile all accounts to General Ledger for the group
Human Resource Functions
WCA Claims
Statutory submissions and Company Documents
Register companies at SARS for PAYE, SDL, UIF, & WCA.
Register with SETA and MEIBC
Monthly submissions of UIF to department of Labour.
WCA determine costs and headcounts for annual return
WCA Submit Annual Return - WAS8 (application for Letter of Good Standing)
Industrial Relations
Disciplinary Action - Verbal Warning and Written Warnings
Disciplinary Action - Participate in disciplinary procedures related to Written Warnings and dismissal enquiries.
Ensure that all disciplinary action is properly recorded and updated
Compile all Warning Letters with the assistance of Management and Legal Advisor
Take minutes at all disciplinary hearings and keep on file
BEE
Prepare Employment Equity Reports for the Group and do all online submissions
Prepare Employment Skills Schedules needed for BEE submission
Compile data for BEE verification on skills, management, equity, and learnerships
Maintain and update all Equity, Skills, Training and Management information on VIP
Benefits Administration
Maintain Employee files and update these regularly
Prepare and Manage all Death and Disability Claims within the group.
Prepare and Manage all Withdrawals within the group.
Arrange all confidential medicals required for group
Recruitment
Arrange the contract with the Personnel Agency, ensure it is signed and in place.
Compile the job specifications together with relevant manager
Draw up the internal advert for position offered
Advertise the position with the agency
Prepare candidate questionnaire
Assist with initial interview
Arrange panel interview with management
Arrange technical interview with relevant superior
Conduct reference checks
Prepare a short resume on all candidates for management
Training and Development
Evaluate all the staff on an on-going basis to determine training needs
(Performance Management)
Compile training needs analysis
Assist Management with selecting the correct training for BEE purposes
Assist management with conducting a Gap Analysis for all positions
Assist managers with KPA’s and KPI’s for all job profiles
Assist managers with the compilation of job descriptions
Assist managers with grading all positions (Patterson’s and MEIBC)
Evaluate NQF and SAQA levels for training institutions
Source suitable accredited training facilities/institutions
Skills Development
Submit ATR and WSP for the group annually
Maintain Training files for the group
Keep a record of all training that takes place within the group.
Contracts
Compile Standard Letters of Appointment for all companies
Draft Study Loan Agreements with Legal assistance
Draft Loan Agreements with Legal assistance
Manage all Germany (Head Office) questionnaires and training with regards to staff and headcount.
Payroll and Benefits Support
Responsible for Prospecton and East Coast Region. (Manufacturing site, Regional Office and 8 Depots)
Manage Document Flow and communication w.r.t Payroll and Benefits between the Regions and the Payroll Service Centre and SAB Head Offices in Johannesburg.
Assisting Employees with HR and Payroll Queries
New and Changing of Banking details
Package Structures (Increases and Changes)
3rd Party queries and Garnishee queries
Assist illiterate employees
Administer one on one sessions with all new employees and exit employees to compile all necessary documentation and attend to follow ups
Assisting families of deceased employees with Death benefits and Funeral claims
Assisting all ex-employees with relevant queries and documentation
Assist all employees with Medical Aid queries (Set up meetings with Medical Aid Rep and employees once a month.)
Compile O&G Reports, update these monthly and distribute to both Regions
Control and administer Bursaries, Loans and Garnishees
SAP HR Reporting: Labour Broker reports; Headcount reports; Overtime Reports; Man Hours reports; Leave reports; Bursary reports; Audit reports
UIF and Provident Fund forms controlled and administered
Check compliance of all loans and expense claims
Distribute IRP5’s and Payslips to Employees.
Attend to all queries relating to employees Salaries (overtime, shift allowance, short-payments,
advances, leave pay, deductions etc)
Apply Performance Management and Support Self and Team development
Work in Teams in Goal Driven Organisation
Payroll
Entire wage function of 320 weekly paid staff using VIP Premier Softline Programme.
Editing and transferring of weekly hours/time and attendance data using Kronos Timekeeper
Monthly payments to all 3rd Parties (Garnishees and Maintenance etc)
Printing weekly and monthly reports
Implementing deductions
Housing Loans (from Provident Fund)
Provident Fund Claims (Death, Disability, Withdrawal) - Two Provident Funds administered by
Sanlam and Metropolitan
Sick pay schedules
Salary Schedules for transferring of Salaries for monthly paid staff
Employee Leave Schedules
Year -end Bonuses and service awards
WCA
Administering all IOD claims
Compiling Reports and sending them off to Labour Department
Follow up’s and Issuing of UIF forms
Employee Files
General administration and record keeping
Ensure all documents are filed correctly
Ensure all employee files meet business HR standards
Issuing of Code of Conduct, Letters of Appointment and HR Documentation
Confirmation of employment
Training
Update Training Matrix
Schedule Apprentice & learner training
Schedules Training Courses: First Aid; Hyster/Forklift Drivers; Training Supervisors and Health & Safety, Fire Fighting, ABET, Internships.
Update and maintain training files
Schedule and follow up staff training - general
Compiled and submitted Annual Training Report and Workplace Skills Plan for the organisation to submit to SETA to claim back grants.
Submit Mandatory and Discretionary grant Data on an annual basis
Industrial Relations
Issue warnings - verbal - Final written warnings
Schedule Enquiries
Prepare paper work and take minutes
Ensure proceedings are procedurally correct according to LRA and BCEA
Liaise with Both Unions CEPPWAWU and OCGAWU
Meetings with Shop stewards onsite to get a general update - (6 shop stewards -3 per union)
All administration for both unions.
Employment Equity
Prepare BBBEE report for annual submission
Monthly EE stats prepared and given to Directors
Ensure recruitment is in line with employment equity standards
Policy & Procedure Management
Ensure all line managers are familiar with company policy
Ensure new policies and changes to current policies are shared with staff
Grievance Policies & Hearings
Ensure staff are familiar with the Grievance procedure
HR Projects & Change Management
Assisted in the implementation of relevant HR projects and initiatives as well as ensured their completion
Assisted in the implementation of change interventions as and when required
Performance Management
Supported Managers with managing employee performance
Recruitment & Selection
Managed the recruitment of new employees according to recruitment policies and procedures
Ensured that induction took place to familiarise new employees with company policy, procedures, organisational values and day to day operations.
Collective Bargaining Workplace Forums Industrial Action Dispute Resolution Dismissal Unfair Labour Practice Other Labour Legislation
Industrial Psychology-Work, Health & Ergomnomics Organisational Psychology- Learning for The Work Place Community Psychology Research Methods, Measurement & Observation (Statistics) Youth, Risk & Interventions Industrial Psychology - Labour Relations Industrial Psychology - Organisational & Developmental Psychology Of Personality Cognitive Psychology