HR Assistant

University of Fort Hare; South Africa; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A prominent educational institution in South Africa is seeking an HR Assistant to support various HR functions including recruitment, employee records management, and compliance. The ideal candidate should have a Matric and relevant HR qualification, with 2-3 years of experience in HR administration. Key responsibilities include supporting onboarding processes, maintaining HR records, and assisting with payroll input. This role offers an opportunity to contribute to a fast-paced HR department within an established organization.

Qualifications

• 2-3 years’ experience in an HR administrative or HR assistant role.
• Working knowledge of HR processes across the employee lifecycle.
• Computer literate with strong MS Office skills.

Responsibilities

• Provide comprehensive HR administrative support across the employee lifecycle.
• Assist with payroll administration preparations.
• Maintain up-to-date and accurate employee records.

Skills

HR administration

MS Office

HR systems knowledge

South African labour legislation

Education

Matric

HR diploma/degree or equivalent

Job description

Human Resources / Recruitment / Staffing / TES

About the role

Our client is looking for an HR Assistant to join their busy fast‑growing company based in Cornubia. Purpose of the role is providing comprehensive HR administrative and coordination support across the employee lifecycle – from recruitment and onboarding to HR records, leave management, compliance and employee relations administration so that the HR function runs smoothly and professionally.

The HR Assistant will support payroll administration (e.g. preparing input) but will not be required to process payroll.

Requirements

• Matric
• Relevant HR qualification (HR diploma/degree or equivalent) preferred.
• 2–3 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.

Minimum Requirements:

• Matric
• Relevant HR qualification (HR diploma/degree or equivalent) preferred.
• 2–3 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.

Key Performance Areas:

Recruitment & Selection Administration

• Draft and post job adverts on approved platforms.
• Screen CVs according to agreed criteria and prepare shortlists for line managers.
• 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.
• Co‑ordinate 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 for HR Manager (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 manager with 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 escalation where necessary.
• Assist HR manager 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 HR 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

• 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 manager.
• Maintain a secure log of payroll input changes (effective dates, approvals).
• Respond to employees’ basic payroll‑related queries by checking status with manager, without disclosing or accessing salary information.