HR Secretary

The Recruitment Guy (Pty) Ltd; Ladysmith; On-site; ZAR 180 000 - 240 000; Full time

Job summary

A well-established FMCG manufacturing company in Ladysmith is seeking an experienced HR Secretary. The role involves providing comprehensive administrative support to the HR department, including handling documentation, scheduling, and employee record management. Candidates should have a diploma in HR or Business Administration and at least 3 years of experience in a similar role. Proficiency in MS Office and knowledge of HR processes are essential. This position offers the chance to engage with a dynamic HR team.

Qualifications

• Minimum 3–5 years’ experience in a secretarial/administrative support role, preferably in HR or FMCG/manufacturing.
• Solid knowledge of HR administration processes.
• Proven ability to handle confidential HR information with discretion.

Responsibilities

• Provide comprehensive secretarial and administrative assistance to the HR Department.
• Maintain and update employee personnel files, ensuring confidentiality.
• Assist with recruitment administration and payroll input.

Skills

Excellent communication skills

Organisational skills

Attention to detail

Customer service skills

Education

Diploma / Degree in Human Resources or Business Administration

Matric

Tools

MS Office Suite

HRIS / Payroll systems

Job description

HR Secretary position availablein Ladysmith.

An experienced, highly organised and professional HR SECRETARY is required for permanent employment based in Ladysmith, with a well-established FMCG manufacturing and production facility.

The successful candidate will serve as a key support function to the HR Department, working closely with HR Managers, Department Managers, and other operational stakeholders across the organisation.

This role requires excellent administrative, organisational and communication skills to ensure the smooth running of HR processes and effective service delivery to employees and management alike.

The HR Secretary will provide comprehensive secretarial and administrative assistance to the HR Department. This includes handling HR documentation, scheduling, employee record management, HRIS/data input, minute-taking, and confidential correspondence.

The role is central to supporting effective HR operations, compliance, employee engagement, and communication within the business.

Duties and Responsibilities:

1. HR Administration & Secretarial Support

• Provide full secretarial support to HR Managers and department heads.
• Prepare, type, proofread, and distribute HR-related correspondence, reports, and documentation.
• Maintain and update employee personnel files, ensuring confidentiality and compliance with POPIA.
• Handle filing systems (physical & electronic), HRIS data capture, and HR records management.
• Screen calls, emails, and correspondence directed to the HR department.

2. Meeting & Diary Management

• Schedule and coordinate HR-related meetings, disciplinary hearings, grievance procedures, and staff consultations.
• Draft agendas, attend HR meetings, and take accurate minutes.
• Ensure all HR meetings and proceedings are documented in line with company and legal requirements.

3. HR Process & Compliance Support

• Assist with recruitment administration (placing adverts, shortlisting, scheduling interviews).
• Support payroll input by preparing and verifying employee information.
• Liaise with the Department of Labour, Bargaining Council, and other statutory bodies when required.
• Assist in drafting and maintaining HR policies, procedures, and employee communications.

4. Employee Engagement & Communication

• Act as the first point of contact for employee queries directed to HR.
• Assist with internal HR communications, staff notices, and updates.
• Support HR projects related to employee wellness, training, and staff events.
• Build professional working relationships across departments.

Requirements:

• Diploma / Degree in Human Resources, Business Administration, or Office Management (adv).
• Matric (essential).
• Min 3–5 years’ experience in a secretarial/administrative support role, preferably in HR or FMCG/manufacturing.
• Solid knowledge of HR administration processes and exposure to IR / HR practices.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Exp. with HRIS / Payroll systems (adv.)
• Proven ability to handle confidential HR information with discretion.

Core Competencies:

• Excellent verbal and written communication skills.
• High level of professionalism, discretion, and confidentiality.
• Strong organisational and time management skills.
• Ability to prioritise and manage multiple tasks under pressure.
• Strong attention to detail and accuracy.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong interpersonal and customer service skills.