Job Purpose:
To support the remediation of the audit finding relating to missing and/or incomplete approved Job Descriptions (JDs) in employee personnel files.
The Intern will support the review and validation of Job Descriptions to ensure all required sections are complete, coordinate the Job Description approval and sign-off process through DocuSign, follow up on outstanding approvals, escalate delays where necessary, and ensure fully approved Job Descriptions are appropriately electronically filed and maintained.
The role holder is expected to deliver work of audit-ready accuracy, meet defined turnaround standards, and contribute to the team’s service delivery. The role operates at execution level under the direction of the Head of Head of HR Hub & Total Rewards and designated Leads, with no supervisory or budgetary accountability.
Key responsibilities:
1.Job Description Review & Validation
•Review assigned Job Descriptions against the approved requirements and instructions provided.
•Confirm that all required sections are complete and accurate.
•Flag any missing or inaccurate information for correction before the JD proceeds for sign-off.
2.Job Description Sign-Off
•Send validated Job Descriptions through DocuSign for employee and Line Manager sign off.
•Track the status of JDs submitted for sign-off.
•Follow up with relevant stakeholders on pending sign offs.
3.Follow-Up & Escalation
•Monitor outstanding signoffs and ensure timely completion.
•Escalate delayed or pending signoffs to the relevant HR Hub Associate where necessary.
•Maintain clear records of actions and outstanding items.
4.Filing & Records Management
•Ensure fully signed Job Descriptions are appropriately electronically and physically filed in the relevant personnel records.
•Update the JD tracker to reflect the status of each Job Description.
•Support reconciliation of signed JDs against the assigned employee population.
5.Project Progress & Reporting
•Provide regular updates on the progress of the assigned Job Description population.
•Highlight outstanding reviews, sign offs and filing actions.
•Support completion of the assigned population within the agreed project timeline
General
1.Manage all employee data with ethical stewardship, adhering to Britam’s data privacy policies and human capital governance standards.
2.Act within the approved Delegated Authority Matrix; the role carries no independent approval authority.
Knowledge, experience and qualifications required:
1.A Bachelor’s degree in Human Resources or a Business-related field. Progress toward CHRP and IHRM membership is an added advantage but not a requirement at entry.
2.0–2 year of experience in working with large volumes of employee documentation is an added advantage.
3.Strong working proficiency in MS365 (Excel, Outlook, Teams, Forms) and comfort learning filing and HR systems (e.g., ImageNow, Docusign platforms) quickly.
4.Ability to follow up professionally and persistently with multiple stakeholders.
5.Demonstrated accuracy and attention to detail in maintaining records, trackers, or databases.
6.Ability to manage multiple deadlines with strong personal organisation and follow-through.
7.High integrity and discretion in handling employee data.
8.A proactive, adaptable approach and willingness to learn in a fast-paced, digital-first environment.
Technical / Functional Competencies:
- HR operational procedures.
- Recruitment coordination and administration.
- Employee Induction and onboarding processes.
- Performance management administration.
- HR data management and reporting.
- Working knowledge of external HR regulatory requirements including labour laws.