Direct Reporting Line:
Senior HR Officer : Payroll
Varsity College is an educational brand of The Independent Institute of Education (The IIE). The IIE enjoys the reputation of being at the forefront of private higher education in South Africa and is registered with the Department of Higher Education and Training (DHET) to provide higher education qualifications accredited by the Council on Higher Education (CHE).
The IIE's Varsity College, Durban National Office has a vacancy for a HR Officer : Payroll.
Payroll processing for the National Office :
- Workflows the ATA (Authority to Appoint) for the National Office into the HR & Payroll Information System for approval.
- Offer employment and engage new National Office employees into the HR & Payroll Information System.
- Captures the National Office staff overtime leave accurately and timeously, in line with the provisions of the Overtime Policy, and uploads the required supporting documentation into the HR & Payroll Information System.
- Checks all mileage claims submitted on a monthly basis for the National Office to ensure that the correct form has been utilised and completed correctly, the correct mileage rates are being used, the correct claiming dates are adhered to, and that the authorised line managers have signed/approved the claims.
- Processes mileage claims and submits to head office via SharePoint for the National Office.
- Processes additional earnings using a schedule (for any National Office employees that may have done additional work outside of their current employment contract) after checking that all of the documents are in order and approved by the relevant parties, ensuring that the correct addendums are in place before submitting them to head office via SharePoint for processing and/or capture on payroll system.
Benefit Administration
- Administers all medical aid change requests into the HR & Payroll Information system and follows up with the Medical Scheme to ensure that all changes are processed timeously and accurately.
- Reconciles the medical scheme billing information to the medical aid detail extracts and liaises with Discovery, Stratum & Medshield regularly on staff applications and terminations to administer into the HR & Payroll Information system.
- Liaises with GTC (Provident Fund Service Provider) on staff risk benefits and fund contributions, withdrawals, change requests (contributions or investment portfolios) and login details.
- Administers all gap cover applications and liaises with Stratum on any queries, reconciling to their billing on a monthly basis.
- Reconciles Best Funeral and union memberships to Billings and resolves any queries with the service provider.
- Extracts new member and withdrawal forms from new starter and termination packs and sends to GTC at month end.
- Compiles and issues all UI-19's & Certificates of Service for all sites as part of the termination process.
Data Integrity and Payroll Compliance
- Checking of information on ATA's, Person Info and other payroll documentation to ensure that this information is captured correctly on the HR and Payroll System for various sites monthly.
- Checking New starter packs, Termination documents, schedules and other payroll input submitted from Site HR for completeness, accuracy and compliance with audit standards.
- Accountable for overseeing that all sites for your respective region meet the audit requirements for the storage of all payroll documentation and information and drives compliance to ensure that site HR meets these requirements.
- Checking of the monthly payroll input and running relevant reports after Group payroll and sites have captured.
- Running various reports (Banking details, EFTX, Cost component) to check validity of payroll monthly.
- Liaising with Group payroll on payroll input and drafting a summary of the month's input uploaded to SharePoint for ease of reference.
Leave & Qualification Audits
- Captures the qualification details for all new National Office employees into the HR & Payroll Information System and uploads the qualification copies in the month that the new employee starts.
- Carries out qualification audits.
- Reviews and audits all study leave applications monthly in line with company policy.
- Reviews all sick leave applications monthly and performs regular audits on the supporting documentation to ensure that it aligns with policy, alerting the Senior HR Officer and relevant line manager of any areas of concern.
- Reviews the annual leave balances quarterly and communicates with Site HR Officer to avoid leave forfeitures and promote a healthy work-life balance.
- Reviews all overtime leave monthly and ensures that all company and legislative requirements are adhered to, flagging any issues with the Senior HR Officer for assistance/guidance.
- Distributes all pending leave applications to site HR monthly and follows up on any outstanding applications.
- Reviews all Family responsibility applications monthly to ensure supporting documentation and valid details.
Uploading for National
- Updates the signatory authorisations with details of all authorised signatories across all sites.
- Uploads the required letters and documentation for current National Office employee promotions or changes in designation or employment conditions after workflow approval.
- Uploads ATR's (Authority to Recruit) into the HR & Payroll Information System for approval on any budgeted vacancies to be advertised on the internal vacancies listing.
- Ensures that all screening documents are uploaded in the HR & Payroll Information System.
- Ensures that all relevant documents for each new National Office employee are uploaded, within the starting month, into the HR & Payroll Information System.
Projects
- Extracts Long Service recipients and provides listing to site HR Officer.
- Supports the HR Team with projects related to systems, payroll, HR and finance.
- Provides support with information contained within the HR & Payroll system (Leave balances/entitlement and staff trackers).
- Updates various trackers (Parental, 13th Cheque, Payroll Summaries, staff Lists, birthday list, Fixed term, acting allowances, etc.).
- Maintains data integrity of all employees and other secure systems used by the company in line with company policy, audit requirements and the Protection of Personal Information Act (PoPIA).
- Tracks and follows up with any contractual special conditions for the sites in line with the given timeframe.
- Supports the Senior HR Officer and HR Managers on projects relating to PoPIA, business processes and audit.
- Guides sites with payroll & benefit queries.
Competencies required:
- Advanced computer literacy and system proficiency essential.
- Excellent administration, planning and time management skills.
- Customer service orientation and self-motivation.
- Highly effective communication and organisational skills.
- Proactive work and self-management ability.
- Ability to multitask, prioritise and handle pressure to meet deadlines.
- High level of integrity and confidentiality.
- Resilience.
- Strong numerical aptitude and analytical skills.
- Team Player.
- Highly meticulous and methodical.
Minimum Qualification required:
- Minimum of National Diploma (NQF Level 6) in Human Resources or related field.
- Advanced Diploma or Degree (NQF Level 7) in Human Resources or related field advantageous.
Minimum Work Experience required:
- Minimum of 2-3 years' payroll experience.
- Must have experience working with HR & Payroll Systems. Experience in SAP and Payspace will be advantageous.
Working Hours:
- Monday to Friday: 08:00 - 17:00
Salary:
- Competitive salary commensurate with experience.
Benefits:
- Lifelong learning opportunities through LinkedIn Learning subscriptions.
- Staff and family discounts on educational programs within our brand portfolio.
- Incentive bonus structure based on performance and achievement of goals.
- Provident fund contributions, including Death & Funeral Cover, to support your financial well-being and future planning.
- Birthday vouchers to celebrate your special day.
- Competitive annual leave allowance for well-deserved time off and rejuvenation.
Application Response:
- Due to the high volume of CVs received, personal contact with all applicants may not be feasible. Only candidates whose qualifications and skills closely align with the position requirements will be contacted for interviews.
Technical Support:
- Should you experience technical difficulties applying for the position, kindly use the following URL for further assistance:
The IIE's Varsity College is an Equal Opportunity Employer. However, preference will be given to previously underrepresented groups in accordance with the South African Employment Equity Act.
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