Higher Occupational Certificate: Human Resource Management Administrator

Purpose

The purpose of this qualification is to prepare a learner to function as a Human Resource Management Administrator. A Human Resource Management (HRM) Administrator contributes to organisational success by supporting the effective and efficient operation of the Human Resource Function within an organisation by providing ethical and professional HRM administrative services. This includes collating and processing data for Workforce Planning, Staff Attraction and Procurement, Employee Maintenance and Development and Employment Relations Management. The HRM administrator also coordinates and provides dedicated communication and coordination services.

Successful learners will demonstrate the following attributes: attention to detail, sense of urgency and time management, analytical ability, compliance orientation, effective communication, and empathetic listening.

Qualified learners will be able to

• Collect Human Resource Management data and process the data into appropriate information that is available for decision-making.
• Provide administrative services for the full range of HRM services.
• Monitor, support, and maintain the various communication and administrative processes with relevant stakeholders to optimise the employment relations in the organisation.
• Compile, maintain and ensure the safeguarding of all HRM records.

Rationale

Human Resource Management (HRM) plays a crucial role in ensuring that organisations attract, retain, and develop talent to achieve their strategic goals. The administrative function is essential to support this function in organisations. The administrative role is becoming more important as the HRM landscape evolves due to technological advancements, changing demographics, and globalisation. In this realignment, the qualification has been elevated from a purely clerical role into a full administrative one. This is essential to meet the demands of complex and evolving organisations.

Human Resource Management (HRM) Administrators are essential in organisations in South Africa for several reasons. Firstly, the HRM administrators ensure that organisations comply with the various labour laws and regulations in South Africa. These laws cover areas such as minimum wages, working conditions, and employee rights; failure to comply with these laws can result in legal action against the organisation, which can be costly in terms of fines and reputational damage.

Secondly, HRM Administrators aid the organisation in attracting, recruiting, and selecting the best persons for the organisation.

Thirdly the HRM Administrator plays a pivotal role in the internal communication processes in organisations. Effective internal communication is essential for harmonious employment relations in organisations. This qualification establishes a standardised platform for the delivery of these essential services.

Given the importance of this role, having a formal occupational qualification provides several benefits, including ensuring that HRM Administrators possess the necessary skills and knowledge to perform their duties effectively, enhancing their credibility and professionalism, and ensuring compliance with legal and regulatory requirements.

Creating an occupational qualification for Human Resource Management (HRM) Administrators can lead to several social benefits. Firstly, it can help to improve the quality of HRM practices, resulting in more efficient and effective management of an organisation's workforce. This, in turn, can lead to higher levels of job satisfaction and productivity among employees, which can positively impact society's overall well-being. Secondly, an occupational qualification can promote greater transparency and accountability in HRM processes, which can help to reduce discrimination and ensure fair treatment for all employees. Finally, by establishing a standard set of competencies and knowledge requirements, an occupational qualification can facilitate the mobility of HRM professionals, allowing them to work in various sectors and organisations, thereby increasing the availability of qualified HRM professionals and contributing to the economy's overall growth.

The typical learners who will access this occupational qualification will be individuals interested in pursuing a career in HRM or those currently working in HRM roles who wish to formalise their skills and knowledge. This may include individuals who have completed secondary education and are looking to enter the workforce and those who have completed post-secondary education in a related field but have yet to obtain a formal HRM qualification.

Through obtaining the next level of HRM qualification, learners can progress into roles of HRM Officer or related specialised HRM roles such as Recruitment Specialist and Learning and Development Officer. With the HRM Administrator qualification, qualifying learners can also provide freelance services and become self-employed.

Apart from the legacy qualifications being replaced through this realignment process, no other similar qualifications are registered on the NQF. This qualification does not require professional registration.

Recognition of Prior Learning (RPL)

RPL for Access

Learners may use the RPL process to gain access to training opportunities for a programme of learning, qualification, part-qualification, or skills programme if they do not meet the formal, minimum entry requirements for admission. RPL assessment provides an alternative access route into a programme of learning, qualification, part-qualification, or skills programme.

Such an RPL assessment may be developed, moderated, and conducted by the accredited Skills Development Provider which offers that specific qualification/part qualification/skills programme. Such an assessment must ensure that the learner is able to display the equivalent level of competencies required for access, based on the NQF level descriptors.

RPL for Exemption

For exemption from modules through RPL, learners who have gained the stipulated competencies of the modules of a programme of learning, qualification, part-qualification, or skills programme through any means of formal, informal, or non-formal learning and/or work experience, may be awarded credits towards relevant modules, and gaps identified for training, which is then concluded.

RPL for awarding credits

Learners who have gained the stipulated competencies of the modules of a programme of learning, qualification, part-qualification or skills programme through any means of formal, informal or non-formal learning and/or work experience, may be awarded credits towards relevant modules, and gaps identified for training, which is then concluded.

A valid Statement of Results is required for admission to the EISA in which confirmation of achievement is provided that all internal assessment criteria for all modules in the related curriculum document have been achieved.

For a Skills Programme, the accredited Skills Development Provider (SDP) must ensure all modular competency requirements are met prior to the FISA and keep record of such evidence.

Upon successful completion of the EISA/FISA, RPL learners will be issued with the QCTO certificate for the qualification, part-qualification or skills programme. Quality Partners are responsible for ensuring the RPL mechanism and process for qualifications and part-qualification is approved by the QCTO.

Entry Requirements

• An NQF Level 4 qualification with English Communication.

This qualification is made up of compulsory Knowledge, Practical Skill and Work Experience Modules

Knowledge Modules

• 441601-001-00-KM-01, Introduction to Organisations and Human Resource Management, NQF Level 5,

4 Credits.

• 441601-001-00-KM-02, Data Management and Interpretation, NQF Level 5, 12 Credits.
• 441601-001-00-KM-03, Administration of Staff Procurement, NQF Level 5, 16 Credits.
• 441601-001-00-KM-04, Professional Administration for HRM Service Delivery, NQF Level 5, 6 Credits.
• 441601-001-00-KM-05, HRM Record Keeping, NQF Level 5, 4 Credits.

Total number of credits for Knowledge Modules: 42

Practical Skill Modules

• 441601-001-00-PM-01, Collect and Process HRM Data. NQF Level 5, 12 Credits.
• 441601-001-00-PM-02, Coordinate and Provide Administrative Services for a Full Range of HRM Processes. NQF Level 5, 12 Credits.
• 441601-001-00-PM-03, Coordinate HRM Communication to Enhance Employment Relations. NQF Level 5, 8 Credits.
• 441601-001-00-PM-04, Compile, Maintain and ensure the Safeguarding of all HRM Records. NQF Level 5, 10 Credits.

Total number of credits for Practical Skill Modules: 42

Work Experience Modules

• 441601-001-00-WM-01: HRM Data Collection and Data Management Processes, NQF Level 5, 8 Credits.
• 441601-001-00-WM-02: Administrative Processes for Full Range of HRM Services and Processes, NQF

Level 5, 12 Credits.

• 441601-001-00-WM-03: Organisational Communication Processes, NQF Level 5, 8 Credits.
• 441601-001-00-WM-04: Processes for Compiling, Maintaining, and Securing HRM Records, NQF Level 5,

8 Credits.

Total number of credits for Work Experience Modules: 36

1. Collect Human Resources data and process the data into appropriate information that is available for decision-making.
2. Select and use appropriate methods, techniques, and procedures to provide professional administrative services for the full range of HRM processes and activities.
3. Monitor, support and maintain the various communication and administrative processes with relevant stakeholders to optimise the employment relations in the organisation.
4. Access and use appropriate HRM systems and processes for the compilation, maintenance and safeguarding of all HRM records.

ASSOCIATED ASSESSMENT CRITERIA

Associated Assessment Criteria for Exit Level Outcome 1

ELO 1: Collect Human Resources data and process the data into appropriate information that is available for decision-making.

• Use appropriate information technology to collect HRM data that is required for specific HRM tasks and processes.
• Validate, analyse, and convert collected HRM data into information that is reported for HRM decision-making.
• Prepare and present appropriate presentations at meetings, stakeholders and to diverse groups of decision-makers.
• Maintain HRM databases, and extract appropriate information in response to specific authorised requests.

Associated Assessment Criteria for Exit Level Outcome 2

ELO 2: Select and use appropriate methods, techniques, and procedures to provide professional administrative services for the full range of HRM processes and activities.

• Provide administrative services for Workforce Planning in an ethical and legally compliant way that is aligned with HRM professional standards.
• Provide administrative services for Staff Recruitment, Selection and Placement in an ethical and legally compliant way that is aligned with HRM professional standards.
• Provide administrative services for Performance Management in an ethical and legally compliant way that is aligned with HRM professional standards.
• Provide administrative services for employee Learning and Development in an ethical and legally compliant way that is aligned with HRM professional standards.
• Provide administrative services for Grievance and Discipline Handling in an ethical and legally compliant way that is aligned with HRM professional standards.
• Provide administrative services for Career Management in an ethical and legally compliant way that is aligned with HRM professional standards.
• Provide administrative services for all Staff Separations in an ethical and legally compliant way that is aligned with HRM professional standards.

Associated Assessment Criteria for Exit Level Outcome 3

ELO 3: Monitor, support and maintain the various communication and administrative processes with relevant stakeholders to optimise the employment relations in the organisation.

• Update and maintain information systems relating to all HRM policies, procedures, and legislative requirements are updated and maintained.
• Maintain, update, and make accessible approved HRM policy guideline documents to relevant organisational stakeholders.
• Maintain and make available records of regular and ad hoc employee meetings and forums to authorised persons in the organisation.
• Receive, record and respond to employee queries relating to policies, procedures, and related employment contractual issues appropriately.
• Official HRM communication channels are coordinated and maintained within the organisation.

Associated Assessment Criteria for Exit Level Outcome 4

ELO 4: Access and use appropriate HRM systems and processes for the compilation, maintenance and safeguarding of all HRM records.

• Compile and maintain HRM records, including personal employee records.
• Control and manage access to information in employee and HRM records.
• Archive and retrieve employee and HRM records effectively as needed.

Integrated Assessment

Formative Assessments conducted internally.

Formative assessments are conducted throughout the training of learners. A range of formal, non-formal, and informal ongoing assessment activities are used to focus on teaching and learning outcomes to improve learner attainment.

Formative assessments are conducted continuously by the facilitator to feed into further learning, to identify strengths and weakness, and to ensure the learner's ability to apply knowledge, skills and workplace experience gained.

Formative Assessments are conducted by the accredited Skills Development Provider (SDP), and a variety of ongoing assessment methods may be used, for example, quizzes, assignments, tests, scenarios, role play, interviews. Continuous feedback must be provided.

Integrated Summative Assessments conducted internally.

Integrated Assessment involves all the different types of assessment tasks required for a particular qualification, part-qualification or occupational skills programme, such as written assessment of theory and practical demonstration of competence. To achieve this, the Internal Assessment Criteria (IAC) for all modules as found in the QCTO curriculum document must be followed.

An accredited SDP should implement a well-designed, formal, relevant, final internal Summative Assessment strategy for all modules to prepare learners for the EISA. These assessments evaluate learning achievements relating to the achievement of each module of the relevant components of the qualification, part-qualification or skills programme.

Internal Summative Assessments are developed, moderated and conducted by the SDP at the end of each module or after integration of relevant modules, for example, applied knowledge tests, workplace tasks, practical demonstrations, simulated tasks/demonstrations, projects, case studies, etc.

The results of these final formal summative assessments must be recorded. These results, which include the Statement of Work Experience results, where applicable, contribute to the Statement of Results (SoR) that is a requirement for admission to the EISA. An SoR, using the template provided by the Quality Partner, is issued by the accredited SDP for qualifications and part-qualifications. The SDP must produce a valid Statement of Results for each learner, indicating the final result and the date on which the competence in each module, of each component, was achieved. Learners are required to produce this SoR, together with their ID document or alternative ID document, at the point of the EISA.

External Integrated Summative Assessment (EISA) - a national assessment

The Quality Partner is responsible for the management, conduct and implementation of the External Integrated Summative Assessment (EISA), in accordance with QCTO set standards. Competence in the EISA is a requirement for certificating a learner.

For entrance into the EISA, the learner requires a valid Statement of Results issued by the accredited institution indicating:

The attainment of all modules for the Knowledge, Practical and Work Experience modules

OR

The attainment of all modules for the Knowledge and Application Components.