HR Administrator Job Description, Duties, Salary and Requirements

The role of a Human Resources (HR) Administrator is pivotal in ensuring the smooth operation of HR functions within organizations, particularly in South Africa, where compliance with local labor laws is crucial. This detailed survey note explores the job description, duties, salary, and requirements for HR Administrators, providing a comprehensive overview for professionals and job seekers in the field. The information is based on recent job postings, salary surveys, and professional standards as of July 2025, reflecting the current South African job market.

Job Description

HR Administrator Vacancies

The duties of an HR Administrator can vary depending on the organization’s size and industry, but common responsibilities include:

• Recruitment and Selection: Assisting with the recruitment process by posting job advertisements, scheduling interviews, managing CV databases, liaising with candidates, and conducting background checks. They also help with recruitment statistics for Employment Equity (EE) purposes, ensuring compliance with South African regulations.
• Employee Onboarding and Offboarding: Preparing offer letters, employment contracts, and creating employee profiles in the HR system. They conduct orientation sessions for new hires, collate probation documents, and handle exit interviews and termination processes, ensuring smooth transitions.
• Employee Records Management: Maintaining accurate and up-to-date employee records, including personal information, attendance, and performance evaluations. They ensure confidentiality and security of employee data, adhering to data protection standards.
• Payroll and Benefits Administration: Assisting with payroll processing, including calculating salaries, deductions, and bonuses. They manage employee benefits such as medical aid, pension funds, and leave entitlements, ensuring timely and accurate administration.
• Compliance and Legal Requirements: Staying up-to-date with South African labor laws, such as the Basic Conditions of Employment Act (BCEA), Labour Relations Act (LRA), and Occupational Health and Safety Act (OHSA). They prepare and submit statutory reports, including those for the Compensation for Occupational Injuries and Diseases Act (COIDA), Unemployment Insurance Fund (UIF), and Employment Equity, as well as monthly internal reports on legislative changes.
• Training and Development: Assisting in the organization and implementation of training programs, managing the training budget, and ensuring proper record-keeping for skills development reports, such as Workplace Skills Plan (WSP) and Annual Training Report (ATR), which are crucial for Broad-Based Black Economic Empowerment (BEE) compliance.
• Employee Relations: Advising employees on HR policies and procedures, resolving employee concerns, and escalating issues to the HR Manager when necessary. They ensure updates are provided to senior HR staff, maintaining effective communication.
• HR Policies and Procedures: Reviewing, updating, and implementing HR policies and procedures to ensure they align with current legislation, supporting organizational compliance and efficiency.

To become an HR Administrator in South Africa, candidates typically need to meet the following requirements, based on job postings and professional standards:

• Education:
  • A certificate or diploma in Human Resources Management or a related field is often required, with a focus on HR administration. Some positions may prefer a bachelor’s degree in HR or Business Administration for higher-level roles.
  • Professional registration with the South African Board for People Practices (SABPP) is advantageous. For example, the HR Technician level requires a 1-year HR certificate and 1 year of experience, while the HR Associate level requires a 2-year diploma and 2 years of experience (see Table 1 for details).
• Experience:
  • At least 1-2 years of experience in HR administration or a similar role is commonly expected. Job postings often mention “experienced” candidates, with some specifying 2 years of relevant experience, such as in recruitment or payroll.
• Skills:
  • Proficiency in Microsoft Office suite, particularly Excel, is essential for data management and reporting.
  • Strong organizational and time management skills to handle multiple tasks efficiently.
  • Excellent communication and interpersonal skills for interacting with employees and external partners.
  • Attention to detail and accuracy in record-keeping, ensuring compliance with legal standards.
  • Knowledge of South African labor laws and regulations, including BCEA, LRA, OHSA, and skills development legislation, is critical.
  • Familiarity with HR software, such as SAGE 300 People System, can be a distinct advantage, especially in larger organizations.
• Certifications:
  • While not always mandatory, professional registration with SABPP as an HR Technician or Associate can enhance employability and career progression. Other certifications, like those in payroll administration, may also be beneficial.
• Personal Attributes:
  • Strong organizational skills, ability to prioritize projects, and a collaborative team approach are often highlighted in job descriptions. High levels of accuracy and attention to detail are also crucial.

These requirements ensure that HR Administrators can effectively support HR functions and contribute to organizational success.

Table 1: SABPP Professional Registration Levels and Requirements

For those not meeting these requirements, SABPP offers a Recognition of Prior Learning (RPL) process for membership, accessible at SABPP Membership.