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HR SECRETARY / ASSISTANT TO GM, EAST RAND - REF: 20420 - 366449
Reference:
366449
Date Posted:
2020-11-12
Job Title:
HR SECRETARY / ASSISTANT TO GM, EAST RAND - REF: 20420
Industry:
FMCG / Retail / Wholesale
Type:
Permanent
Wage / Salary:
R - Market Related - P/M (Per Month)
Location:
East Rand, Gauteng
Country:
South Africa
Closing Date:
2021-01-11
Job Description:
Excellent opportunity to join a well-established FMCG company and share in the success.
Duties & Responsibilities
Duties
Personal Assistant
Performs a dual function of a Personal Assistance (70%) and Time and Attendance Administration (30%) mainly for Temporary Employment Services employee.
Prepare daily schedules for the manager, including meetings, breaks, lunches, and commitments.
Answer incoming calls and return phone and text messages in a timely and efficient manner.
Coordinate travel accommodations, including ground travel, air travel, and hotel stays.
Handle incoming and outgoing mail.
Complete personal tasks, such as picking up dry cleaning, making restaurant reservations, getting coffee, and scheduling all personal appointments.
Supports client directly as the go-to person for all needs, including daily administration, calendar management, travel schedules, project coordination, delivering presentations, answering calls, etc.
Manages a high-volume travel schedule.
Keeps, prepares, and distributes minutes of meetings
To support the GM and HOD team in daily activities also to coordinate and manage meeting schedules, emails and other general office duties.
To manage GMs diary and calendar.
To correctly capture minutes of the GM HOD and reviews meetings.
Time and Attendance
Time & Attendance Administration – Enters paid and unpaid time off, updates associate schedules and maintains attendance for both permanent and non-permanent employees. Ensures all Time & Attendance submissions are processed accurately and within service levels, with this role having sole responsibility to make accurate corrections to the database.
Run daily reports on clockings, non-clockings, exceptions and adjustments and send to line managers for approval.
Report all non-adherence to schedules to Senior Management
Manage timesheet sign off by respective departmental head with supporting documentation and submit to payroll.
Answers routine time and attendance questions for managers and employees
Maintains time and attendance records electronically
Ensures compliance with all Time and Attendance SOP’s and HR Policies
Provides time and attendance training to new and existing supervisors and management
Collaborates with counterparts in Payroll, HR and relevant service providers teams to ensure issues are escalated when warranted, trends are communicated, and best practices are reviewed for relevance
Runs ad-hoc reports in support of projects and special requests
Desired Experience & Qualification
Requirements
Standard 10/ Grade 12 (NQF 4) is essential
Code EB drivers licence is Essential
Clocking and Invoicing systems experience. Essential
Personal Assistant (PA) Diploma would be an advantage
MS Office certificate (Excel/Word/PowerPoint) AND English proficiency are essential
Minimum of 3 years administrative experience is essential
Previous work in the PA field within the mining operations would be an advantage
Knowledge of other departments (Time & Attendance, HR, Communication) Essential
Knowledge of Confidentiality Clause (POPI Act) is essential
Must have excellent computer skills (MS Office)
Knowledge of the following system will be advantageous
Meat Matrix
Shopware
Sage
Package & Remuneration
R16 000 to R20 000 per month neg on experience and qualifications
