HR Administrator

Job Description    

• RCL Foods is recruiting for a driven, highly energized and people focused HR Administrator within the baking business unit.
• The suitable candidate will be responsible to ensure effective Human Resources support to the business unit/factory through adequate delivery of HR Services, practices, procedures.
• This role will be based in Durban and reporting to the HR Business Partner.
• This role is a Fixed term role.

Minimum Requirements    
Education and Qualification

• Degree in Human Resource Management
• Valid Code EB drivers’ licence and Own car (Travel in required for this role)

Experience and Training 

• Must have at least 2 years’ experience as a HR role.

Duties & Responsibilities    
Talent Administration

•  Provide all recruitment administration support for A and B Bands appointments within 30 days of vacancy. Occasionally assist in recruitment administration support in C Band appointments in the absence of the HRP.
• Ensure all ITC checks, reference and criminal record checks are carried out fully and in a timely manner.
• Ensure all Entry Medicals are arranged and executed for all appointments
• Announce new appointments by the 3rd of every month.
• Manage the new joiner process from offer letter through to joining instructions and onboarding.
• Provide HR support and advice to employees and line managers, explaining policies and procedures in a timely and effective manner.
• Handle maternity, paternity, adoption and parental leave processes and queries.
• Handle health, safety and IOD processes and queries.
• Administer the performance management system.
• Enter data into the HR system so that accurate records are maintained.
• Provide data for and prepare management information reports weekly on a Monday.
• Liaise with payroll and assist with payslips queries within 24 hours of receiving same.
• Process medical aid / fund entries and withdrawals.
• Process death and disability claim documents.
• Capture disciplinary records into SAP and on ER spreadsheet.
• Administer the recording of absence.
• Administer the recording of leave.
• Administer the probationary review periods.
• Maintain the personnel filing system and safeguard the files and documentation.
• Manage the leave administration process.
• Distribute/disseminate policies and convey related communication.
• Administer training and bursary documentation.
• Ensure that all employment equity deviation paperwork and reports are submitted and filed.
• Answer all channelled HR administration-related queries from employees and managers in the business and ensure their resolution in accordance with service standards.

Resourcing

• Process permissions to recruit (workflow).
• Process the offers of employment/negotiation.
• Ensure that the Resourcing process is adhered to and jobs are timeously advertised on the recruitment platforms and tracked.
• Supervise the onboarding orientation of new employees.
• Obtain onboarding/on the job training registers and capture on the training spreadsheet.

Organisational Design 

• Liaise with Line Managers to get rationale for proposed positions, draw up new proposed org and submit to HRBP for sign off.
• Manage and update business organisational structure on SAP and ensure that all structures are up to date.
• Drive change management initiatives in line with the business and organisational objectives

Payroll 

• Meet the payroll deadlines monthly.
• Ensure all leave forms are captured within 24 hours of receiving the leave forms.
• Ensure all terminations are submitted within 24 hours of receiving same.
• Ensure all timesheets are certified/approved by no later than the first of each month.
• Ensure all TES are loaded onto the T&A system and TES no longer in use are removed. HRP to audit every three months.
• Any hours edited in excess of 10 hours must be reported to the HRP.
• Monthly headcount report to be provided to HRP
• Prepare and issue all termination paperwork to terminated employee within 48 hours of termination.
• Ensure that Exit medical is arranged.
• Ensure all maternity leave processes are completed at least one month prior to the commencement of maternity leave.
• Assist and close-off all provident fund applications from obtaining documentation from employee to submitting to payroll to employee payout.
• Ensure TES records are accurate and up to date.
• Ensure TES clock in hours match the roster and TT daily.

Training Development 

• Facilitate HR training including adhoc refresher for employees and Line Managers.
• Capture all internal and external training spreadsheet.

BBBEE

• Capture all training onto the BBBEE spreadsheet
• Capture all donations onto the BBBEE spreadsheet
• Ensure we have the donation thank you letters for monthly donations

Employee Relations

• Provide advice to line managers regarding the conduct and misconduct management processes.
• Provide support in investigations for disciplinary and grievance procedures.
• Review practices to ensure statutory compliance and regularly provide guidance to line managers.
• Participate in consultations with organised labour.
• Represent the organisation at CCMA (Conciliation and Arbitration)
• Chair the monthly meetings with Shop Stewards in the absence of HRBP.
• Manage and coordinate employee wellness including coordination of clinics, KKS, and capacity in meetings.

HR Administration

• Manage new employee on-boarding process.
• Manage terminations and exit interviews. 
• Manage the capturing of HR information and data into the relevant systems and assure the integrity of the data.
• Provide advice and information to management and employees on HR policies and procedures, including equal opportunity, anti-discrimination and occupational health and safety programmes.
• Advise management on work matters, career development, personal problems and industrial matters.
• Counsel employees on policies and rules relating to employment policies and programmes, and on the company’s rules and regulations.
• Prepare and process employment and personnel reports and surveys.
• Provide advice and assistance to staff members regarding possible discrimination on the basis of race, religion, non-relevant physical or mental disability, sex and age.
• All payslips and payslip queries to be handled within 24 hours of receiving same.
• All departments must be visited once per week and depots once per month. Weekly visits into the operational departments for employee check-ins with a report provided to the HRP within 24 hours of the check-in.
• All filing to be done weekly.
• Ensure Incentive stats are updated and communicated monthly and quarterly.
• Ensure the 2x Coffee with Q/Management sessions progress monthly with call to actions updated on Tracker.
• Ensure suggestion boxes are emptied weekly and feedback given within 48 hours of receiving the content.
• Oversee the Recognition Awards monthly.
• Monthly payroll query sessions with feedback to HRP within 24 hours of the session.
• Attend monthly departmental meetings with HOD and provide feedback.
• Minute taking in meetings.
• Assist in Adhoc HR functions where necessary.
• KPI’s
• Reduction of Disciplinary and CCMA Cases 
• Drive statutory compliance in terms of BCEA.
• Accuracy and completeness of records and documentation
• Administration turnaround times
• Client satisfaction rate

Deadline:27th June,2026