The primary objective of the department is to:
The Corporate Services department is led by Mr. K. Mrali - Director Corporate Services who is ordinarily referred to as the Head of the Department. The Department has two divisions which are namely, Integrated Human Resource Management (IHRM) and Integrated Support Services (ISS). The two divisions are managed by Senior Managers on each side. The structure of the Department then allows for the Divisions to be supported by Units which are managed by Unit Managers.
The Department has its core staff situated in the head office in East London whilst there are some few staff members who are based in the satellite offices. The satellite offices cover a wide range of local municipality’s that fall within the area of jurisdiction of ADM. The main functions being executed in the satellite offices are personnel administrative functions relating to staff leave and overtime claims and the other supporting function relates provided therein relates to employee wellness and safety, in the provisioning of water and sanitation to the communities of ADM.
In executing its duties, the department is guided by pieces of legislation that are relevant to each functional area within the department. Amongst the legislation guiding the department are:-
- The Constitution of the RSA.
- Labour Relations Act
- SALGBC Collective Agreement
- Disciplinary procedure
- Occupational health and Safety Act
- Employment Equity Act
- Provincial Archives Act
- Basic Conditions of Employment Act
- Municipal Finance management Act
- Municipal System Act
- Municipal Structures Act
- Skills Development Act
The Corporate Services department exists to render a comprehensive, integrated human resource and administration function to enhance service delivery and the welfare of all employees.
- Promote an effective Job Evaluation system that seeks to ensure that the jobs are properly graded.
- Promotion of sound employee relations and labour stability.
- To also promote and practise effective recruitment and retention practises and be the employer of choice.
- To encourage a culture of excellence and high work ethic.
- To promote a safe and healthy working environment for all employees
- To constantly develop individual employees and Councillors through training interventions to enhance service delivery.
- Contribute to the realisation of externally focused IDP objectives.
THE CORPORATE SERVICES DEPARTMENT IS MADE UP OF TWO DIVISIONS WHICH ARE THE :
1. Integrated Human Resource Management division ( IHRM); and
2. Integrated Support Services division (ISS)
1. INTEGRATED HUMAN RESOURCE MANAGEMENT DIVISION
UNIT: JOB EVALUATION AND ORGANISATIONAL DEVELOPMENT
Purpose: To ensure that ADM has an optimal Organisational Structure; and to ensure that all posts at ADM have the appropriate TASK Grade and that employees are remunerated accordingly.
o * The advising of departments of appropriate organisational structures
o * The developing, through consultation relevant organisational structures
o * The provision of a Work Study service to departments
o * The keeping of relevant Organisational Charts up to date
o * Ensuring that all jobs at ADM have up to date quality job descriptions
o * Ensuring that relevant Job Evaluation processes are in place to maintain correct TASK Grades
UNIT: LABOUR RELATIONS.
Purpose: To manage employer / employee relations
o The management of employer/employee relations
o The provision of professional assistance on disciplinary matters
o The resolution of disputes
o The promotion of workplace transformation
o The conducting of negotiations and consultations
UNIT: Employee Wellness and Safety
Purpose: To improve and maintain wellness of employees and To ensure health and safety of ADM employees
o The offering of confidential professional assistance to employees who have a potential to be adversely affected by personal and work related problems
o The laying of the foundation for a sustainable, participatory and penetrating Employee Assistance Programme (EAP) and Employee Wellness Programme (EWP)
o The provision of a customized, accurate and cost effective EAP Programme and EWP toolkit
o The improvement of employee morale and the stimulation of a better work performance
o The improvement of employer care and employee loyalty
o The provision of a general framework for the management of EAP and EWP in the municipality
The provision of the HIV/AIDS Workplace programme which promotes the following:-
- Non Discrimination and non-stigmatisation in the work environment
- Preventative programmes such as HCT, condom usage and education, information and communication
o The ensuring of compliance with Occupational Health and Safety Act (Act no 85 of 1993)
o The investigation of all injuries on duty and the coordination of all reports as required by the Compensation for Occupational Injuries and Diseases Act (Act no. 130 of 1993)
o The carrying out of regular inspections in all operational areas to ensure compliance with safety standards.
UNIT: HUMAN RESOURCE DEVELOPMENT
Purpose: To develop human resources
Functions:* The rendering of human resources development services in respect of Councillors and employees.
o The administration of learnership programmes
o The administration of Experiential Learning Programme
o The coordination of ABET Programme
o The administration of Bursary Scheme for Rare Skills( For Unemployed HDIs)
o Administration of Employee Study Assistance Scheme for employees
o The co-ordination of training and development( skills programmes)
o Administration of Internship programme.
2. INTEGRATED SUPPORT SERVICES DIVISION
To provide an efficient and effective auxiliary function to internal departments, within the ADM, and external stakeholders by providing the following services:
UNIT: PERSONNEL ADMINISTRATION
Purpose: To administer personnel management functions
o The administration of Payroll and benefits for Councillors and employees
o The Keeping of Employee Records and to administer payroll
o The controlling of salaries and benefits
o The processing of salaries and benefits
o The payment of deductions to third parties
o The handling of queries related to salaries
o The record keeping of Councillors and employee records
o The administration of all types of Leave
o The administration of ADM Conditions of Service
o To provide effective telephonic communication system (land lines).
o Ensure that the system meets minimal requirements of Council’s needs which must include: Voice Mail Systems, Night Line, continuous operation during working hours, cost effective accessories in order to reduce costs, must be easily adaptable to modern technology, review rental contract every 2 years. *To provide new telephone lines.
o To ensure compliance with the Telephone Usage Policy by Staff.
o To provide one–stop access to all Council’s documents and information.
o To ensure that all Council’s records are safely kept.
o To ensure that Council’s archiving system is in compliance with the requirements of the National and Provincial Legislations.
o To ensure that the electronic data archiving system is updated on a daily basis.
o To be in charge of disposing old and/or obsolete Council records.
o To ensure that all offices and open spaces are thoroughly cleaned and maintained.
o Tea and other refreshments are provided within specific times.
o Provision of tea services during meetings and workshops.
o All ablution facilities are kept in a hygienic condition.
o To provide an internal and external postal service.
o Ensure that mail is delivered as speedily as possible.
o To receive and deliver post daily (Post Office).
BUILDING AND PROPERTY MANAGEMENT
o Ensure that all Council’s buildings and properties are properly maintained, using cost effective methods.
o To handle all enquiries relating to Council owned buildings and properties.
To ensure that all Council’s assets are:
o Properly managed, Safely kept, Thoroughly insured, Properly disposed of and Asset registers are properly maintained
o Develop Asset Policy and review annually
o Fleet management
o and that the Asset Management Policy is developed and reviewed annually.
FLEET ASSET MANAGEMENT
o Fleet Assets Management falls under the Auxiliary Services Division and the Auxiliary Services Manager is also the Fleet Manager.
o Fleet Manager takes overall responsibility for agency vehicles as well.
o The management of ADM vehicles is the responsibility of the Fleet Manager.
o All vehicles are managed centrally and the Fleet Manager is responsible for the acquisition, disposal and maintenance of same.
o To develop the Fleet Management Policy and ensure compliance thereto by Departments.
o To ensure that security services are provided for Council buildings and leased premises.
o To ensure that office premises are monitored by armed response company,
o To ensure that Council’s staff, assets and buildings are adequately secured.
MANAGEMENT OF CALGARY MUSEUM
FUNCTIONS: The Auxiliary Services Manager is accountable for and manages the overall operations at the Calgary Museum.
On the Calgary Museum premises there is a state of the art mini conference facility that can be booked for meetings, workshops, team building exercises, etc. At the moment it is only available for use by Local Municipalities, Government Departments and Parastatals.
The tariffs are available from the Budget and Treasury Department:
Bookings/ reservations can be made with Ms Tembisa Noqoko or Mrs A. Mc Allister on 043- 783 2203 or 043- 7014077, respectively.
NB: Users of the Conference Centre must make their own catering and accommodation arrangements.
CONTRACTS ADMINISTRATION FOR OFFICE AUTOMATION
o To acquire new contracts for office automation.
o To review expired contracts.
o The Auxiliary Services Manager is responsible for managing, administering and reviewing office accommodation lease agreements.
o To ensure there is adequate office accommodation.
The internal key stakeholders for the department are all ADM departments due to the nature and relevance of the department with the institution. The department provides support functions to other service delivery departments like Engineering services and community services. The department ensures that the work environment is conducive for all employees with such departments and beyond for them to perform optimally and realise service delivery objectives.
The department achieves this in many ways by training and developing staff and also ensuring that dispute that arise are resolved timeously and also providing the necessary tolls of trade like vehicles, telephones, office space etc.
There are also several external key stakeholders who work closely with the Corporate Services department and those are Local Government Seta on leaner ships and other SETA’s, Provincial Archives for records management, Sector departments, Local Municipalities, Sister District Municipalities, Metropolitan Municipalities, South Africa Local Government Association ( SALGA), Labour Unions-IMATU and SAMWU, Professional Associations like the HPCSA, Auditor General , South African Revenue Services, Pension Funds, Medical Aid Scheme for employee benefits and Insurance Companies. All these stakeholders add vale in the service provision mandate entrusted upon the department