HR Assistant

Talented Recruitment; Durban; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A leading recruitment agency in Durban is looking for an HR Assistant to support various HR functions including recruitment, onboarding, and payroll input. The ideal candidate should have a minimum of 3 years experience in HR administration and be proficient in MS Office. They must be well-organized, maintain confidentiality, and display strong communication skills. The role requires a proactive approach to handle HR queries and assist with employee record maintenance.

Qualifications

• Minimum of 3 years experience in HR administrative or HR assistant roles.
• Working knowledge of HR processes across the employee lifecycle.
• Familiarity with South African labour legislation is advantageous.

Responsibilities

• Assist with recruitment and selection administration.
• Maintain employee records and HR documents.
• Support onboarding and induction processes.
• Capture and update leave on HR systems.
• Act as a first point of contact for HR queries.

Skills

Communication skills

Organizational skills

Interpersonal skills

Attention to detail

Confidentiality

Proactive attitude

Education

Grade 12 (Matric)

Relevant HR qualification (diploma/degree)

Tools

MS Office (Word, Excel, Outlook)

Job description

The HR Assistant will also assist with payroll preparation (such as compiling inputs), but will not process payroll or access individual salary details.

Key Responsibilities

Recruitment & Selection Administration

• Draft and post job adverts on approved platforms.
• Screen CVs according to agreed criteria and prepare shortlists for management.
• Schedule interviews, confirm times with candidates and interviewers, and send interview packs.
• Conduct reference checks and qualification verifications where required.
• Prepare regret letters / emails and maintain a pipeline of suitable candidates for future roles.

Onboarding & Induction

• Prepare offer packs and employment contracts using approved templates.
• Collect and check all new starter documentation (ID, banking details, tax forms, next-of-kin, qualifications, etc.).
• Capture new employees on HR systems and maintain digital and physical personnel files.
• Coordinate first-day logistics (IT access, workstations, name tags, welcome packs, induction schedules).
• Ensure completion of induction checklists and probation review forms in line with company timelines.

HR Administration & Employee Records

• Maintain up-to-date, accurate employee records (personal details, job titles, contracts, performance reviews, warnings, training, etc.).
• Ensure all HR documents are properly filed (electronic and hard copy) and easily retrievable.
• Draft HR letters using templates (confirmation of employment, change in details, warnings as instructed, etc.).
• Support the preparation of HR reports (headcount, movements, leave usage, etc.).

Leave & Time-and-Attendance

• Capture and update leave on the HR / leave system.
• Track and reconcile leave balances and flag anomalies or excessive leave usage.
• Assist with time-and-attendance reporting, liaising with line managers to correct missing punches / queries.
• Provide consolidated monthly leave and attendance summaries for payroll input.

Employee Relations & HR Support

• Be a first point of contact for routine HR queries (leave, policies, basic benefits questions) and elevate where necessary.
• Assist with preparation of documentation for disciplinary hearings, incapacity processes and counselling sessions (notices, minutes templates, packs, etc.).
• Take and type up minutes of HR meetings, hearings and consultations when required.
• Help communicate HR notices, policies and announcements in a clear and professional way.

Training & Development Administration

• Maintain training records and training matrix for all employees.
• Assist with booking training venues, invites, attendance registers and feedback forms.
• Capture training completed and certificates received onto the HR system / personnel files.

Compliance & HR Policies

• Ensure all HR filing and processes comply with company policies and relevant labour legislation.
• Support Manager in keeping HR policies and forms up to date and correctly distributed.
• Assist with preparation for audits (internal, external, B-BBEE, etc.) by providing HR documents and reports.

Payroll Support (Without Salary Access)

• Important: This role supports payroll input but does not process payroll or view salary amounts. Payroll processing and all salary data remain strictly with Management.
• Collect and verify monthly payroll input documents (new hires, terminations, changes in hours, overtime, allowances, unpaid leave, etc.) from line managers.
• Check that input is authorised and correctly documented before submitting to Management.
• Maintain a secure log of payroll input changes (effective dates, approvals), without seeing salary values.
• Respond to employees basic payroll-related queries by checking status with Management, without disclosing or accessing salary information.

Minimum Requirements

• Grade 12 (Matric).
• Relevant HR qualification (HR diploma / degree or equivalent) preferred.
• 23 years experience in an HR administrative or HR assistant role.
• Working knowledge of HR processes across the employee lifecycle.
• Computer literate strong MS Office (Word, Excel, Outlook), HRIS / HR systems exposure an advantage.
• Familiarity with South African labour legislation (BCEA, LRA, etc.) is advantageous.
• High level of confidentiality and professional discretion.
• Strong organisational and administrative skills; excellent attention to detail.
• Able to work methodically, manage multiple tasks and meet deadlines.
• Good written and verbal communication skills.
• Strong interpersonal skills approachable, calm and supportive.
• Proactive, solution-oriented and willing to "get stuck in".
• High level of integrity and ethical conduct.

Behavioural Attributes

• Trustworthy and discreet with sensitive employee information.
• Service-orientated supports both Management effectively.
• Team player, but able to work independently with minimal supervision.
• Positive, professional attitude and aligned with company values.