Role Summary:
The HR Ops Coordinator provides practical administrative and operational support across the People function. While the role is varied and will support all members of the HR team as required, it will be primarily aligned to supporting the HR Advisors with employee relations case administration, absence and probation processes, meeting coordination, documentation, trackers and follow-up actions. The role will also guide managers through routine HR processes and manage appropriate low-level cases, including probation, absence and straightforward employee relations matters, escalating more complex or high-risk issues to the relevant HR Advisor or HR Manager. The role will help ensure return-to-work processes are completed, absence triggers are monitored, appropriate meetings are arranged, and key HR activity is progressed in a timely, compliant and organised way. The role will also support wider HR operational projects and process improvement activity as required.
Responsibilities:
HR Administration & Coordination
- Provide comprehensive administrative and operational support across the HR team, with day-to-day priorities primarily aligned to supporting HR Advisors, guiding managers and managing appropriate low-level cases relating to probation, absence and straightforward employee relations matters.
- Maintain accurate HR records, trackers and digital filing systems in line with confidentiality and data protection requirements.
- Assist with data entry and updating information in HR systems, including maintaining accurate training records.
- Maintain and update Casenest (HR Cases management system), probation trackers and absence records, ensuring actions, deadlines and follow-ups are visible and progressed with the relevant HR Advisor or manager.
Diary, Meetings & Meeting Packs
- Coordinate and schedule meetings for investigators and advisors, including collating attendee availability, sending invites, booking rooms/Teams links and managing changes.
- Prepare meeting packs, ensuring documentation is complete, version-controlled and shared securely ahead of meetings.
- Attend meetings where required to take accurate minutes/notes and track actions through to completion.
Absence Management Support
- Oversee day-to-day absence administration, including monitoring absence notifications, updating trackers, identifying absence triggers and ensuring the right people are informed.
- Support the coordination of sickness reporting (including receiving/triaging sickness calls where agreed) and ensure timely escalation of any wellbeing or operational concerns.
- Ensure return-to-work interviews are completed in line with process, including arranging meetings where required, tracking completion, checking documentation is accurate and following up outstanding actions.
- Guide managers through absence review meetings where triggers are met, ensuring invitations, notes and outcome documentation are prepared and stored appropriately, with escalation to HR Advisors where cases become complex, sensitive or high risk.
Employee Relations & Investigations Support
- Support HR Advisors and investigators with employee relations case administration, including arranging meetings, gathering information, preparing documentation, maintaining case trackers and keeping clear audit trails.
- Provide first-line guidance to managers on routine HR processes, including probation, absence management, return-to-work requirements and low-level employee relations matters, ensuring advice is consistent with policy and process.
- Manage straightforward, low-level cases where appropriate, including preparing documentation, arranging and attending meetings, confirming outcomes and escalating to HR Advisors or the HR Manager where complexity, risk or formal action increases.
- Handle sensitive information with discretion and maintain strict confidentiality at all times.
- Assist with calculating payroll for ER related matters such as suspension pay, redundancy pay, scheduling in People Hours where required.
Probation Support
- Oversee probation administration and support managers through probation processes, including maintaining probation trackers, monitoring review dates, prompting managers, arranging review meetings where required and ensuring outcomes are recorded accurately.
- Manage straightforward probation cases where appropriate, supporting managers with process, documentation and outcomes, and escalating overdue reviews, concerns or higher-risk matters to the relevant HR Advisor, HR Manager or line manager to support timely decision-making.
Internal Communications
- Support internal employee communications, ensuring updates are shared through agreed internal channels such as newsletter, mail chimp etc
Projects, Process Improvement & Regional Support
- Support delivery of HR operational projects by coordinating project plans, actions, milestones, communications and reporting across ongoing People activity.
- Step in to support TUPE activity and associated administration, including collation of documentation, tracking communications and supporting consultation logistics.
- Build and maintain Cognito forms and other workflow tools to streamline HR processes and improve data capture.
- Provide support to Regional Ops Coordinators where needed, ensuring consistent ways of working and effective handovers
Person Specification:
- Strong administration experience, ideally within HR Operations, People Services, or a confidential support function.
- Excellent diary management and meeting coordination skills, including arranging complex meetings with multiple stakeholders (e.g., investigators/advisors).
- Confident note taker/minute taker with the ability to produce clear, accurate and actionable outputs.
- Experience supporting absence processes (sickness reporting, trackers, return-to-work documentation) with attention to detail and sensitivity.
- Understanding of employee relations administration and/or investigations support, including handling sensitive information and maintaining audit trails.
- Highly organised, proactive, and able to manage competing priorities, deadlines and changing requirements.
- Strong experience with Microsoft Outlook and Office suite (Word, Excel, PowerPoint) and confidence working with HR systems and online forms (e.g., Cognito or similar).
- Professional, approachable and able to communicate effectively with employees, managers and senior stakeholders at all levels.
- Able to guide managers through routine HR matters, discuss available options, explain policy requirements and support consistent decision-making.
- Confident in presenting a clear HR view and constructively challenging managers, including senior managers, where decisions or actions may create risk, inconsistency or fall outside agreed process.
- Discreet, trustworthy and committed to confidentiality and data protection.
Job Types: Full-time, Permanent
Pay: R23 000,00 - R25 000,00 per month
Work Location: In person
