Bayanda Siyalana

Salary Administration

Receive S&T applications, check them for correctness and capture them on Persal after they are approved.

Do certification of S&T on a monthly basis.

Prepare Nights Visits, Double Shifts, Call-outs and Nurses Overtime on a Monthly basis.

Capturing G224’s of Night visits, Double Shifts and Nurses

Overtime on Persal in the Management Area.

Capture Special danger allowance on Persal.

Capturing of Covid 19 Abnormal overtime.

Populate and Capture the Standby allowance for Area Commissioners Office.

Populate Z238 payment advice for Periodical Payments of Parole board Members and Spiritual Care Workers and capturing the payments on Persal.

Prepare Authorization request for payment of Separation Allowance for EST officials.

Capturing payment of Separation allowance on Persal.

Capturing stop orders of transport for official traveling between work place and residential areas.

Capture Qualification Bonus Award on Persal.

Capture disallowances on over payments, recover Standard Danger allowance and or Leave without pay recovery.

Receiving maintenance court orders and Post them to Head office for processing.

Prepare memorandums for officials that request permission to Perform Extra Remunerative Work outside the Department of Correctional Services.

Do certification monthly for officials performing Remunerative Work outside the Department of Correctional Services.

Capturing of acting allowance and Long Services Awards.

Facilitate the implementation and capturing of Resettlement Allowances

Leave Administration

Ensuring effective leave administration, verify leave credits with the G102 and capturing on Persal.

Facilitate the implementation of absenteeism control measures.

Do certification of Leave on a monthly basis.

Conduct Leave Auditing Bi-annually.

Capturing of Z1 leave forms on Persal for the Management Area.

Formulation and implementation of strategies to improve leave administration processes.

Do leave discounting.

Capturing payment of unused leave credits and leave gratuity.

To ensure that TIL applications are checked for correctness and submitted to the Health Risk Management office in time (Alexander Forbes) for processing.

Making sure that all applications are acknowledged by Health Risk Manager on time.

Register the TIL application on TIL manual and electronic registers.

Send monthly TIL statistic for the Management Area to Regional Office.

Populate TIL feedback letters and send them to applicants informing them about the outcome of their applications.

Convert a conditionally granted TIL application on Persal according to the Outcome of HRM.

Receive and process IOD applications and forward them to Heads Office.

Control of HR Registers

Ensures that all registers, the Z8 and Z168 are updated daily and checked for correctness.

Making sure that the leave is recorded in the G102 register and captured on Persal.

Conduct leaves Audit on a monthly basis between Z8, Z168 registers and Persal system for correctness.

Conduct Standby consolidation and write it on the Z8 register monthly.

Responsible for booking Officials in the Z8 Register to avoid Covid-19 cross infection between the official.

Conduct morning head count of officials in the Management Area and send daily totals to regional Office

Management of Housing & Official Accommodation

Process the Housing Allowance applications for rental and home owner and capture on Persal.

Process applications of GEHS withdrawal for new home owners.

Instating housing-bond deductions on Persal and increasing or decreasing instalments as per Official request.

Facilitation of State Guarantee applications for officials according to Policy and referrer them to Head Office for processing.

Communicate with banking institutions with in respect of realising of State Guarantee.

Ensure that Accommodation is allocated to the correct individuals.

Create stop orders and allocation letters for accommodation allocation.

Capture rental and deposit stop orders on Persal system.

Co-ordinate housing committee sittings for accommodation allocation.

Assist workshop with monthly water and electricity meter readings for official accommodation.

Do quarterly reconciliation for water and electricity for official accommodation.

Capture payment of over deduction for domestic services to officials after reconciliation and also re-cover under payment of domestic services from official.

Conduct inspection to official accommodation after they have been vacated.

Terminate Single and or Married Quarters on Persal when Official vacates Official Accommodation.

Prepare G206B cards to pay back deposit to officials when vacating official accommodation

Human Resource Development

Ensuring a smooth operation in the office of the Deputy Director.

Conducting training needs analysis

Coordinate and render secretariat support to the Skills Development and Training Committee

Training & development of employees oversee training records & draw up training schedules.

Administer internal Bursary scheme.

Liaising with recruitment and selection directorate.

Issuing of skills audit, personal development plans,

Assist in the development and submission of work skills plan (WSP) for the Department.

Submitting Annual Training Report (ART) to the relevant SETA.

Assist in the facilitation of Internal Induction Programme and Orientation for the Department.

Assist in the in the facilitation of Compulsory Induction Programme (CIP).

Administer and manage the implementation of graduate internship, learnership and Apprenticeship programme.

Administer study programme & study leave.

Performance Management & Development System

Updating PMDS statistics

Sit as a secretariat during performance Management Moderations.

Receiving contracts & Quarterly Reviews of all employees.

Capturing of Contract & Quarterly Reviews on Persal system.

Conduct validation of employee files before moderations.

Formulate costing calculations for PMDS payments.

Human Resource Appointments

Capturing of permanent & abnormal appointments on Persal.

Capturing SMS packages on Persal.

Doing terminations, Relocations, Cross transfers & Translations.

Capturing of leaves on Persal.

Creating leave credits for newly appointed employees.

HR Policy Development & Practices

Provide all policy presentations

Draft circulars for the Department.

Assist in conducting research that will assist towards the development and improvement of new and old policies.

Check policies for changes & effect necessary change on procedure manuals & guidelines.

Capturing of Department’s assessment on MPAT system for all Sub-Directorate in HR.

Sit as a task team member in the review & development of new policies.

Maintain effective HR communication.

Assist with Queries on policies.

Recruitment and Selection

Assist in compiling of Vacancy Advertisement.

Compiling master list to shortlisting.

Assist during shortlisting.

Present shortlisted candidates to selection panels.

Schedule interviews for shortlisted applicants.

Assist in the interviews and selection process as a HR scribe.

Compile regret mail to unsuccessful applicants.

Compiling of approval memorandum for shortlisting and interview panel.

Compiling of appointment memorandum, appointment letter & acceptance offers.

Responsible for terminations of the department and leave gratuity

Administration of Injury on duty

Doing PILR and seating on PILR Starring committee

Administration of internal and external transfers of the department

Responsible for promotions, movement of the department

Responsible for leave management of the department

Responsible for confirmation of staff employment

Ensure safety and confidentiality of all document

Prepare and process service benefits of Official

Responsible for salary enquiries of Officials

Responsible for salary adjustment and implementation of salary

package

Responsible for salary pay progression and performance bonus

Responsible for housing scheme and medical scheme

Responsible for long service recognition

Responsible for probations of the Official

Responsible for overtime processes

Deliver and monitor client service

Assist on recruitment, selection process and replacement process

Supervise and train interns and experiential leaners

Responsible for Office resources

Deal with the HR matters

Deliver and monitor client service

Deal with employee quires face to face and over the phone

• Updated HR database with new employee information, changes in benefits, and other details.
• Prepared new hire letters, employee contracts, and corporate policies.
• Handled on-boarding process for newly hired employees, which included distribution of all paperwork.
• Coordinated technical training and personal development classes for staff members.
• Managed employee data and privacy to keep employee data confidential per organizational privacy policies.
• Conducted performance reviews and provided feedback to managers on employee performance.
• Assisted with writing job postings and job descriptions for boards.

Human Resource Development

Ensuring a smooth operation in the office of the Deputy Director.

Conducting training needs analysis

Coordinate and render secretariat support to the Skills Development and Training Committee

Training & development of employees oversee training records & draw up training schedules.

Administer internal Bursary scheme.

Liaising with recruitment and selection directorate.

Issuing of skills audit, personal development plans,

Assist in the development and submission of work skills plan (WSP) for the Department.

Submitting Annual Training Report (ART) to the relevant SETA.

Assist in the facilitation of Internal Induction Programme and Orientation for the Department.

Assist in the in the facilitation of Compulsory Induction Programme (CIP).

Administer and manage the implementation of graduate internship, learnership and Apprenticeship programme.

Administer study programme & study leave.

Performance Management & Development System

Updating PMDS statistics

Sit as a secretariat during performance Management Moderations.

Receiving contracts & Quarterly Reviews of all employees.

Capturing of Contract & Quarterly Reviews on Persal system.

Conduct validation of employee files before moderations.

Formulate costing calculations for PMDS payments.

Human Resource Appointments

Capturing of permanent & abnormal appointments on Persal.

Capturing SMS packages on Persal.

Doing terminations, Relocations, Cross transfers & Translations.

Capturing of leaves on Persal.

Creating leave credits for newly appointed employees.

HR Policy Development & Practices

Provide all policy presentations

Draft circulars for the Department.

Assist in conducting research that will assist towards the development and improvement of new and old policies.

Check policies for changes & effect necessary change on procedure manuals & guidelines.

Capturing of Department’s assessment on MPAT system for all Sub-Directorate in HR.

Sit as a task team member in the review & development of new policies.

Maintain effective HR communication.

Assist with Queries on policies.

Recruitment and Selection

Assist in compiling of Vacancy Advertisement.

Compiling master list to shortlisting.

Assist during shortlisting.

Present shortlisted candidates to selection panels.

Schedule interviews for shortlisted applicants.

Assist in the interviews and selection process as a HR scribe.

Compile regret mail to unsuccessful applicants.

Compiling of approval memorandum for shortlisting and interview panel.

Compiling of appointment memorandum, appointment letter & acceptance offers.