HR Assistant

SUMMARY:
Our client in the healthcare sector, based in Ballito, is looking for a proactive HR Assistant.

This role provides end-to-end administrative and coordination support throughout the employee lifecycle - including recruitment, onboarding, maintaining HR records, managing leave, ensuring compliance, and assisting with employee relations admin.

POSITION INFO:
The HR Assistant will also assist with payroll preparation (such as compiling inputs), but will not process payroll or access individual salary details.

Key Responsibilities:
Recruitment & Selection Administration:

• Draft and post job adverts on approved platforms.
• Screen CVs according to agreed criteria and prepare shortlists for management.
• Schedule interviews, confirm times with candidates and interviewers, and send interview packs.
• Conduct reference checks and qualification verifications where required.
• Prepare regret letters/emails and maintain a pipeline of suitable candidates for future roles.

• Prepare offer packs and employment contracts using approved templates.
• Collect and check all new starter documentation (ID, banking details, tax forms, next-of-kin, qualifications, etc.).
• Capture new employees on HR systems and maintain digital and physical personnel files.
• Coordinate first-day logistics (IT access, workstations, name tags, welcome packs, induction schedules).
• Ensure completion of induction checklists and probation review forms in line with company timelines.

• Maintain up-to-date, accurate employee records (personal details, job titles, contracts, performance reviews, warnings, training, etc.).
• Ensure all HR documents are properly filed (electronic and hard copy) and easily retrievable.
• Draft HR letters using templates (confirmation of employment, change in details, warnings as instructed, etc.).
• Support the preparation of HR reports (headcount, movements, leave usage, etc.).

• Capture and update leave on the HR/leave system.
• Track and reconcile leave balances and flag anomalies or excessive leave usage.
• Assist with time-and-attendance reporting, liaising with line managers to correct missing punches/queries.
• Provide consolidated monthly leave and attendance summaries for payroll input.

• Be a first point of contact for routine HR queries (leave, policies, basic benefits questions) and escalate where necessary.
• Assist with preparation of documentation for disciplinary hearings, incapacity processes and counselling sessions (notices, minutes templates, packs, etc.).
• Take and type up minutes of HR meetings, hearings and consultations when required.
• Help communicate HR notices, policies and announcements in a clear and professional way.

• Maintain training records and training matrix for all employees.
• Assist with booking training venues, invites, attendance registers and feedback forms.
• Capture training completed and certificates received onto the HR system / personnel files.

• Ensure all HR filing and processes comply with company policies and relevant labour legislation.
• Support Manager in keeping HR policies and forms up to date and correctly distributed.
• Assist with preparation for audits (internal, external, B-BBEE, etc.) by providing HR documents and reports.

• Important: This role supports payroll input but does not process payroll or view salary amounts. Payroll processing and all salary data remain strictly with Management.
• Collect and verify monthly payroll input documents (new hires, terminations, changes in hours, overtime, allowances, unpaid leave, etc.) from line managers.
• Check that input is authorised and correctly documented before submitting to Management.
• Maintain a secure log of payroll input changes (effective dates, approvals), without seeing salary values.
• Respond to employees’ basic payroll-related queries by checking status with Management, without disclosing or accessing salary information.

• Grade 12 (Matric).
• Relevant HR qualification (HR diploma/degree or equivalent) preferred.
• 2–3 years’ experience in an HR administrative or HR assistant role.
• Working knowledge of HR processes across the employee lifecycle.
• Computer literate – strong MS Office (Word, Excel, Outlook), HRIS/HR systems exposure an advantage.
• Familiarity with South African labour legislation (BCEA, LRA, etc.) is advantageous.
• High level of confidentiality and professional discretion.
• Strong organisational and administrative skills; excellent attention to detail.
• Able to work methodically, manage multiple tasks and meet deadlines.
• Good written and verbal communication skills.
• Strong interpersonal skills – approachable, calm and supportive.
• Proactive, solution-oriented and willing to “get stuck in”.
• High level of integrity and ethical conduct.

• Trustworthy and discreet with sensitive employee information.
• Service-orientated – supports both Management effectively.
• Team player, but able to work independently with minimal supervision.
• Positive, professional attitude and aligned with company values.