Description:
JOB FUNCTION AND RESPONSIBILITY: HR & PAYROLL ADMINISTRATOR
1. JOB SUMMARY AND GENERAL RESPONSIBILITIES
The HR & Payroll Administrator is responsible for accurate processing of financial and payroll
activities, as well as record-keeping within the HR department and providing administrative and
reporting support to the HR Business Partner. This includes but is not limited to:
1.1 Attending to all Human Resources & Payroll reporting functions:
1.1.1 Providing monthly, bi-annual, and annual EMP reports to the Financial Manager
for declaration to SARS, as per SARS deadline dates.
1.1.2 Updating, declaring, maintaining, and submitting provident fund contributions
and schedules monthly.
1.1.3 Updating and submitting medical aid contribution documentation and
processing payment monthly.
1.1.4 Removing terminated employees from the medical aid and provident fund and
ensuring exit and payout documents are signed and submitted.
1.2 Attending to all Human Resource administrative functions:
1.2.1 Monthly processing of payroll on VIP based on relevant data. Ensuring VIP
payments and processing is correct and payroll payments are ready to be
released on time for salary payments by the 25th of each calendar month.
1.2.2 Administering and maintaining all employee files, by filing of employment
contracts, personal documentation, leave forms, information updates,
disciplinary process and sanction documents etc. on an ongoing basis.
1.2.3 Maintaining relevant and accurate employee data on the payroll system.
1.2.4 Receiving and capturing of overtime into the payroll system and confirming the
figures with the relevant managers.
1.2.5 Receiving and capturing of out-of-town allowances into the payroll system and
confirming the figures with the relevant managers.1.2.6 Receiving and reviewing the logbooks of employees with company vehicles and
amending the tax percentages accordingly. As well as processing deductions
for any over-the-limit private mileage received.
1.2.7 Compiling the commissions for sales representatives as per current system and
capturing same on the payroll system.
1.2.8 Receiving and checking expense claims from employees and capturing on the
payroll system.
1.2.9 Capturing and deducting staff loans or advances made to employees on the
payroll system.
1.2.10 Maintaining staff debtors and advances schedules, showing fund borrowed,
payments made and interest thereon (where applicable).
1.2.11 Administering the leave due to employees and notifying them of the possible
lapsing dates.
1.2.12 Receiving and capturing ad hoc or annual salary increases on the payroll
system.
1.2.13 Receiving and capturing ad hoc or annual bonuses on the payroll system.
1.2.14 Sending payslips to employees on a monthly basis.
1.3 Preparation of payroll general ledger journals and posting off all payroll entries into the
accounting program monthly by the last day of the month.
1.4 Assisting the Financial Manager with preparing and maintaining general ledger account
reconciliations and agreeing same to the trial balance, i.e. staff loans, salary control,
reimbursement and payroll liabilities.
1.5 Assisting with the completion of the VIP to General Ledger reconciliation on a monthly
basis and resolving all queries.
1.6 Assisting the HR Business Partner with all HR administrative tasks, for example with CV
organisation, hearing preparation etc.
1.7 Attending to any other related tasks on an ad hoc basis.2. LOCATION
Johannesburg offices in Pomona and such other locations or destinations as determined by
the Employer from time to time.
3. REPORTING RELATIONSHIPS
3.1 Reports to: HR Business Partner.
3.2 Manages: Not Applicable.
4. SKILLS & REQUIRED COMPETENCIES
4.1 Excellent written and oral communication skills, with good interpersonal skills.
4.2 Absolute confidentiality and impartiality regarding information shared and numbers and
details processed.
4.3 Highly numerate and excellent administrative skills.
4.4 Strong organisational and time management skills.
4.5 Computer literate in Windows, MS Office, Pastel Evolution etc.
4.6 Resourcefulness and problem-solving skills.
5. REQUIRED PERSONAL ATTRIBUTES
5.1 Attention to detail and work well under pressure.
5.2 Absolute confidentiality.
5.3 Ability to establish and maintain good human resources relationships at all levels.
5.4 Self-motivated and able to work independently as well as part of a team.
5.5 Flexibility to manage more than one task at any given time.
5.6 Ability to reconcile complex accounts and have excellent attention to detail.
5.7 High ethical standards and ability to discern well on important matters.
6. MINIMUM QUALIFICATION AND/OR EXPERIENCE REQUIREMENTS
6.1 Matric Certificate, with a tertiary degree or diploma, and/or relevant further qualification
with accounting knowledge.
6.2 Computer literacy: Competence in Microsoft Office products, and accounting software
programs.
6.3 Minimum of three years previous working experience in a human resource
administration and payroll processing role.