South Africa

HR Shared Services Manager JG12 – 12 months FTC

Company SBV Services
Reference # HRSSM/0104
Published 01/04/2021
Contract Type Contract
12 Months
Salary Market Related
Location Houghton, Gauteng, South Africa
SBV currently seeks a HR Shared Services Manager for a 12-month Fixed Term contract.
The successful individual will be responsible for the integrity and effectiveness of the HRIS, HR data and the transactional processes within HR. Responsible for the implementation of Human Resources policies, systems, and procedures.
Job Functions Advisory,Data Management,Human Resources,Management
Industries Cash Services and Security
Responsible for the management of Transactional processes and procedures within HR for National SBV
•Responsible to manage and maintain the effectiveness and efficiency of transactional processes within HR, recommending and implementing improvements where applicable.
•Accountable to support and drive the support of the Employee wellness processes within SBV
•Responsible for the end to end management of all transactional admin within SBV for example:
o Engagements
o Terminations
o Promotions
o Demotions
o Transfers
o Long Service
o Salary Adjustments
o Leave Encashments
o Etc.
•Partner with the Payroll Manager for alignment between the relevant systems and resolve related queries.

Transactional Administration Governance
•Responsible to document the process flows inclusive of agreed upon turnaround times per transactional admin process and communicate, apply and monitor compliance at centre level.
•Liaise with the relevant stakeholders to address non-compliance and escalate where necessary.
•Track, report and present on service levels in relation to the agreed upon turnaround times with the relevant parties
•Responsible for the end to end management of all Transactional Administration policies and procedures and create awareness campaigns for national roll-out.
•Review, update and implement all Transactional Administration checklists in collaboration with Payroll to validate agreement and relevance and monitor compliance.
•Create, review, update and implement standard templates to accompany the relevant checklists in relation to terms and conditions and monitor compliance thereof.
•Create and maintain a repository in terms of all required documentation (i.e. contracts of employment, promotion letters, demotion letters etc.)
•Accountable for the annual internal and external audit linked to Transactional Admin and systems

Employee Record Administration
•Audit both electronic and manual employee records in accordance with company standards, report audit findings with relevant teams and monitor unlit resolution.
•Monitor the turnaround times in terms of the creation and storing of employee records, taking corrective action where required.
•Load and approve where applicable, invoices on Fraxion and escalate any discrepancies.

Leave Management
•Control and maintenance of the Leave Module on the relevant system.
•Responsible for the end to end management of all Leave Management policies and procedures, create awareness campaigns for national roll-out and implement training across the organisation where required.
•Continuously align Leave Management processes with legislative and company standards for compliance.
•Establish standard templates, implement version control and monitor practice within the company.
•Manage the leave cycle on ESS as the Superuser.
•Audit the leave groups for accuracy and completeness and rectify where necessary.

Time & Attendance
•Continuously align time and attendance processes with legislative and company standards for compliance.
•Liaise with the relevant vendors for correction of any discrepancies relating to time and attendance and apply changes across the business through awareness campaigns.
•Responsible for the end to end management of all Time and Attendance policies and procedures, create awareness campaigns for national roll-out and implement training within the relevant business unit.
Alignment with Payroll
•Drive and attend HR / Payroll alignment sessions to generate responsiveness of changes within either environment which may impact the employees or systems
•Partner with payroll on any new projects to assist with a seamless integration between the departments

•Compile, consolidate and submit applicable reports weekly to the relevant stakeholders
•Track trends applicable to your designated area and compile and submit trend analysis to the relevant stakeholders
•Assist with any other reports as specified by management or other stakeholders

HRIS Control and Management
•Manage and monitor the HRIS on a daily basis, taking corrective action where need be
•Responsible for the first and second level application support in terms of the below:
•Represent HR at the Change Advisory Board for changes to the system
•Partner with IT to ensure backups and downtime are minimal for the HR systems
•Responsible to ensure the correct access rights are provided by the HRIS Consultant to HR Employees
•Monitor the turnaround time of the addition or removal of HR employees on HRIS systems
•Monitor the service levels of systems queries as per agreed upon parameters
•Responsible for the data integrity on all HRIS

Vendor Management
•Act as the SBV representative for all HR systems, demonstrating a high level of understanding of the SBV and HR environment
•Drive and manage the delivery solutions from the Vendor.
•Review and approve all scopes of work, pilot documentation and documentation from the Vendors prior to submitting it for final approval.
•Lead the implementation of changes and or solutions in the SBV environment, following the applicable governance.
•Craft, review and propose appropriate Service Level agreements with all the vendors
•Review and approve all invoices and hours billed for solution delivery

Project Management
•Lead all projects linked to the HR systems ensuring the successful outcome.
•Lead all projects linked to the automation and digitisation of Transactional Admin within SBV

Office Management
•manage the office equipment within the office, logging requests for aid where applicable ensuring the equipment becomes operational within a reasonable timeframe
•Responsible to ensure that the team and environment is compliant in terms of the Health & Safety requirements
Council and Union Management
•Responsible for compliance to Council Terms & Conditions and SBV exemptions, through system quality control and governance
•Responsible for system updates and maintenance in alignment with council changes
•Accountable for the education and training of HR and SBV in terms of any changes
•Liaise with Council and any relevant stakeholders to ensure SBV is contractually and legally in alignment with the required legislation.
•Review and authorise the reconciliation files provided by the Recon Officer
•Review and submit the Union membership dashboards to Senior Management on a monthly basis
•Authorise and implement controls around Union memberships

People Management
•Provide leadership to employees within SBV
•Creates a conducive environment which translates into productivity and high morale within SBV
•Inspire one’s team to deliver on key performance areas
•Adhere to legislative requirements and Group policies and procedures
•Leading the focus on talent to instil value creation for high value contributors
•Oversee one’s headcount in alignment with the principles and policies of SBV on a monthly basis. Inclusive of notifying HR of team cancellations, new business and new initiatives with the relevant documentation /approvals
•Lead and supervise the Talent Management Process within one’s centre / s
•Lead and supervise the end to end performance management process of employees
•Adhere to legislative requirements, company policies and procedures in respect of employment Health and safety practices
•Supervise overtime / illegal overtime of one’s centre/s through proper planning and staff rotation inclusive of driving the time and attendance system within one’s centre/s
•Responsible for employees to undergo the relevant training inclusive of any mandatory refreshers in conjunction with the Training Academy
•Drive leave management in alignment with SBV Policy:
•Manage, monitor and report absenteeism daily and report on monthly trends.
•Verify and approve all leave on the ESS system within policy timelines
•Manage leave planning and leave discussion via the applicable system
•Drive the daily management of kronos specifically in terms of:
•Verifying the Scheduling of employees on a rotational basis
•Approving of the overtime of the teams allocated
•Verifying and approving of paycodes and acting allowances on kronos

Manage the organisation culture within one’s centre
•Drive the department’s values while inspiring confidence and generating excitement, enthusiasm and commitment towards the mission.
•Serve as a leader of the culture program driving the desired behaviours and encouraging employee engagement
•Support Transformation and BBB-EE initiatives to ensure sustainable alignment to the company scorecard

Provide leadership to employees within the organisation, creating a winning culture and high morale
Lead as an Ambassador and executor of Change
•Act as a change management architect in periods of change to ensure continuity to operations
•Effectively communicate and embed new processes and procedures as they occur addressing or escalating matters / concerns to the SME’s (subject matter experts) when required
•Facilitate the necessary presentations, workshops or forums in order to ensure consistent and accurate communication is given across one’s centre/s

•5 years’ experience in the management of transactional processes and controls within a medium to large organisation of which:
•2 Year’s experience in managing HRIS
•2 years ‘experience managing employees
•Knowledge of the National Bargaining Council Road Freight Industry is preferential
•Proven ability in HR MIS construction and delivery
•Proven experience on HR Premier and ESS
•Understanding of all relevant legislation
•BA / BCOM: HR Management or 3 Year HR Diploma OR N6 Office Administration certification with 8 Years’ experience within the HR Systems Support and HR Governance field
Job Closing Date 08/04/2021
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Last Updated: 4-3-2021 []
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