The payroll and HR administrator is responsible for managing all aspects of payroll processing and related activities within the organization. They ensure compliance with company policies and legal requirements while maintaining accurate records and providing timely and reliable support to employees regarding payroll inquiries. Ensuring effective and efficient management of the HR system and administrative processes through set requirements in all aspects relating to Employees and relevant external service providers
Main duties and responsibilities
Payroll Processing:
- Capture salaries, bonuses, commissions, and overtime based on employee timesheets or records.
- Ensure accurate deductions for taxes, benefits, and other withholdings.
- Process payroll transactions in a timely manner and distribute salary slips to employees via payroll system or email.
- Calculate and verify employee hours, overtime, commissions, and other payroll-related inputs.
- Assist in the preparation and processing of payroll on a regular basis, ensuring accuracy and adherence to established timeline
Record Keeping and Compliance:
- Maintain payroll records and ensure they are accurate and up to date.
- Verify and reconcile payroll data to ensure accuracy and compliance with relevant statutory regulations.
Employee Support:
- Address and resolve employee inquiries related to payroll, taxes, deductions, and benefits.
- Provide assistance and clarification on payroll policies and procedures.
- Assist employees with completing forms related to payroll changes, bank changes etc.
Benefits Administration:
- Administer employee benefits programs related to payroll deductions, such as health insurance, retirement plans, and flexible spending accounts.
- Ensure accurate enrolment and deductions for benefits plans and communicate changes to employees as needed.
- Give notice to medical aid and gap cover for terminated employees.
- Submit provident fund withdrawal forms for terminated employees on the portal
- Support the administration of employee benefits programs, including health insurance, retirement plans, and other benefits.
- Assist employees with benefits enrolment, changes, and inquiries, providing clear and accurate information.
- Process all Provident Fund, Medical aid, and Gap Cover administrative matters –for existing and new employees.
Compliance and Reporting:
- Stay informed about changes in payroll tax laws and regulations and ensure compliance.
- Prepare and distribute payroll reports to management as needed.
- Assist with audits and provide documentation and support as necessary.
Systems Management:
- Utilize payroll software systems to process payroll accurately and efficiently.
- Troubleshoot payroll system issues and collaborate with IT or software vendors to resolve them.
Biometrics System:
- Check ERS clocks daily and ensure correct shift types are allocated.
- Check ERS shift patterns and correct issues.
- Distribute timesheets for the past week (Mon-Sun) every Monday morning to the Department Managers for review and update changes.
- Process all manual leave forms in Payroll.
- Maintain accurate records of employee attendance, leave, and time-off requests.
- Ensure all absences (leave, sick leave, study leave etc.) are captured.
- Implement a weekly leave report and submit to the HR manager on a Monday close of business
Employee Records:
- Maintain and update employee records in the HR and payroll systems.
- Verify and ensure the accuracy of employee data, including personal information, job titles, compensation, and employment status.
- Update existing employee files with the filing backlog.
- Digitise existing employee files.
On-boarding Process
- Assist the HR manager when required in setting up interviews and preparing relevant packs.
- Acknowledge receipt of CVs and capture all received on a spreadsheet, as required for a database of potential candidates for the future.
AD-Hoc Projects
- Provide administrative support to the HR Manager and Finance team, including filing, organising documents, and scheduling meetings.
- Attend to all other tasks identified from time to time by the HR and Finance Manager falling within your specific skill set
Person Specification
Competencies & Behaviours
- Certification in Payroll (e.g., Certified Payroll Professional, CPP)
- Experience with payroll processing
- Basic Knowledge of labour laws and regulations
- Proven experience as a payroll administrator or in a similar role
- Proficiency with payroll software and MS Office, particularly Excel
- Proficiency with Sage Payroll Professional (Online) is beneficial
- Strong understanding of payroll procedures, tax regulations, and compliance requirements
- Excellent attention to detail and accuracy
- Ability to maintain confidentiality and handle sensitive information
- Strong organisational and time management skills
- Effective communication skills, both verbal and written
- High integrity and sensitivity to confidential information
Please consider your application unsuccessful if you have not received a response within 2 weeks
