Shared Services Administrator (Internal applicants only)

Cape Peninsula University of Technology; Cape Town; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Cape Peninsula University of Technology seeks a Shared Services Administrator at the District Six Campus to provide essential HR and admin support across recruitment, on-boarding and service delivery. Internal applicants only.

This permanent role requires a National Diploma in HR or equivalent and at least 3 years’ HR experience. You will coordinate recruitment processes, manage logistics, and support HC management to meet SLAs and policy compliance.

Qualifications

• National Diploma in Human Resources or Equivalent
• 3 years’ working in Human Resources Department

Responsibilities

• HC Business and Generalist support: provides second-line HC general service and support to HC BP; assists management with general queries; escalates complex queries; supports HC employees and clients in HC administrative functions; handles related HC generalist tasks.
• Recruitment and Selection coordination support: administers and facilitates the recruitment admin process; processes online applications; schedules shortlisting and interviews; prepares interview packs; handles governance docs; communicates with interview panel and applicants; prepares induction packs; supports relocation and onboarding.
• Logistical arrangements: arrange venue and convey to panel; ensure venue setup and cleanliness; arrange catering and transport for candidates outside Cape Town; handle related requisitions.
• Client liaison and service: liaise with service providers; host visitors; advise on maternity leave and work permits; track exit interview forms.
• Office Operations: communicate with clients, vendors and applicants; answer phones and emails; respond to queries; assist with e-recruitment system.
• Preparation of Reports: update organograms and vacancy list; update appointments and transfers documents; generate other reports.
• Team support: build internal/external relations; support processing unit to ensure capture; client service orientation; planning, organizing and adapting to change; ability to work under pressure and independently; accuracy.

Education

National Diploma in Human Resources or Equivalent

3 years’ working in Human Resources Department

Job description

Shared Services Administrator (Internal applicants only) - (9023)

Job Title

Shared Services Administrator (Internal applicants only)

Department

Cape Peninsula University of Technology -> Human Capital -> Recruitment & Selection

Campus/ Location

District Six Campus - Cape Town, WC ZA (Primary)

Job Type

Permanent

Occupational Function

Support / Admin

Number of Positions

1

Annual Salary Package (incl. Medical Aid rate based on principal member only)

To be confirmed

Advert Closing Date

25/10/2026

Job Purpose

The purpose of this job is to provide administrative support to the Human Capital COEs, HC BPs and HC Management in achieving operational strategic objectives and ensuring compliance and adherence to HC, policy and procedures, processes and agreed deadlines (SLAs).

Job Knowledge, Skills and Experience

National Diploma in Human Resources or Equivalent
3 years’ working in Human Resources Department

Key Performance Areas / Principal Accountabilities

1. HC Business and Generalist support

• Provides second-line HC general service and support to HC BP
• Assist HC management in relation to general query resolution.
• Apply escalation approach in the event of complex queries
• Provides assistance to CPUT employees and clients on a range of HC administrative functions.
• Handle any other related HC generalist support tasks

2. Recruitment and Selection coordination support

• Administrates and facilitates the recruitment and selection admin process including but not limited to :
• Processing of online applications on the system
• Scheduling of shortlisting and interviews
• Preparing interview packs in consultation with HC PB
• Prepare docs for Governance (recommendations to appoint for submission by the BP
• Handle correspondence between to and from applicants
• Communicate with the interview panel
• Communicate the outcome timeously to members.
• Advise new employees about relocation and other related logistical arrangements.
• Prepare induction packs of new employees
• Communicate to new employee to effect smooth onboarding
• Handle any other related R &S support
• Prepare staffing committee submissions

3. Logistical arrangements

• Arrange and confirm venue and convey to panel members and applicants
• Confirm, prepare and ensure required venue is set –up and ready including cleanliness; and smooth operations
• Arrange catering and coffee if necessary
• Arrange Flights and transport for the candidates outside Cape Town.
• Handle any related requisitions administration.

4. Client liaison and service

• Liaise with service providers and vendors to ensure sufficient services delivery in respect of recruitment and selection
• Support and host visitors to create a positive image and working climate
• Advises clients on maternity leave, retirement letters and documents which needs to be submitted to Home Affairssuch as work permits.
• Issue and track exit interview forms

6. Office Operations

• Communicate with clients, vendors and applicants.
• Answer phones, handle messages and emails
• Responds in writing or via telephone to queries following an approved Service Centre system
• Assist potential applicants on the e-recruitment system re: administrative process
• Assist with e-recruitment trouble shooting to resolve system problems.
• Handle any other relevant Office operations

7. Preparation of Reports

• Ensure updated of organograms
• Ensure updated vacancy list
• Update appointments, secondment and transfers documents
• Other reports

8. Team support

• Build effective working relations in order to facilitate the achievement of set HC service dimensions.
• Build internal and external client- centred-relations.
• Work together and assist the processing unit to ensure that capturing is completed.
• Client service orientation
• Interpersonal skills
• Planning and organising
• Adjusting to change
• Ability to work under pressure
• Ability to work independently
• Accuracy.

General Information

NB: PLEASE NOTE THAT THIS SYSTEM DOES NOT ALLOW APPLICANTS TO UPLOAD CVs. IT IS THUS
IMPORTANT THAT APPLICANTS COMPLETE ALL SECTIONS COMPREHENSIVELY AS FAILURE TO DO
SO MIGHT DISADVANTAGE YOU. PLEASE UPDATE YOUR APPLICATION ON THE SYSTEM WITH THE
LATEST INFORMATION AS THIS WILL BE THE ONLY CRITERIA USED FOR EVALUATION OF YOUR
APPLICATION BY OUR PANEL.

The Cape Peninsula University of Technology is committed to Employment Equity and aims to attract and retain talented individuals to achieve our equity objectives and therefore, people from the designated groups, including those with disabilities are encouraged to apply. Preference will be given to applicants whose appointment contributes towards the achievement of demographic representation. We reserve the right not to make an appointment.

Copyright, Cape Peninsula University of Technology.
We are a university in Cape Town, South Africa and the only university of Technology in the Western Cape province.
We are also the largest university in the province.