HR Intern Administrator
Resume:
Shannen Paultin
Contact details
adihto@r.postjobfree.com
** ******* ****** ******* ****
Personal Summary
I am a detail-orientated human resource graduate with qualifications in Human Resource Management (HRM), Human Resource Development (HRD) and International Business Administration. Well-developed communication, planning and organising skills. I am a well-adapted, highly motivated individual. I believe a meaningful life should be all about aiming high and working at your utmost best to reach that high. I am determined, focused and persevered when obstacles are placed in my way.
Strong attention to detail and time management skills. Independent, disciplined, versatile, adaptable and energetic. Strong focus on all functions relating to HRD and HRM. Extremely well organised and motivated. Areas of expertise Human resource administration, database maintenance, secretarial duties and payroll administration
I believe that I am a team player who’s resourceful, self-motivated and results driven. I believe that I will add value to whatever role I take on, whilst I continue to further develop my skills and knowledge.
Personal Details
Date of Birth:
Identity number:
Citizenship:
04 January 1995
South-African
Gender:
Marital Status:
Languages:
Driver’s License:
Female
Single
English and Afrikaans
Code C1
Academics
2018
Btech : human resource development
Cape Peninsula University Of Technology
Majors:
Organisational Development 4 – 78%
Organisational Behaviour 4 5– 84%
Project Management 4- 75%
Collective Bargaining and Negotiation – 78%
Research Methodology – 68%
Advanced Management of Training 4- 71%
Training and Development Strategies – 69%
2015 - 2017
National Diploma Human Resource Management
Cape Peninsula University of Technology
Majors:
Year 1
Quantitative Techniques – 78%
English-70%
End-User Computing -83%
Business Management I-71%
Personnel Management I- 83%
Accounting for Personnel-77%
Year 2
Management of Training I-78%
Industrial Relations I-83%
Business Management II-78%
Personnel Management II-76%
Experiential Training-70%
Year 3
Labour Law-79%
Management of Training I-77%
Industrial Relations II-72%
Business Management III-70%
Personnel Management III-63%
2013
National Senior Certificate
HIGH SCHOOL GRABOUW
Afrikaans Home Language – 71%
English Home Language – 67%
Mathematical Literacy – 70%
Life Orientation – 74%
Business Studies – 82%
Computer Applications Technology – 64%
Geography – 61%
Leadership and Achievements
2018:
Studied International Business Administration in Germany( Exchange Program)
2018:
Graduated with Cum Laude in Btech: Human Resources Development.
Employment Details
West Coast District Municipality
Job title: HR Intern ( Administrator)
Reason for leaving: Contract ends Dec 2020
March 2019-
Main Responsibilities:
Answering telephonic queries and visitors to the Human Resources division, establishing nature of visits and attending to specific routine matters and/ or recording details of enquiries and / or messages in the absence of the Snr Manager Human Resources and HR personnel and forwarding for attention upon availability.
Typing letters and formatting documents / reports and presentations using word processing and related MS Office Applications.
Preparing notifications, agendas and or arranging for the distribution of documentation prior to scheduled meetings.
Assisting candidates with the correct application forms for vacant post internally and externally, Compile shortlists for candidates and invite them for interviews and; maintaining and adding new employee data on the HRM system.
Recording details of enquiries and / or messages in the absence of personnel and forwarding for attention upon availability and / or communicating routine information to the enquirer referring to the Human Resource calendar, directory and other source of information detailing the facilities and functions of the division.
Receiving and communicating with guest, complaints and / or employees establishing the nature of the visit and redirecting to appropriate Human Resources personnel for attention.
Attending to the filing of confidential / general documentation and correspondence, removing and / or inserting copies in specific files and / or controlling and updating coding / indexing sequences to facilitate accessibility to information (electronic and hard copies)
Training and Development:
Main Responsibilities:
Receive training and development needs of staff in different departments by liaising with the managers and assisting with the conducting of skills audit.
Compiling specifications for various training interventions and send to Supply Chain Management Office for quotations.
Schedule and confirm training and communication to manager.
Compiling and updating statistical information with respect to training completed, attendance levels and targets achieved.
Complete requisitions for approved tenders / quotations and submit to Snr Manager: Human Resources /Manager: Training and Development for signature.
Send order form to service provider and contact service provider for dates for training;
Arrange venue and other resources for training.
Confirming availability and reserving the council Chambers / Committee Room / Recreation hall/ Training rooms for scheduled meetings / training.
Inform supervisors two weeks prior to training regarding logistic arrangements.
Ensure that the attendance registers / certificates / statement of results are received from service providers and filed in electronic folders as well as at the archives.
Compiling and updating statistical information with respect to training completed, attendance levels and targets achieved.
Ensure that attendance registers / certificates / statement of results are received from service providers and filed in electronic folders as well as at archives.
Verify statistical data and facilitate the preparation of the Workplace Skills Plan, capture training on the training system.
Confirming travel and accommodation details for training meetings.
Career Development
Main Responsibilities:
Compiling an excel spreadsheet of the relevant information of the external study bursary candidates.
Checking if all relevant information is submitted and aligns with the criteria of the external bursary policy.
Communicating with the candidate for any outstanding documentation.
Draft letters and memorandum of agreements for external bursaries.
Complete requisitions for approved external bursary holders / quotations and submit to Snr Manager: Human Resources / Manager: Training and Development for signature.
Send order form to service provider and request the bursary holders’ student account.
Filing of the external bursary applications and updating of the external bursary information sheet
Receiving the June exam results and November exam results.
Assist the employees of WCDM with the Internal bursary application form and study bursary policy.
Compiling and updating an excel spreadsheet of studies completed and results submitted for WCDM Internal bursary holders.
Update Personal Development Plans.
Organisation and Work study:
Main Responsibilities:
File job descriptions according to their organogram number per department.
Change job description formats into prescribed format.
Ensure that the job descriptions have a Word and signed version.
Administration of TASK job description evaluation submission forms.
Safekeeping of job description and job evaluation results.
Prepare letters to employees for the signature of the Municipal Manager.
Recruitment and Selection
Main Responsibilities:
Compile a standard advertisement with the prescribed job requirements and duties of the vacant position according to the job description.
Attend to queries regarding application forms, issue application forms to applications as and when requested.
On receipt of application for a relevant posy, compile shortlist with minimum requirements.
Organize selection interviews and if applicable practical assessment of candidates who has been shortlisted.
Assist with travel and accommodation arrangements of external candidates as well as the expenditure thereof.
Compile an interview schedule and distribute to department Heads and Trade Unions.
Arrange date, times and venue for interviews.
Inform shortlist candidates, management and union members of the scheduled interviews
Compile and distribute agendas to relevant parties.
Compile a summary document with applicant’s CV and distribute to the panel for information purposes.
Administrating the interviews and take minutes.
Confirming references, police clearance and qualifications of the applicants.
Inform shortlisted candidates on the outcomes of the selection process.
Inform the new appointee telephonically of the appointment and confirm with appointment letter.
Receive letter of acceptance from appointee.
Compile contract of employment when medical examination, police clearance and references has a positive outcome.
Arranging dates, dates and venues for induction programs/ meetings.
Inform other HR officials of the induction meeting for preparations.
Conduct exit interviews with employees.
Manage collection of HR related information and filing system.
Recruitment and Selection
Human Resource Administration
Inform Department: Financial Services of all necessary information in order to ensure correct remuneration of personnel.
Distribute all relevant HR related information to specified personnel.
Ensure that all employees be informed of state of benefits.
Receive horizontal placement requests from line managers and verify if placement is horizontal.
If placement is horizontal. Send to HR Administrator: Personnel Administrator and Labour Relations to compile letter.
If placement cannot be made, send to HR Administrator: Personnel Administration and Labour Relations indicating that horizontal placement cannot be made.
Document Processing and Recordkeeping
Completing standardize forms and documentation reflecting details/ information of appointments and forwarding to specific internal departments for processing.
Forward form “Needs for new appointments” to departmental head or line manager to complete and send it to Information Technology, Manager: Administration and archives for processing and recordkeeping.
Recruitment of Human Resources
Receive request with motivations in writing from departmental heads for filling vacancies and request from managers to advertise vacant positions.
Ensuring that filling vacancies is done according to be budgeted and approved votes for approved posts.
Ensuring that appointments of the departments are in line with the personnel budget and that all vacancies has been budgeted for or motivated and approved by the municipal manager.
Advertise vacancies internally and externally in the media
Compile a standard advertisement with the prescribed job requirements and duties of the vacant positions according to approved job descriptions.
Received proof of advertisement and quotation from provider.
Proof read advertisement and send back to provider for correction.
Obtain the vote number and u-key from the relevant manager and prepare a requisition for financial approval of quotation for placement of advertisement.
Send proof of advertisement and quotation to the Manager for approval to place the advertisement.
Obtain the order number from Supply Chain Management and send it to the service provider with conformation to place advertisement.
All Internal advertisements to be send to all municipality buildings to be placed on notice boards.
Issue applications forms to applicants as and when requested.
Receive list of applications and applications from Archives section of prospective candidates.
Maintain an accurate record of vacancies in the Municipality and update employment movement on the HR electronic system.
Selection of Human Resources
Ensure that applications received comply with the specifications of the advertisement (as per job description) and sort it accordingly in order for applications to be summarized into long-lists.
Distribute long list with applications within stipulates time-frame to line management for perusal and identifying short-list candidates.
Ensure that the correct information is supplied for the short listing meeting.
Schedule a short-list meeting with delegated Council member, relevant line management and union representatives.
Take minutes at short-listing meeting and compile minutes for recordkeeping.
Compile an Agenda with the final short-listed applications.
Arrange the date, time and venue for the interview meeting, in liaison with Director/ Head of Department and union representatives and communicate final arrangements to all parties involved by sending a meeting request and the Agenda.
Arrange where needed practical assessment of candidates who are shortlisted in liaison with relevant line management.
Administrating the interviews and take minutes if the interview meetings.
Distribute the minute to relevant head of department and line managers for approval and signing thereof.
Formulate the human resource recommendations for appointment and include it in the minutes.
Inform the new appointee telephonically, by facsimile or e-mail of appointment and appointment date.
Compile appointment letter and submit to Senior Human Resource Manager for correctness and send appointment letter to appointee.
Receive letter of acceptance from appointee and inform relevant departmental head and line manager acceptance.
Administration of Engagement process
Compile contract of employment, when medical examination is concluded and appointee been deemed “fit for work” by the HR Officer: Occupational Health and Safety.
Open an electronic folder for new appointee and update the Human Resource Electronic system with all the details of the appointee.
Submit of engagement documentation to the salary division for capturing and processing of salaries.
Inform expenditure section and line-management on engagement process.
Responsible to keep record of the recruitment and selection process and include it in the monthly report to council.
Induction of New Employees
Responsible for the orientation and induction of all new employees.
Establish an induction program for all new appointees.
Arrange dates, time and venues for induction programs and communicate with managers, supervisor and new employees.
Inform other HR Officials of the induction meeting in order for them to prepare for the presentation, if they are available.
Advice employees on the content of the appointment letter, rules of various pension funds, group life insurance benefit structures, leave policy, role of trade unions, bonus, housing subsidy, UIF contributions and medical aid contribution rates and more.
Arrange safety discussions in liaison with HR Officer: Occupational Health and Safety.
Ensure that all HR Officers are available for induction of new employees on the first of each month.
Monitor and assist the completion of appropriate membership documentation regarding chosen benefits mentioned above.
Monitor and assist with the completion of the appropriate Pension Fund nomination forms.
Ensure that the termination is captured on the HR Electronic System and the electronic folder moved to “Ex-personnel”.
Ensure the letter of termination is send to the salary office foe processing.
Update the monthly report accordingly.
Ensure that employees leaving the Council obtain their completed UI19 form.
Answers queries relating to UI19 forms from Department of Labour and personnel.
Personnel Administration
Maintenance of personnel folders:
Collect HR related information and Filing system (i.e personnel data, personnel issues etc.)
Maintain personnel folders on the HR Shared Folder.
Ensure that personnel information is accurately captures on pay system and updated.
Distribute all relevant HR related information to specific personnel.
Responsible for accurate and timeous administration regarding appointments / change of status, termination of contracts due to dismissal, retirement, death and retrenchment.
Ensure that all employees be informed of the state of benefits.
Responsible for job confirmation from the public / departmental heads / line managers / employees / training section regarding personnel’s work status, telephonically and / or in writing.
Leave administration and time and attendance:
Capture all leave taken – vacation, sick, injury on duty, study aid, union activities, maternity, family responsibility and special leave.
Oversee all leave transactions, leave reports and leave transactions to be filled.
Attend to personnel queries regarding leave balances.
Prepare long service certificates and send to the Municipal Manager for signature and then to relevant Director.
Run monthly accruals and reports on leave balances.
Compile and provide leave statistics / reports to Directors and Divisional Heads Snr Manger: Human Resources. Manager: Training and Development.
Solve problems encountered on the Leave System.
Monitor, control and follow up on the submission of personnel leave books from each department / section
Audit the accuracy and the appropriateness of leave applications against entitlements, requirements and system guidelines.
Process leave applications and review leave balances of the personnel.
Notify Departments/ Section Head in case where staff does not qualify for leave due to inadequate leave balances.
Submit all processed leave to Internal Audit Section.
File processed leave reports from Internal Audit checks.
Keep Leave system updated.
Maintain the time and attendance (T&A) system for all employees by entering all hours of work and other information
(such as vacation time, sick time, leaves of absence etc.) that impacts pay and attendance records.
Payroll Administration
Timesheets/Attendance Registers
Obtain the timesheets/ attendance registers for permanent: Temporary employees from departments.
Verifies that the timesheets/attendance registers are signed and authorized by Official.
Verifies that authorized leave transactions on payroll system corresponds with timesheets/ attendance registers.
Capture the data from the timesheet on payroll system.
Prints new Timesheets for distribution to the departments.
Overtime and Standby
Verifies that the hours claimed corresponds with the overtime policy if not refer back to the manager or director.
Capture the overtime on the payroll system
Handling queries from staff.
Calculate overtime payable and standby payables.
Allowances
Obtains memo (Memorandums) for allowance from HR.
Calculate acting allowances.
Calculate long service bonuses.
Captures all allowances on payroll system.
Employee Benefits
Implement changes to new and existing employees by connecting to correct formula on payroll system.
Captures information on the payroll system.
Salary Advice Slips
Prints and distribute originals to various departments and files copies away.
Attends to queries from employees.
Termination of Employment
Receives memos (termination of employment) from HR.
Distinguishes from outstanding compulsory leave from outstanding cumulative leave.
Deducting all outstanding debts owed to the council when personnel member terminates service.
Obtaining of all correspondence and information for persons who resigned or terminated and processing it on the payroll system.
Annual increases
Input data provided by Bargaining Council for annual increases of permanent and temporary employees from salary notches received from HR (Annual increases).
Maintain and adjust payroll parameters / formulas on the payroll systems with regards to new salary increases (notch increases).
Tax implementation on Bonuses
Receives written consent of employees if income tax should be deducted on a monthly basis or annually concerning bonuses from March each year.
Implements the agreements on the payroll system by connecting it to written formula.
SARS IRP 5 Form
Complete IRP 5 forms when required.
Prints duplicate IRP 5 certificate when requested.
Filing of IRP5 certificates.
Cape Peninsula University of Technology
Job title: HR Teaching Assistant
Reason for leaving: International studies in Germany
March 2018- September 2018
Main Responsibilities:
Assisted Teaching Staff in preparation of lecturers, teaching in class and other teaching related tasks.
Tasked with presenting lesson plans for lecturing and class activities to help students gain an understanding of the material and successfully complete the assignment.
Assist with answering student queries, tutor in subjects being taught, and handle any student issue or problems.
Graded tests and quizzes, or providing more detailed feedback on student essays.
Arranged venue, logistics, and equipment for lecturer.
Prepared slides and typed notes.
Handle relevant enquiries for all subjects.
Record keeping and compiling records regarding the topics assessed
General documentation and administration; manage collection of Hr related information and filing systems.
Employee engagement.
Personnel Administration: Organise and Maintain personal records.
Printing and completing of different forms (Submission of loan forms).
Vegelegen Mediclinic
Job title: HR Intern
Reason for leaving: Contract ended
September 2017- February 2018
HR planning meeting: Arranging and booking as well as taking minutes during the meetings.
Recruitment and selection.
Advertising Vacancies.
Arranging interviews.
Assisting with interviews.
Reference check.
Induction.
Skills
Computer skills:
MS Office package (Word, Excel, PowerPoint and Outlook)
Capman HR system
LGSETA system
Gapskills Program
Deloitte system
SAMRAS
Knowledge of PASTEL
References
WEST COAST DISTRICT MUNICPALITY:
VERGELEGEN MEDICLINC:
CAPE PENINSULA UNIVERSITY OF TECHNOLOGY:
Thelma Steinmann: Manager: Training and Development
Tel: 022-***-****
E-mail: adihto@r.postjobfree.com
Hugo Brand: Snr Manager: Human Resource Management
Tel: 022-***-****
E-mail: adihto@r.postjobfree.com
Elisma Bothma (Human Resource Manager)
Tel: 021-***-****
Frances de Klerk (CPUT Lecturer)
Contact this candidate