Junior HR Administrator & Personal Assistant

Introduction

The Junior HR Administrator & PA runs the Senior HR Manager's diary and inbox, and handles the HR

administration behind every hire, new joiner and leaver. This covers offer letters, probation reviews and

keeping staff records and HR systems accurate. It is a hands-on role for someone starting a career in HR

who is organised, discreet and quick to learn

Duties & Responsibilities

1. Diary and inbox management (PA to the Senior HR Manager)

• Own and manage the Senior HR Manager's diary: book meetings, resolve clashes and protect

priority time

• Monitor the HR inbox and the Senior HR Manager's email; reply to routine queries on their

behalf and flag urgent or sensitive items

• Prepare agendas and meeting packs; take minutes and follow up on action items

• Draft letters, memos and staff communications for review

2. Recruitment and offer letters

• Coordinate interviews between candidates and hiring managers, including invites, venues and

Teams links

• Draft offer letters and employment contracts from approved templates, checking salary, start

date and terms against the approved offer

• Send offers, track signed acceptances and file them

• Run background, credit, qualification and reference checks once candidates sign consent

• Send regret letters to unsuccessful candidates

3. Onboarding and probation management

• Prepare new joiner packs and run the pre-start checklist: IT equipment, system access, building

access and desk

• Schedule induction sessions for the first week

• Set up probation review meetings for every new staff member across the 6-month probation

period, for example at months 1, 3 and 5, with a final review at month 6

• Send managers reminders and review forms ahead of each meeting, and track that reviews take

place

• Record outcomes (confirmed, extended or not confirmed), draft the confirmation or extension

letter, and file signed copies

• Flag overdue or at-risk probation reviews to the Senior HR Manager

4. Staff records, registers and HR systems

• Update the staff register and HR/CRM systems for every joiner, leaver and change (role, salary,

reporting line, contact details)

• Maintain complete personnel files, electronic and physical, for all staff

• Capture and reconcile leave records

• Produce monthly headcount, joiner and leaver reports

• Support upkeep of the FSCA representative register and fit-and-proper records (qualifications,

regulatory exams, CPD) where applicable

5. Leavers and offboarding

• Acknowledge resignations in writing and confirm notice periods and last working day

• Run the exit checklist: return of assets, removal of system and building access, and final leave

balance

• Schedule exit interviews and capture feedback

• Prepare certificates of service and UI-19 forms

6. Payroll and benefits administration

• Submit monthly payroll inputs (new starters, terminations and changes) before the payroll cutoff

• Process medical aid and retirement fund forms for joiners and leavers

• Help with training records and Skills Development (WSP/ATR) and Employment Equity reporting

7. Confidentiality and compliance

• Handle all staff and candidate information in line with POPIA and company policy

• Apply the BCEA and company HR policies in day-to-day administration, and escalate anything

outside policy

Desired Experience & Qualification

Education - Matric (Grade 12) HR diploma or degree (completed or in progress)

Experience - to 2 years in an HR admin, PA or office admin role (internships count) HR experience in financial services

Systems - MS Outlook, Word and Excel (intermediate) HRIS or payroll systems such as Sage, VIP

Knowledge - Basic understanding of HR processes,from hiring to exit Working knowledge of the BCEA, LRA and POPIA

Package & Remuneration

R15,000 - R25,000