Human Capital Administration Assistant at Old Mutual

Old Mutual is a firm believer in the African opportunity and our diverse talent reflects this.

Job Description

Performs routine administrative duties such as drafting correspondences, scheduling appointments, organising and maintaining data, as well as assisting internal and external stakeholders

1. JOB SUMMARY

The HR Administrative Assistant provides critical support to the Human Capital function by executing essential HR operations with accuracy, efficiency, and discretion. This role is responsible for maintaining employee records, coordinating onboarding and offboarding activities, supporting payroll and benefits administration, and ensuring compliance with HR policies and processes. As the first point of contact for routine HR queries, the assistant plays a key role in promoting a smooth employee experience.

Working closely with HC Business Partners and the Head of Human Capital, the HC Administrative Assistant contributes to organizational agility by embracing digital tools, streamlining administrative workflows, and proactively identifying process improvements. This role requires exceptional attention to detail, confidentiality, and a service-oriented mindset to support a responsive and compliant HR environment.

2. KEY TASKS AND RESPONSIBILITIES

HR Operations & Employee Lifecycle Support

• Execute accurate and timely onboarding, contract generation, transfers, promotions, exits, and documentation.
• Manage employee records across HRIS, digital files, and physical storage ensuring 100% compliance.
• Track probation, confirmation, and appraisal dates and notify responsible parties.

HRIS & Data Integrity

• Maintain up-to-date HRIS records (Workday) and manage data entry and system checks.
• Generate standard HR reports (headcount, leave balances, contract end dates, etc.) for HCBPs and leadership.
• Conduct regular data audits to ensure consistency and accuracy.

Employee Communication & Engagement Logistics

• Draft and send official employee communications and announcements (e.g., promotions, holidays, wellness tips) through Human Capital Comms.
• Support internal surveys, culture, wellness events, and learning programs by coordinating logistics and participation.
• Manage employee logistics for events e.g. town halls, bereavements.

Compliance, Policies & Audits

• Maintain all HR compliance trackers (e.g., work permits, contracts, ID copies, leave policies).
• Support audits (internal/external) by preparing required documentation and summaries.
• Ensure templates, policy documents, and handbooks are properly version-controlled and accessible.

Payroll & Benefits Administration Support

• Collate and verify payroll inputs (e.g., commissions, deductions) before submission deadlines.
• Maintain benefit enrollment records and support reconciliation as needed.
• Track leave balances, approvals, and returns from extended leave.

Operational Agility & Process Innovation

• Continuously identify and implement process improvements in HR administration to enhance efficiency and employee experience.
• Embrace digital tools and automation (e.g., e-signatures, workflows, Nina) to reduce manual work and increase speed.
• Support agile workflow projects and feedback loops in HR projects.
• Participate in idea generation forums and innovation projects within the Human Capital team.

3. SKILLS AND COMPETENCIES

HR Technical Proficiency

• Solid understanding of HR operations and lifecycle processes.
• Working knowledge of payroll processes, benefits, and leave tracking
• Familiarity with labor laws, HR policies, and confidentiality requirements

HR Systems & Digital Tools

• Proficiency in HRIS platforms, Microsoft Office Suite

Communication & Interpersonal Skills

• Clear and professional verbal and written communication
• Courteous and responsive when interacting with employees and internal stakeholders
• Ability to maintain composure and confidentiality when handling sensitive information

Organizational & Time Management

• Ability to manage multiple administrative tasks with high attention to detail
• Strong organizational skills for maintaining files, trackers, and deadlines
• Proactive follow-up and ability to work with minimal supervision

Service Orientation

• Strong customer service mindset and responsiveness to employee needs
• Dedicated to improving the employee experience through timely support
• Empathy and tact in dealing with diverse individuals and situations

Agility & Innovation

• Adaptable and flexible when priorities or tools shift
• Willingness to try new approaches, processes, or technologies
• Open to feedback and actively contributes to process improvements

Data & Compliance Discipline

• Accuracy in maintaining employee records, HR data entry, and reporting
• Strong integrity and discretion in managing confidential information
• Attentive to audit readiness and compliance documentation

4. QUALIFICATIONS, KNOWLEDGE & EXPERIENCE

Required Experience

• 2–4 years in an administrative or HR support role within a structured HR environment.
• Demonstrated experience in employee records management, onboarding/offboarding, and scheduling.
• Proficiency in MS Office and familiarity with HR systems like Workday.
• Exposure to process automation tools and agile work environments.

Educational Requirement

• Bachelor’s degree in Human Resource Management, Business Administration, or a relevant field.
• Entry-level HR certifications (e.g., IHRM, HRM Assistant Certificate, CHRP) are a plus.

5. ANTI-MONEY LAUNDERING (AML) EXPECTATION

The incumbent will be responsible for ensuring adherence to, implementation of, and adoption of Compliance, Anti-Money Laundering (AML), and Sanctions-related policies, procedures, and process requirements within Old Mutual and its subsidiaries. This includes execution of customer due diligence processes, ensuring compliance with Know-Your-Customer (KYC) standards, conducting ongoing and enhanced due diligence, and maintaining data quality. Additionally, the role involves identifying and monitoring potential AML, Sanctions, or Compliance breaches and unusual activities, and escalating these concerns to the Risk and Compliance Office for further action.

Skills

Accounting, Action Planning, Budget Management, Calendar Coordination, Computer Literacy, Data Analysis, Database Reporting, Data Compilation, Data Interpretations, Executing Plans, Financial Acumen, Management Reporting, Numerical Aptitude, Oral Communications, Report Review

Competencies

• Directs Work
• Drives Results
• Ensures Accountability
• Manages Complexity
• Optimizes Work Processes
• Plans and Aligns
• Tech Savvy

Education

NQF Level 3 & NQF Level 2 - Below school leaving

How to apply

Click on the link to apply: https://oldmutual.wd3.myworkdayjobs.com/en-US/Old_Mutual_Careers/job/Human-Capital-Administration-Assistant_JR-69343-1?locationCountry=9e684fd7be1e469d9ee955a4c3b754be

Closing Date

30 July 2025 , 23:59