About the position
Are you an organised, detail-driven HR professional who thrives in a fast-paced environment? We’re seeking an HR Administrator to play a vital role in supporting our people, processes, and HR operations across the full employee journey.
The HR Administrator is responsible for providing comprehensive HR administrative support across the full employee lifecycle. This role ensures accurate HR processing, employee record management, reporting, onboarding, offboarding, contract administration, KPI administration, and HR system maintenance in alignment with company policies and requirements.
The HR Administrator plays a key role in maintaining compliance, supporting managers and employees, and ensuring that all HR documentation, systems, and reporting processes are completed accurately and timeously.
Key Responsibilities:
Employee Onboarding:
- Coordinate and manage the end-to-end onboarding process for all new employees.
- Ensure all required recruitment and employment documentation is received and filed prior to onboarding.
- Capture employee information on HR systems including inhouse Digital HR system, SAGE 300 People, and Employee Self-Service (ESS).
- Issue system login details and onboarding communication to employees.
- Facilitate distribution and signing of company policies and onboarding documents via DocuSign.
- Maintain accurate onboarding records and update the HR Master Sheet accordingly
Contract Management:
- Monitor employee contract expiry dates and maintain accurate contract records.
- Liaise with line managers regarding contract renewals, extensions, and terminations.
- Prepare continuation letters, employment contracts, and Change of Appointment documentation.
- Ensure all approvals and signed documentation are obtained and filed correctly.
- Update all relevant HR systems and records following contractual changes.
Leave Administration:
- Manage leave applications on the SAGE ESS system.
- Review, approve, reject, or escalate leave requests in accordance with company policy.
- Monitor leave balances and ensure weekly leave reviews are completed.
- Prepare leave balance reports for offboarding employees and payroll processing.
KPI Administration:
- Support the annual KPI process.
- Release KPI contracts and review documents on SAGE ESS for applicable employees.
- Coordinate KPI communication, training material distribution, and employee support.
- Monitor KPI completion progress and provide weekly status reporting.
- Assist employees and managers with KPI-related system or process queries.
Employee Document Control:
- Maintain accurate, confidential, and audit-ready employee files.
- Ensure all employee documentation is correctly filed, updated, and signed.
- Manage document storage and version control within employee folders.
- Conduct regular file audits to ensure completeness and compliance.
Employee Training Administration:
- Draft and manage employee training agreements based on approved training requests.
- Coordinate signature processes via DocuSign.
- Update employee training records on Laboursoft and HR reports.
- Maintain accurate training documentation and filing records.
Employee Change Management:
- Process employee changes including reporting line changes, business unit transfers, salary adjustments, and contract amendments.
- Draft Change of Appointment (COA) documentation and obtain required approvals.
- Update HR systems including SAGE, inhouse digital HR system, HR Master Sheet, and related records.
- Coordinate with IT and HR regarding system and organizational structure updates.
Employee Offboarding:
- Manage the complete offboarding process for resignations, terminations, and end-of-contract cases.
- Coordinate exit documentation, exit interviews, system access removals, and asset returns.
- Prepare and distribute employee exit documentation including Certificates of Service, UI19 forms, salary schedules, and payslips.
- Update all HR systems and archive employee files once offboarding is completed.
HR Reporting:
- Maintain and update the HR Master Sheet daily.
- Compile and submit monthly HR Movement Reports
- Ensure accuracy and consistency across all HR reports and supporting documentation.
- Support HR reporting requirements for management and compliance purposes.
Minimum Requirements:
Qualifications:
- Diploma or Degree in Human Resources, Business Administration, or related field.
Experience:
- Minimum 2–3 years’ experience in an HR Administration role.
- Experience working with SAGE 300 People and digital HR systems.
- Experience managing employee records, onboarding, offboarding, and HR reporting.
Knowledge & Skills:
- Strong understanding of HR administration processes and employment documentation.
- Knowledge of HR compliance and confidentiality requirements.
- Excellent administrative and organizational skills.
- Strong attention to detail and accuracy.
- Ability to manage multiple tasks and deadlines effectively.
- Proficient in Microsoft Office Suite, particularly Excel.
- Strong communication and interpersonal skills.
- Ability to work independently and collaboratively within an HR team.
Key Competencies:
- Attention to Detail
- Confidentiality and Integrity
- Time Management
- Problem Solving
- Communication Skills
- Organisational Skills
- Accountability
- Customer Service Orientation
- Adaptability
Systems Utilised:
- Any digital HR system
- SAGE 300 People
- Employee Self-Service (ESS)
- DocuSign
- Microsoft Office Suite
- Excel
- Smartsheets
Desired Skills:
- HR
- HR Admin
- HR Administrator
