HR Intern

Pharma Dynamics (Pty) Ltd; Wes-Kaap; On-site; ZAR 180,000 - 280,000; Full time

Job summary

Pharma Dynamics (Pty) Ltd in South Africa requires an HR administrator to manage electronic personnel files, onboarding/offboarding, and HR systems. You will keep employee records accurate, collate documentation, and support reporting and dashboards for HR leadership.

The role involves maintaining SuccessFactors and Sage records, assisting with system improvements, and ensuring data compliance through routine audits. A diligent, detail-oriented candidate with strong admin skills is preferred.

Qualifications

• Experience with HR data management and electronic personnel files.
• Ability to maintain up-to-date employee records and assist with audits.
• Familiar with HRIS/databases and reporting processes.

Responsibilities

• Maintain electronic personnel files and new employee records.
• Assist with HR databases and systems enhancement.
• Update employee information in HR systems and SuccessFactors/Sage.
• Conduct data audits for accuracy and compliance.
• Prepare HR reports, data summaries and dashboards.
• Support onboarding, offboarding and recruitment administration.

Skills

HR systems

Data integrity

Recruitment administration

Documentation management

Compliance monitoring

Tools

SuccessFactors

Sage

Job description

• Ensure that electronic personnel files are maintained and kept up to date for all employees.
• Open new employee files and collate all required documentation.
• Assist with the implementation, maintenance and continuous improvement of HR databases and systems.
• Maintain and update employee information within HR systems.
• Assist with maintaining employee records in SuccessFactors and Sage.
• Conduct routine audits of employee data to ensure accuracy, completeness and compliance.
• Prepare HR reports, employee data summaries and dashboards as required.
• Support the maintenance of organisational structures and employee master data.
• Assist with record retention and document archiving in accordance with company policies and procedures.

Key Responsibilities

• Ensure that electronic personnel files are maintained and kept up to date for all employees.
• Open new employee files and collate all required documentation.
• Assist with the implementation, maintenance and continuous improvement of HR databases and systems.
• Maintain and update employee information within HR systems.
• Assist with maintaining employee records in SuccessFactors and Sage.
• Conduct routine audits of employee data to ensure accuracy, completeness and compliance.
• Prepare HR reports, employee data summaries and dashboards as required.
• Support the maintenance of organisational structures and employee master data.
• Assist with record retention and document archiving in accordance with company policies and procedures.

Employee data management

• Ensure that electronic personnel files are maintained and kept up to date for all employees.
• Open new employee files and collate all required documentation.
• Assist with the implementation, maintenance and continuous improvement of HR databases and systems.
• Maintain and update employee information within HR systems.
• Assist with maintaining employee records in SuccessFactors and Sage.
• Conduct routine audits of employee data to ensure accuracy, completeness and compliance.
• Prepare HR reports, employee data summaries and dashboards as required.
• Support the maintenance of organisational structures and employee master data.
• Assist with record retention and document archiving in accordance with company policies and procedures.

New Employee Induction and Employee Offboarding

• Coordinate and administer all new joiner onboarding and employee offboarding activities.
• Liaise with IT to coordinate the setup of hardware, software and system access requirements for new employees prior to commencement.
• Liaise with line managers and the Facilities Supervisor regarding office setup requirements for new employees.
• Monitor and track the completion of mandatory onboarding activities.
• Ensure the timely release of Exit Questionnaire surveys and coordinate Exit Interviews with the HR Manager.
• Ensure the completion, collection and filing of all offboarding documentation.
• Liaise with employees, line managers and IT to facilitate a seamless offboarding process, including the removal of access rights, email groups and software licences.

Performance Management in SuccessFactors

• Train new employees on Objective Management in SuccessFactors within 30 days of commencement.
• Notify line managers when new employees reach their 30-day milestone to facilitate the completion of goals in SuccessFactors.

Recruitment Administration

Pharma Dynamics Jobs Portal

• Updates and maintains the Pharma Dynamics online jobs portal and other processes to ensure vacancies are live on the appropriate mediums
• Upload and deactivate new vacancies as they arise

Recruitment and Selection

• Assist with drafting and posting vacancy advertisements.
• Screen applications against minimum job requirements and assist with candidate longlisting.
• Schedule interviews, psychometric assessments and coordinate interview logistics.
• Prepare recruitment packs and interview documentation.
• Maintain communication with candidates throughout the recruitment process.
• Conduct pre-employment screening, reference checks and employment verification processes for preferred candidates.
• Assist with employment offer and contract administration.
• Collaborate with the Executive Assistant to coordinate travel and accommodation arrangements for candidates and new hires where required.
• Ensure all recruitment documentation is accurately maintained and electronically filed.
• Maintain recruitment databases, recruitment trackers and associated metrics.
• Ensure that all new employee onboarding documentation, including medical aid and provident fund documentation, is completed and submitted.

Learning, Skills Development And Employment Equity

• In conjunction with the Senior Director: HR, ensure all internal training activities are recorded and supported by signed attendance registers.
• Record external training activities for skills development reporting purposes.
• Assist in coordinating and administering learning and development programmes.
• Maintain training records, databases and attendance registers.
• Assist with the preparation and submission of Workplace Skills Plans (WSP), Annual Training Reports (ATR) and related SETA documentation.
• Support the preparation of Employment Equity reports, statistics and supporting documentation.
• Assist with Employment Equity Committee administration, meeting coordination and minute-taking.
• Monitor and track the completion of mandatory compliance training.
• Assist the Senior Director: HR with the annual compilation and submission of skills development information.

Policies and Procedures

• Maintain and update HR policies, procedures and related documentation.
• Ensure the latest approved policies are distributed through Policy Passport and uploaded to the company intranet.
• Maintain standardized HR templates, including letters of appointment, maternity leave documentation, fixed-term contract templates and related correspondence.

Employee Wellness and Engagement

• Collaborate with the HR Manager and Facilities Manager to plan and execute company-wide wellness, engagement and social initiatives.
• Assist with the planning, coordination and administration of employee wellness programmes and engagement activities.
• Support communication campaigns related to employee wellness, benefits and employee experience initiatives.

HR Systems Administration

• Provide first-line support to employees regarding HR systems and processes.
• Assist with user access administration and system permissions across HR platforms.
• Conduct system testing related to new HR processes, workflows and system enhancements.
• Maintain HR system user guides and process documentation.
• Support HR data integrity initiatives and quality assurance activities across all HR systems.

HR Operations Support

• Coordinate HR Team meeting agendas and associated administration.
• Conduct employment verification requests and confirmations of employment for third parties.
• Draft standard HR correspondence and employee-related letters, including visa, SARS and employment-related documentation.
• Manage staff notifications and HR-related communications on the intranet.
• Collaborate with the Digital Team in managing HR-related social media content and communication initiatives.
• Administer Policy Passport and related HR systems processes.
• Coordinate Long Service Award administration, including monthly employee communications.
• Submit employee information to Lupin for the creation and maintenance of SAP Concur profiles.
• Maintain and update the Sage-SuccessFactors Employee ID listing.
• Maintain and update the EMEA Compliance Employee List on a monthly basis.
• Maintain and update HR Standard Operating Procedures (SOPs).
• Coordinate and maintain HR forms, templates and supporting documentation.
• Support internal and external HR audits and compliance reviews.
• Assist with HR projects, departmental initiatives and continuous improvement activities.
• Assist with payroll-related administration and reporting requirements.
• Maintain the confidentiality and integrity of all employee information.
• Perform any other HR administrative duties and responsibilities as assigned from time to time.