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JOB PROFILE

Employee Assistance Programme Practitioner

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1. POSITION JOB TITTLE: Employee Assistance Programme

Specialist

UNIT: Human Resource Services

DEPARTMENT: Employee Wellness

LOCATION: 4-5 Depots

2. ORGANOGRAM

SUPERVISOR’S DESIGNATION Executive Director: Corporate Services

( 3RD LEVEL)

SUPERVISOR’S DESIGNATION Occupational Medical Practitioner

( 2ND LEVEL)

SUPERVISOR’S DESIGNATION Manager: Employee Wellness

(1st LEVEL)

THIS POSITION Employee Assistance Programme

Specialist

1ST LEVEL SUPERVISOR’S DESIGNATION

REPORTING TO JOB HOLDER

2ND LEVEL SUPERVISOR’S DESIGNATION

REPORTING TO JOB HOLDER

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3. LIAISONS

IMPORTANT CONTACTS / LIAISES WITH:

South African Council for Social Services Profession

EAPA

Local Government

NGOs

Community Based Organizations ( CBOs)

Private Sectors

City of Johannesburg

Pikitup Staff ( all departments)

4. JOB PURPOSE:

To professionally assist Pikitup in addressing productivity issues by

identifying and resolving personal concerns, including, but not limited to

health, marital, family, financial, alcohol, drugs, legal, emotional, stress,

or other personal and organizational issues that may affect job

performance and employee wellness.

5. MANAGEMENT OF BUDGET: Not applicable, Management of EAP projects budget on

Implementation

6. STAFF COMPLEMENT: Number of employees the job holder is servicing is on an

average ratio of 1:1632 employees. This number far

exceed the number of employees recommended per EAP

specialist by EAPA SA (see EAPASA Standards Pg. 7)

7. PLANNING AND DEADLINES: Daily, Weekly, Monthly, Quarterly and Annual reports.

8. SUPERVISION RECEIVED: Work independently, under pressure in consultation with

EWP Manager

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9. DESCRIPTION OF WORK: Circulate around the depots, required to travel for home

visit and sometimes work irregular hours

10. MINIMUM REQUIREMENTS NECESSARY FOR THE JOB

Requirement s Minimum

Qualifications

BA Social Work degree

EAP Certificate

Computer Literacy

Experience 3 years relevant experience

Registration with SACSSP

Knowledge and Skills Conditions of service, policies, procedures and

legislation

HR related legislation

Leadership effectiveness principles

Management principles and techniques

MS Office Suite

EAP

Driver’s License

Others Ability to function independently and under pressure

Knowledge of relevant legislation

Listening skills

Communication skills

Project Management skills

Interpersonal skills

Analytical skills

Presentation skills

Customer care

Report writing

Problem-solving

Advocacy

Mediation

Conflict Management

Process Coordination & follow-up

Negotiation skills

Events Management skills (out)

Computer Literacy

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Professional & quality orientated approach to work

Confident & assertive

Approachable

Enthusiastic

Open to change

A change management agent

Can develop & sustain mature working relationships

Aware of own actions on workload of others ( Self

Responsibility)

The ability to see the bigger picture.

Personality Sociable- enjoys working with people

Democratic-encourages others perspectives and

contributions.

Critical- questions the status quo, seeks to understand

gaps and shortfalls in various scenarios.

Detail conscious-seeks to gather all relevant

information to ensure informed decision-making and an

appropriate action plan.

Independent & Disciplined-able to function

independently, as in depot.

11. KEY PERFORMANCE AREAS (KPAs)

KEY PERFORMANCE AREAS (KPAs)

Key Performance Area

What:

Functional Output

How:

Weighting

(%)

Measures/Standards

1. EAP Policy and Procedure

Identify gaps in terms of

EAP policies.

Research on identified

areas of needs utilizing

monthly and quarterly

reports as reference.

Benchmark concepts

within the policy with

internal and external

5% Policy is effectively implemented

Report on trends identified

Policies keeping abreast with the organizations` changes.

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stake holders

Formulate and review

EAP policies when due

for review

Implement and

communicate EAP

policies and processes

Ensure that the

principles and focal

areas of the EAP policy

are applied fairly,

consistently and in a

balanced manner with

regard to the interest of

all the various

stakeholders

Monitor and evaluate

effective

implementation of EAP

policies

Develop EAP protocols

for further

implementation of

programmes

Design and implement

relevant EAP forms and

documents.

Ensure compliance with

applicable HR

Legislation, Employee

Assistance Professional

Association of SA.

[EAPA] and Social

Workers Act

Policies are effectively communicated to the business

Standardised EAP forms are designed and implemented

2. Specialized EAP Support

Therapeutic Intervention

Conduct confidential, timely and effective problem identification and resolution for employees and family members

Develop plan of action per person based on

30% Effective, timeous and appropriate EAP service offered to all in need

Client feedback

Accurate and timeous progress / feedback and monthly reports

Client’s emotional stability and ability to

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results of assessment and needs

Provide cost effective and appropriate interventions and refer client to appropriate external resource for further assistance (if applicable)

Maintain regular contact with client and external resource to monitor progress

Conduct follow-up and after care services to ensure continued wellbeing of clients

Provide feedback and progress to referring managers/supervisors within the confidentiality context

Facilitate employee rehabilitation and reintegration to the work environment

Trauma Management

Offer Trauma-defusing and trauma debriefing services to employees and their family members involved in traumatic incidents. [including cases whereby community members are involved in incidents involving PIKITUP vehicles]

Prepare and communicate step by step procedure guide for action to be taken during trauma incidents

Provide on-site trauma debriefing and containing services in extreme and / or volatile

function restored and productivity increased.

Comprehensive and accurate Management / Mandatory reports submitted on time and compliant with confidentiality requirements.

Lessened or prevented long term difficulties or dysfunction at both the individual and organizational level.

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situations

Timeously defuse, contain and debrief employees or family members to lessen or prevent long-term difficulties

Offer intervention services for employees, family members and the organization in crisis situations

Crisis intervention

Provide appropriate responsive intervention services during emergencies and urgent situations

Management / Mandatory Referrals

Provide therapeutic and

professional guidance to

employees referred by

line management

Conduct assessment

and develop motivation

utilizing Motivational

interviewing therapy and

Cognitive behaviour

Therapy for and

recommend appropriate

external professional

input (where applicable)

Develop and provide

formal Management

Feedback Report to

referring line manager

Ensure that follow-up

services are provided to

clients.

Advocate for the needs

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and rights of employees

with regards to their

EAP issues, with both

internal and external

stake holders i.e. the

management of

garnishee orders.

Analyse EAP

environment and trends

and provide

interpretations through

the use of monthly, and

quarterly stats.

Maintain detailed and

confidential client files in

accordance with legal

requirements

Keep client`s records

safe and secure

according to legal

requirements.

3. Training

Develop EAP training manuals and conduct relevant trainings according to the need to line management

Conduct workshops to educate the business processes, policies and services

Review EAP training manuals every two years

Conduct educational awareness campaigns on EAP programmes targeting all employees within PIKITUP.

Ensure that programmes are in place to mitigate employee behavioural and organizational risks

15% Target number of clients utilising services achieved

Required number of Intensive EAP Supervisory and management training sessions conducted on an annual basis

Intensive EAP Supervisory and management training sessions delivered at required quality levels

Required number of EAP refresher workshops conducted on a quarterly basis.

4. Absenteeism and Provide a psychosocial 13% Depot (management)

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Incapacity Management

assessment on employees referred for chronic absenteeism with the goal to assist the business reduce absenteeism and to increase productivity.

Conduct home and hospital visits to employees who have been referred for Incapacity to assist with quicker recovery and therefore return to the production line.

Conduct a thorough investigation on the home circumstances of employees who are still incapacitated but have exhausted their sick leave days with the purpose of compiling psycho social reports for approval by the Managing Director.

Offer emotional and psychological support to employees who are to undergo medical boarding and involve families to assist in decision making.

Assist in the formulation of Depot based Incapacity/absenteeism management committees

Provide incapacity management training workshops to line management.

Promote sustainable management of cases by supervisors through regular consultations

absenteeism statistic reports are utilized to measure the progress achieved.

Primary contributors of absenteeism identified and addressed.

The organization demonstrating its humanitarian side of care for its employees.

Cases of incapacity are measured during the incapacity management committees at depot level [ the status of the cases are measured]

5. Substance Abuse Provide assessment 14% Conducted in terms of

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Management and intervention in substance abuse cases and provide an in- house intervention through a specialized intervention process involving the family.

Develop an individual intervention plan with the use of Cognitive Behavioral Therapy (CBT) and Motivational Interviewing to address substance abuse problems

Where necessary facilitate rehabilitation through an external service provider in conjunction with the family for social support.

Visit the employee at Rehab to provide motivation and support

Assist the employee in reintegration/readjustment into the workplace following intervention by providing feedback reports to referring supervisors.

Render after care support services to the individual together with family

Monitor intervention outcomes after re-entry of an employee who has undergone treatment.

Develop and facilitate aftercare support groups for all employees who are from rehab.

Coordinate by inviting relevant external service providers to come and

the relevant protocol.

A motivated client to change own behavior.

Client`s emotional stability and ability to function restored and productivity increased.

Comprehensive and accurate management /mandatory reports submitted on time and compliant with confidentiality requirements.

Risk posed to the organization reduced.

The aftercare support group used to measure the progress made (testing of employees during the sessions)

Research is utilized to evaluate the educational aspect of the substance abuse management programme.

Encouragement of sobriety and therefore increase in productivity.

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motivate and educate the graduates on a monthly basis.

6. Project Management

Initiate, plan and implement projects to address identified needs in the HR strategy identified as risks to achieving the organizations goals, such as Debt management programme, substance abuse, Pre- retirement programmes, stress management and Trauma response.

Compile project reports on completion of the project in order to evaluate return on investment [ROI].

15% Need identified addressed with the use of different projects, thereby mitigating risks identified as per HR business strategy.

Completed project reports

7. Monitoring and Evaluation

Review programmes, services and projects as and when they are implemented.

Conduct Impact analysis on projects and programmes.

Monitor and evaluate the value, success, impact of EAP services on the work organization and individual job performance.

Utilize research to assess Return on Investment of EAP Programmes.

5% Completed reports

Given opportunity for review and re- planning.

8. EAP Marketing Services

Design, develop and ensure availability and use of promotional / marketing material for EAP (e.g. posters,

5% The total number of marketing material distributed.

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pamphlets, fliers, etc.)

Promote programmes through communicating with formal channels, e.g. employee orientation programme, organised

labour, management

and relevant meetings

Participate in other wellness initiatives – e.g. wellness days, HIV/AIDS, campaigns in terms of health calendar, etc.

The percentage of participation during the marketing events.

9. Networking Identify and engage with

community resources that provide quality services at an affordable cost for the organization, employees and family members

Network strategically with internal stakeholders to meet business needs

Attend training, professional conferences and professional development programmes to ensure maintenance of professional accreditation

3% Attend annual EAPA conferences

Maintain accreditation by attending required number of CPD point accredited training programmes

14.

SIGNATURES AND APPROVAL

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Job profile approved by:

Name (Incumbent) Signature Date

Name (1st level Manager) Signature Date

Name (2nd level Manager) Signature Date

Job profiler/analyst:

Date:

Job grade:

Job evaluation committee:

Grading confirmed by:

Name Signature