HR Officer

Varsity College; Midrand; On-site; ZAR 200 000 - 300 000; Full time

Job summary

An educational institution is seeking an HR Officer for its Midrand campus. The successful candidate will manage new employee onboarding, payroll administration, and support recruitment processes. They should have a National Diploma in HR and relevant experience in HR and recruitment. The position offers a competitive salary and benefits including learning opportunities and staff discounts.

Benefits

Learning opportunities via LinkedIn Learning

Staff and family discounts on educational programs

Incentive bonus structure based on performance

Provident fund with Death & Funeral Cover

Birthday vouchers and generous annual leave

Qualifications

• 1-2 years of recruitment experience.
• 1-2 years IR/disciplinary administration.
• 3 years HR administration and operations experience.

Responsibilities

• Oversee the onboarding process for new employees.
• Administer payroll duties and compliance.
• Support campus recruitment and talent acquisition.

Skills

Advanced computer literacy

Time management

Customer service orientation

Strong communication skills

Organizational skills

Education

National Diploma in Human Resources

Advanced Diploma or Degree in HR

Job description

Direct Reporting Line :

Campus Head

Varsity College is educational brands of The Independent Institute of Education (The IIE). The IIE is registered with the Department of Higher Education and Training (DHET) to provide higher education qualifications accredited by the Council on Higher Education (CHE).

The IIE Varsity College, Waterfall Campus (Midrand) has a vacancy for an HR Officer.

Responsibilities

New Employee Onboarding & Payroll / HR Administration

• Oversees the foreign national approval and tracking process on campus for fixed term staff and ensures that no offers are made prior to receiving pre-approval from National HR in line with the Foreign National Guidelines.
• Ensures that all new employees are loaded on the Onboarding / HR Engagement APP prior to their start date and complete their details timeously via the APP in line with payroll deadlines.
• Provides payroll documentation to new employees and ensures documents are uploaded in the HR & Payroll Information System before the monthly deadline.
• Follows the manual payroll process for new employees who cannot use the APP and ensures documents meet audit and payroll requirements.
• Checks completed payroll information and supporting documentation for new permanent employees to ensure all required documents are received and meet audit and payroll requirements.
• Follows up on queries or outstanding information from onboarding profiles or manual forms.
• Captures qualification details for all new employees in the HR & Payroll Information System and uploads copies in File Manager in the starting month.
• Uploads relevant documents for each new employee in the HR & Payroll Information System and ensures correct file naming.
• Sends payroll forms requiring sign-off (e.g. P15 and Benefit Forms) to the National Payroll team in line with monthly deadlines and PoPIA.
• Ensures IT requirements are arranged before the start date (desk/laptop, email, phone, access, etc.).
• Sends a welcome email to new employees with information for their first day and notifies campus when a new employee starts.
• Greets new employees at Reception on their first day and guides them to their desk.
• Prepares the induction pack (welcome letter, campus information, organisation structure, processes, policy acknowledgements, and other onboarding materials) and customises it to campus needs.
• Conducts campus HR induction with new employees and coordinates stationery, equipment, access codes/cards, keys, and remotes as needed.
• Coordinates workspace readiness and gains sign-off of induction file from the line manager and new employee.
• Schedules campus induction with Senior Management and Campus Head during the first week of employment.
• Sets reminders for probation review documents and flags any concerns to the Performance and ER Manager.
• Reviews probation submissions for completeness and signs off as required, then forwards to the National office as needed.
• Provides first-line support for probation-related concerns and escalates when necessary.
• Issues HR & Payroll Information System login credentials and conducts system training for new employees and managers.
• Supports line managers in arranging training plans for new campus staff and stores these plans accordingly.
• Adheres to PoPIA in all onboarding and payroll administration matters.

HR & Payroll Administration for Existing Permanent and Fixed-Term Employees

• Advises employees on leave queries and processes in line with company policies.
• Captures overtime leave accurately and uploads supporting documentation to the HR & Payroll Information System.
• Processes manual P17 maternity leave forms and forwards to National Payroll for processing.
• Checks monthly mileage claims for correctness and approvals, and processes them by the deadline.
• Processes additional earnings using a P4 schedule after required approvals are in place.
• Sends personal information change forms (P38) to the National Payroll team before deadlines with proper documentation.
• Oversees foreign national approval and tracking for current fixed-term staff, including visa/permit expiry dates and extensions as needed.
• Adheres to termination procedures for resignations/dismissals/retirements and ensures termination packs are complete and uploaded on time.
• Gathers company property from departing employees.
• Completes and uploads letters and documentation for promotions or changes after OF (Request Person Info Change Form) approval.
• Communicates HR and payroll information to staff as required and advises on policies and supporting documentation.
• Ensures quality control and orderly storage of HR/Payroll documentation in File Manager or secure systems, in line with policy and PoPIA.
• Maintains version control of HR/Payroll documentation and policies on campus.
• Supports employee inquiries about benefits and liaises with external providers as required.
• Adheres to PoPIA in all HR & payroll administration for existing employees.

Administration of Casual, Invigilator and Coach Payroll

• Performs Managed Integrity Evaluation (MIE) verification checks for new Casuals, Invigilators and Coaches as required.
• Provides required payroll documentation to Casuals/Invigilators/Coaches to complete before the monthly deadline.
• Checks payroll packs for completeness, supporting docs, and audit suitability.
• Uploads payroll forms to the correct File Manager folders and ensures proper naming.
• Resolves payroll queries and ensures deadline adherence for claims.
• Ensures monthly timesheet (P23) capture for all Casuals and records Independent Contractor Annexure information for Invigilators/Coaches.
• Captures Invigilator and Coach claims monthly and verifies tax and accuracy of reports (P18).
• Obtains required sign-offs on P18 cover sheet and submits to National Payroll; investigates payment queries as needed.
• Adheres to PoPIA for processing Casual payroll on campus.

Training & Development Support

• Supports National HR Team with campus training logistics and admin requirements.
• Ensures Talent Reviews are conducted on time and stored as required.
• Gathers training and development information for the campus and supports plans to meet needs.
• Maintains Training and Development/Talent Management records per policy and PoPIA.
• Assists with online study applications and ensures policy compliance.
• Adheres to PoPIA in all training and development support on campus.

First Line Disciplinary / Performance Management Support

• Reports campus disciplinary or performance matters to the Performance and ER Manager in a timely manner.
• Conducts initial investigations under guidance and collaborates with campus management.
• Assists managers with Internal Disciplinary Reports and collects supporting evidence.
• Attends disciplinary or performance meetings and records minutes when required.
• Assists with drafting warnings and compiling related information.
• Ensures campus Performance Reviews are completed on time and stored as required.
• Advises staff on policies and disciplinary/performance queries in consultation with Campus Head.
• Stores all disciplinary/performance documentation in accordance with audit and PoPIA requirements.

Leave Analysis and Reporting

• Audits study and sick leave applications for policy alignment and raises concerns as needed.
• Monitors annual leave balances to promote work-life balance and minimize forfeitures.
• Audits campus leave reports monthly and provides high-level feedback to leadership.
• Adheres to PoPIA in all leave analysis and reporting.

Campus Recruitment / Talent Acquisition Support

• Uploads ATRs for budgeted vacancies to internal listings for approval.
• Processes position requests and supports campus management with recruitment activities.
• Shortlists CVs, screens candidates, arranges interviews, and handles feedback; uploads interview notes.
• Performs MIE verifications and two references for shortlisted candidates; escalates unfavourable results as needed.
• Submits final MIE report, references, CV, and ID with ATA for approval; workflows ATA for approvals.
• Prepares contracts after ATA approval and reviews salary ranges against budget.
• Creates systems and trackers to monitor vacancies and streamline processes; coordinates recruitment activities to avoid delays.
• Ensures PoPIA compliance in recruitment processes.

General Campus and National Support Function

• Coordinates logistics for campus HR events and orientations, and plans related budgets and catering.
• Sources gifts for HR events and ensures invoices are processed on time.
• Communicates HR notices to the Campus; participates in the campus Senior Management Team and advises on HR matters; signing authority remains with campus portfolio heads.
• Collaborates with the National HR team on projects and provides coverage as needed.
• Delivers recruitment, performance review, and probation training for managers; provides relief support for the Junior HR Officer as required.
• Complies with PoPIA in all relevant matters.
• Provides ad hoc admin support as required by the Campus Head.

Competencies

• Advanced computer literacy and system proficiency
• Excellent administration, planning and time management
• Customer service orientation and self-motivation
• Strong communication and organizational skills
• Proactive work management and ability to multitask
• High integrity and confidentiality
• Proven track record and resilience

Minimum Qualifications

• National Diploma (NQF Level 6) in Human Resources or related field.
• Advanced Diploma or Degree (NQF Level 7) in HR or related field advantageous.

Minimum Work Experience

• 1-2 years of recruitment experience; 1-2 years IR/disciplinary administration; 3 years HR administration and operations experience.

Working Hours

• Monday to Friday: 08:00 – 17:00

Salary

• Competitive salary commensurate with experience.

Benefits

• Learning opportunities via LinkedIn Learning.
• Staff and family discounts on educational programs.
• Incentive bonus structure based on performance.
• Provident fund with Death & Funeral Cover.
• Birthday vouchers and generous annual leave.

Application Response

• Due to high CV volume, personal contact with all applicants may not be feasible. Only candidates whose qualifications align will be contacted for interviews.

Technical Support

• For technical difficulties applying, use the following URL for assistance: https://hire.simplify.hr/ContactUs

The IIE Varsity College, IIE Vega and IIE MSA is an Equal Opportunity Employer. Preference may be given to historically underrepresented groups in accordance with the South African Employment Equity Act. The company reserves the right to close or hold the vacancy at any time without prior notice.