The Back-office Assistant, in coordination with the Back-Office Assistant Team Leader, ensures the efficient day-to-day operations and handles the overall transactions of rostering and administration of accurate clients.
Responsibilities
Accounts and Payroll
Handles the reviewing of staff timesheets.
Executes the rounding off the time schedule, as necessary.
Follow up anomalies of timesheets for confirmation.
Provides notifications to Area Managers for inadequate use of timesheet systems by staff members.
Provides a report to Accounts Manager prior to Payroll and invoicing (fortnightly) for outstanding anomalies and allowances to be paid.
Rostering
Handles the replacement of Staff within short time frames by following staff replacement procedures & completing staffing alert form.
Reviews rosters and sends notifications for upcoming open shifts.
Updates Employee Rostering preferences in the rostering preferences register & on deputy.
Communicates with recruitment on staffing shortages.
Communicates with clients re:upcoming shift needs & promotes new staff on board.
Provides weekly & monthly reports on rostering information.
Recruitment
Posts Job Ads as requested by Area Managers.
Executes the screening of Applicants' compliance documents.
Schedules interviews for Area Managers and candidates.
Performs complete reference checks.
Ensures a complete Onboarding Correspondence & Employment Pack Documents.
Advises Accounts, Rostering & Area Managers when new staff are on-boarded and provide employment packs to accounts for entry to Accounts software.
Updates employee profile in Deputy, HRIS & Employee Register.
Updates back end contacts information for contact sharing on all co mobile devices.
Schedules Manager Check In with staff.
Admin
Receives all inbound calls and directs as needed or sends email notifications to the appropriate staff member.
Directs incoming emails & forms to appropriate staff (Pay Query -Accounts, grievance forms, etc.)
Handles the following: Complete Administrative Projects - Input Data to HRIS (Compliance details, personal details etc), Review Employee Register & Follow up information gaps with employees, Complete Google Admin Contacts.
Performs other duties and tasks, or changes to the services, as may be agreed upon by the parties.
Qualifications
At least a year in Customer Service
Knowledge in navigating Google Applications
Must be extremely detail-oriented, attention to accuracy.
Strong written, verbal and interpersonal communication skills required.
Ability to work well independently, and as part of a team.
Ability to multi-task and see projects through to completion.
Computer proficiency in Word, Excel, Power Point.
