Human Resources Reporting & Systems Officer

Tharisa; Noordwes; On-site; ZAR 360,000 - 540,000; Full time

Job summary

Tharisa is seeking an HR Systems and Compliance Specialist to support end-to-end HR operations in South Africa. You will manage employee records, audit HR systems (e.g., SAGE 300), and coordinate reporting, data quality, and QMS compliance.

The role includes transactional HR services, analytics, and stakeholder collaboration to improve workforce planning and policy adherence. You will work with HR coordinators and managers to streamline processes, support payroll data, and drive continuous

Responsibilities

• Execute transactional HR work in line with SOPs and internal controls.
• Audit HR systems and processes for compliance and data integrity.
• Generate HR reports and analytics for management.
• Coordinate onboarding and recruitment support with the HR team.
• Maintain HR data quality and payroll-related data accuracy.

Skills

HR data management

HR systems auditing

Data analysis

Regulatory compliance

Stakeholder communication

Tools

SAGE 300

Job description

Purpose of Role

To provide support in the end-to-end management of various human resources functions, by encompassing a range of administrative tasks aimed at enhancing employee experiences and maintaining compliance with regulatory and Tharisa Mineral policy requirements, to ensure the smooth operation of the organisation's human resources activities, with specific accountability for transactional HR services support, HR control, audit coordination, reporting accuracy, HR Metrics and QMS systems.

Purpose of Role

To provide support in the end-to-end management of various human resources functions, by encompassing a range of administrative tasks aimed at enhancing employee experiences and maintaining compliance with regulatory and Tharisa Mineral policy requirements, to ensure the smooth operation of the organisation's human resources activities, with specific accountability for transactional HR services support, HR control, audit coordination, reporting accuracy, HR Metrics and QMS systems.

Role Context

Human Resources System Management

• Establish a robust employee record-keeping system with comprehensive personal and professional details, by implementing protocols for regular updates and accuracy checks to minimize errors in Human Resources (HR) operations, ensuring the correct information is always readily available.
• Conduct audits of all HR systems (e.g., SAGE 300) and processes, to ensure adherence to industry standards, addressing any non-conformities to maintain data integrity and compliance.
• Implement effective systems management practices, including regular system updates, user training, and troubleshooting, to ensure the seamless functioning of HR systems to support efficient data management.
• Maintain HR data sets in a structured and accessible manner to enable the extraction of scheduled, ad hoc, and random HR reports as required.
• Perform monthly data quality checks and reconciliations on key employee and payroll-related fields to ensure that information captured on HR systems is accurate, complete, authorized, and aligned to source documentation.
• Coordinate corrections, follow-up actions, and closure of discrepancies identified through system checks, audits, and reporting reviews.

Human Resources Support

• Execute transactional HR work for the services area in line with standard operating procedures, service delivery requirements, and internal controls.
• Contribute to strategic planning and decision-making by collaborating with the HR management team to provide support in the form of research, data analysis, and project management to achieve departmental goals.
• Develop and implement workforce planning strategies to align staffing levels with operational plans, to ensure timely adjustments to meet changing demands and minimize resource gaps.
• Implement HR initiatives, such as streamlined communication channels, improved resource allocation and optimized workflow processes, to increase productivity and performance metrics and enhance operational effectiveness.
• Provide advice, guidance and support to employees and line managers on a broad range of people-related matters and HR issues, including the interpretation of policies, procedures and terms and conditions of employment, so as to manage employee discipline, grievances, resourcing and workforce planning, and the effective utilization of the performance review process.
• Streamline and enhance recruitment processes by ensuring a smooth candidate experience and the acquisition of top talent to meet the organization's operational needs.
• Provide support during the onboarding process for new hires (i.e., paperwork, orientation and integration), to ensure all new hires complete the needed documentation as required by Tharisa Minerals (TM) policies and regulatory requirements.
• Conduct thorough analysis of probationary and exit interviews, by extracting valuable data to enhance onboarding processes and improve employee retention strategies.
• Conduct regular analysis of all HR processes by identifying bottlenecks and inefficiencies to enhance overall procedural efficiency and reduce operational costs, implementing targeted improvements.
• Establish a transparent communication channel for reporting and resolving process-related issues by implementing a feedback loop to continuously improve HR systems and processes.
• Provide effective support in resolving labor-related issues by collaborating with HR coordinators, managers, and supervisors to implement fair and equitable labor management practices, fostering a positive and collaborative work environment.
• Provide timely and effective resolution to HR issues by conducting training sessions to ensure employees and managers have a clear understanding of all HR policies, procedures, and terms of employment.
• Address basic employee inquiries, while escalating concerns accordingly to the relevant stakeholders, and assist with conflict resolution as needed, to ensure the mitigation of conflict in accordance with the TM standards and policies.
• Provide administrative support throughout the recruitment process by posting job vacancies, reviewing resumes, conducting initial screenings, and coordinating interviews in collaboration with the recruitment team and hiring managers to facilitate the recruitment process.
• Execute general HR administrative tasks, including preparing HR documents, responding to employee inquiries, and managing HR-related correspondence.
• Monitor and advise employees on the administration of employee benefits programs, including medical aid, retirement plans, and leave policies, to ensure the needed documentation is completed, stored, and available when needed.
• Coordinate HR training sessions, workshops, and employee development initiatives by monitoring training attendance to assist in tracking employee development.
• Audit recruitment files for completeness.

Data Analysis and Insights

• Maintain an up-to-date and accurate record of employee movements, including promotions, transfers, and incapacity, to utilize this information for strategic workforce planning and talent management.
• Review and maintain accurate and complete labor information by managing the HR filing systems and other employees’ records (i.e., personal records, contracts, beneficiary change, holistic record of employees, performance documentation), to ensure that the latest employee information is readily available when needed.
• Generate comprehensive HR reports with detailed insights into labor availability, attendance, leave patterns, and employment equity, to empower management and all key stakeholders with data-driven decision-making capabilities.
• Provide payroll with the required data (i.e., new hires, terminations, and changes in compensation), so that the correct pay allocations can be made, to ensure that the payroll department processes payments according to new adjustments.
• Generate HR-related reports, metrics, and analytics using the HR systems; ensure the timely submission of weekly and monthly reports to facilitate efficient payroll processing and enable data-driven decision-making by management, providing insights into workforce trends.
• Generate performance management reports, including recommendations for talent development and strategies to enhance organizational performance.
• Coordinate, validate and check month-end HR reports to ensure completeness, accuracy and timely submission.
• Compile, review and support the submission of quarterly and annual HR reports.
• Draw, interpret and understand reports that provide value-adding HR metrics and operational insights for management decision-making.
• Perform trend analysis on key HR data and provide managers with feedback, risks, patterns and recommendations based on the findings.
• Investigate and highlight anomalies, gaps, and recurring issues identified through reports and metrics analysis.

Compliance Management

• Conduct regular audits by monitoring the level of compliance with HR policies and procedures to identify and rectify any deviations promptly.
• Stay updated on labour laws and industry regulations in South Africa to ensure HR practices align with legal requirements.
• Communicate and enforce company policies, in collaboration with the relevant departments, to ensure compliance with health and safety regulations and promote a safe working environment.
• Conduct monthly audits of payroll fields captured and supporting documentation to ensure data accuracy, correct authorization and alignment with approved employee changes.
• Audit recruitment files to ensure that required approvals, documents, adverts, interview records, selection documentation, and appointment records are complete and audit ready.
• Conduct audits across relevant HR streams, including employee files, leave records, onboarding packs, movement documentation, benefit documentation, and termination records, and follow up on corrective actions where gaps are identified.
• Maintain audit checklists, exceptions logs and follow up registers to support HR governance and internal audit readiness.

Resource Management

• Determine resource needs within own area of responsibility to achieve individual role outcomes.
• Request and allocate required assets and/or resources for the fulfillment of work objectives to guarantee quality outputs.
• Monitor the use of assets and resources within the team and own area of responsibility, to ensure assets and resources are consistently and appropriately utilized and managed.
• Utilise available systems, templates and reporting tools efficiently to support quality outputs and timely HR service delivery.
• Provide staff with day-to-day direction and tasks aligned with Departmental procedures, to enable the usage of fewer resources more efficiently.

Quality Management System and Document Control

• Take responsibility for the Human Resources Quality Management system to ensure HR policies, procedures, forms, templates and related documents remain current, controlled and fit for purpose.
• Review and check that all HR policies, procedures, forms and supporting documents are updated and correctly loaded on the document management system via the Document Control Department.
• Coordinate document reviews.
• Conduct routine checks on the document management system to confirm that only current approved HR documents are available and that obsolete versions are removed or archived appropriately.
• Work with process owners and the Senior HR Manager to close gaps identified in HR documentation, process control, and standardization.

Stakeholder Relations

• Engage with all relevant Departments on issues of the area of specialization, as directed by the Manager.
• Communicate with internal and/or external stakeholders, where required, to achieve work objectives and to maintain relationships.
• Actively participate in various HR team meetings to contribute valuable insights and promote a culture of collaboration and communication within the HR and operational teams.
• Provide managers with feedback on trends, audit outcomes, report findings, and compliance risks impacting the service area.
• Liaise closely with payroll, recruitment, line managers, document controllers, and relevant HR stakeholders to resolve data and document discrepancies timeously.