Human Capital (HC) Administrator

Role Overview

We are looking for an experienced administrator within our Human Capital environment.

The purpose of the HC Administrator role is to provide end-to-end operational and administrative support across the employee lifecycle, including learning and development administration, ensuring accurate people data, compliant processes, and effective coordination between Human Capital, Learning and Development, Payroll, Finance, IT, and external service providers. The role is highly systems-driven and plays a critical part in maintaining data integrity, employee experience, skills development compliance, and business continuity across HC operations.

The ideal candidate must be able to transition into the role quickly and become effective with minimal supervision.

Responsibilities

• Coordinate and execute the full onboarding process for all employee categories, including permanent employees, FTC employees, interns, graduates and trainees.
• Capture and maintain employee data on all systems, including Sage and Maconomy.
• Create and maintain employee profiles, reporting lines, employment details, billability, and rates where applicable.
• Coordinate onboarding communication and documentation, including onboarding packs and policy links.
• Liaise with IT, Payroll, Finance, and line managers to ensure system access, employee numbers, and reporting structures are in place.
• Process employee changes, including transfers, contract renewals, team leader changes, and entity or regional moves.
• Manage FTC-to-permanent and graduate contract-to-permanent conversions, including benefits onboarding and system updates.
• Coordinate the end-to-end exit process, including exit documentation, system terminations, stakeholder notifications, the Weekly Leavers Report, benefits processing and secure filing.
• Prepare, capture, and submit monthly payroll inputs in line with payroll deadlines and support payroll-related changes, invoices and purchase orders.
• Coordinate Medical Aid and Pension Fund administration, including reviews, plan changes, audits, employee support, Two-Pot System applications, death benefit claims and benefit statement requests.
• Coordinate training administration, including scheduling, logistics, providers, quotations, invoices, purchase orders, attendance and training records.
• Support learnership, internship, graduate and bursary programmes and compile statutory skills-development reporting data, including WSP, ATR, SETA and B-BBEE evidence.
• Maintain the Learning Management System and track training spend, mandatory training and outstanding completion items.
• Prepare monthly HC metrics, headcount, employee-movement, benefits and L&D reports.
• Create, maintain and audit employee files and ensure confidentiality, data protection, labour-law compliance and HC governance.
• Act as the first point of contact for HC administrative queries, employment letters, qualifications and reference checks, disciplinary and grievance administration, HC logistics, projects and employee-engagement activities.
• Ensure all employment changes are accurately reflected across all systems and employee records, and notify IT, Payroll and HCBPs of approved changes.
• Ensure reporting lines are updated after exits and all exit documentation is securely filed.
• Coordinate payroll-input verification with HCBPs and ensure supporting documentation is complete and stored appropriately.
• Support payroll-related bank-detail, increase, termination, incentive and benefit changes, and capture employee information required for timesheets and billing.
• Prepare and reconcile payroll- and benefits-related reports to support internal and external audits.
• Coordinate parental-leave processes, including documentation, agreements and record updates.
• Capture qualifications, certifications, attendance, completion status, study-assistance applications and training agreements.
• Compile and quality-check training data for statutory skills-development reporting and track training spend, invoices and mandatory-grant claims.
• Maintain birthday and long-service milestone tracking and coordinate reward processing.
• File increase letters, contracts, benefits and exit records; support policy updates through input coordination, document formatting and version control.
• Prepare confirmations of employment, visa letters, remote-work confirmations and standard HC correspondence; coordinate disciplinary and grievance documentation and confidential meeting records.

Requirements

• Certificate, Diploma, or Degree in Human Resources, Business Administration, or a related field.
• Minimum of 5 years’ experience in a Human Capital environment.
• Minimum 3–5 years proven experience working with the Sage People 300 system.
• Proven experience working across multiple HC, finance, and learning-related systems, including Learning Management System administration.
• Proven experience working on the Microsoft Office Suite, with advanced Excel and reporting capability.
• High attention to detail and ability to handle confidential information.
• Ability to communicate effectively with multiple stakeholders across all levels.
• Exposure to training and skills development administration, including WSP/ATR data preparation, SETA processes, and B-BBEE Skills Development requirements, is advantageous.

Success Profile

• Highly operational and process-driven, with strong cross-functional coordination across HC, Payroll, Finance, and IT.
• Comfortable with high-volume transactional work and recurring deadlines.
• Critical focus on data accuracy, compliance and employee experience.
• Able to coordinate with external training providers, SETAs and internal stakeholders against fixed statutory and reporting deadlines.
• Able to use technology to improve and streamline HC processes.
• Assesses problems and develops relevant solutions; applies expertise and technology to deliver results; builds relationships; takes initiative; and adapts to change.
• Highly operational and process-driven role with strong cross-functional coordination across HC, Payroll, Finance and IT.
• High-volume transactional workload with recurring deadlines and responsibility for maintaining data accuracy, compliance and employee experience.
• Ability to coordinate with external training providers, SETAs and internal stakeholders against fixed statutory and reporting deadlines.