Job Description

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BASED PERSEVERANCE PORT ELIZABETH

This HR and Payroll Officer function consists of the full payroll processing and HR function for three business. You will be required to make all the necessary changes to the payroll system to process payroll. You will also be required to liaise with different levels of management and staff to attend to HR matters in order to resolve these in a professional and efficient manner.





As an HR Officer, you will be mainly responsible for HR administration and also to play a supporting role within HR related Key Performance Areas (KPA) such as but not limited to recruitment, induction, employment contracts, training, employment equity, compensation and discipline.

Key Performance Areas

(Any experience in below KPA's will be advantageous)

Communication and Data Management

Adherence to Group Data Management Policy + Filing kept up to date and easily accessible for others to gain access to information.
+ Regular updating of work onto internal system (e.g. SMP platforms) and networks where applicable.
+ Use of Microsoft Office 365 Suite for written, verbal and video communication.
+ Effective communication with various stakeholders through sharing/receiving applicable information/instructions through informal/formal meetings and keeping minutes thereof.
+ Ensure salaries, statutory and all other payroll related correspondence are updated onto internal SMP data management platform.
+ Comply with HR Calendar deadlines and ensure SMP (internal system) files are updated as specified.
+ Regularly post documentation on notice boards to ensure upward/downwards communication
+ Use of prescribed HR/Payroll templates.
+ Ensure workspace and surroundings are kept in a presentable and professional state.
+ Ensure work is filed correctly and not kept in a cluttered manner.
+ Reducing/managing waste.
+ Ensure archiving is managed as per legislative requirements.
+ Preparing management reports Payroll/HR relevant data.

Payroll Administration and Management (40%)

Utilise all internal Payroll software programs competently. Liaison with all role players - SARS / DEL (e.g. UIF, COID, SETA etc.) / Workmens Compensation / STATS SA / Pension Fund or Council Administrators / Medical Aid Administrators etc. and ensure compliance by submitting all required information/documentation in accordance with deadlines set. Full payroll function (Total +- 200 employees) + Process all Payroll data accurately and efficiently, including but not limited to the following:
- Prepare relevant schedules prior to payroll processing for sign off (e.g. leave, work schedules, BCouncil, Medical Aid, union fees etc.).
- Ensure all leave forms are processed & sick claims checked and submitted to the industry council where relevant.
- Administration of all types of leave, overtime, Garnishee orders, UIF documents, Provident fund additions and withdrawals etc.
- Process claims, staff requests and queries i.r.o. pension; medical aid; bank detail changes; status changes; beneficiary's etc.
- Additions / Terminations full function in compliance with DEL, Equity etc.
- Workmen's compensation.
- Use of time and attendance system to ensure accurate payroll processing.
- Preparation and distribution of various payroll reports (E.g. Leave Liability, Leave Schedules, Payroll sheets, Salary etc.).
- Compliance with statutory requirements (E.g. EMP501, EMP201's, UFiling, UI19, Stats SA, COID, Equity, Skills etc.).
- Monthly reconciliations and related payments.
+ Preparation of Bonus, Increase, Commission, Incentives and other variable schedules where necessary and process on payroll accordingly.
Process and maintain an attendance system effectively.

Human Resources Administration and Management (60%)

Deal with both external and internal queries. Prepare applicable correspondence/letters for any necessary changes in employee terms and conditions. Counselling (where relevant) applicants and employees on rules, policies, benefits, procedures, and job opportunities.



Employee Files and HR Programmes + Maintain and update all staff personnel files manually and electronically.
+ Capture and utilise all internal HR related software programs competently.
+ Administration of all types of leave, overtime, deductions, income, technical adjustments and any other payroll administration functions which is the responsibly of HR to ensure it is submitted and processed on payroll.
+ Capture and processing of signed employment documents for filing purposes.
+ Ensure employment documents are prepared, uploaded / maintained as per company policies (Personal info, training, contractual info, discipline, performance etc.).
+ Minutes of meetings where required.

Discipline / IR Functions + Assisting with IR investigations to collate information prior to discipline interventions.
+ Communication between various parties before, during and after investigation or disciplinary purposes.
+ Ensure discipline processes / warnings complies to Company policies and the Code of Conduct to ensure consistency and fairness.
+ Liaise with Company Director / Group HR Manager whether hearing must be arranged depending on alleged dispute/s and assist with preparations thereof.
+ Administration and assistance with grievance processes.
+ Liaison between employee, employer organisation and union where required.

Performance Management + Prepare and assist performance programmes where required.
+ Coordinate communication between management and employees before, during and after the performance review process.
+ Administration of results and relevant outcomes.

Recruitment and Selection + Prepare job specification/descriptions before job advert placement is made both for internal and external recruitment.
+ Coordinate recruitment process and interaction with media and external providers where mandated.
+ Placement of adverts and managing recruitment process (e.g. receiving of applications, screening, shortlist, setting up interview panels, interview notes, etc.).
+ Ensuring the execution of relevant checks are done in a timely effective manner.
+ Use and managing of applicable website portal.

Administration and Coordinating of Employment Equity matters + Being a member of the Employment Equity / Training Committee.
+ Assist or where appointed as Equity Manager achieve Equity targets and objectives where possible and mandated.
+ Assist with analysis and related processes.
+ Attend to annual reporting processes and ensure required filing are maintained as per legislative requirements.
+ Ensure minutes of meetings, agendas and attendance registers are prepared and relevant administration are attended to before and after meetings.
+ Assisting with compilation with monthly training information relating employment equity.
+ Ensure staff are allocated correctly as per Equity Occupational Levels via HR and Payroll processes/programmes.

Human Capital Development + Administration and coordination of learning/development programmes (Adhoc, Learnerships, Apprenticeships and career plans etc.).
+ Prepare and maintain training register/matrix.
+ Ensure training is renewed where required prior to expiry dates (where relevant).
+ Ensure certification is issued to employee and copy kept for record purposes.
+ Assisting with compilation of monthly training information relating to skills development.
+ Ensure staff are allocated correctly as per Seta Occupational Levels via HR and Payroll processes/programmes.
+ Attend to annual skills submissions and ensure compliance with relevant regulations.

Legal / Contractual + Prepare HR documents, like employment contracts and new hire guides/policy portal correspondence, etc.
+ Utilise prescribed templates provided.
+ Manage and ensure temporary staff contracts are updated and comply with legislative requirements.
+ Ensure termination/onboarding (e.g. UI19's, Work schedules) correspondence are submitted promptly to relevant authority department.
+ Attend to relevant government audits where requested (e.g. Equity, BCEA etc.).

On/Off Boarding + Liaise with relevant management / department to comply with all on/off boarding requirements
+ Prepare employment packs (e.g. contract, agreements, intro to internal systems etc.)
+ Induction to building and applicable personnel etc.
+ Ensure on/off boarding correspondence are prepared prior to employee joining/leaving.
+ Ensure exit correspondence are completed, filed and actioned where required (e.g. exit interviews).

SHE Requirements + Ensure / arrange SHE induction where required.
+ Update and maintain Occupational Medical register and ensure medicals are renewed prior to expiry dates.
+ Liaise with provider and ensure copy of medicals are loaded on employee personnel files
+ Induction register to be maintained and follow up renewals secured / arranged with employees where required.
+ Obtain information from employee related to Injury on Duty where an incident occurred or near miss
- Report to CEO and Direct Manager immediately
- Ensure relevant Workmen's Compensation documentation are completed and loaded on relevant online system.
- Ensure follow-up visits are attended to and filed accordingly.

Administration of HR projects + Maintaining of relevant electronic (e.g. SMP) and manual project files where required.
+ Effective communication with various stakeholders.
+ Attend to relevant HR projects where required.

Experience and Qualifications

Five years' experience in a similar role

will be essential

Relevant certificate or diploma in Payroll/HR management will be advantageous. Extensive current knowledge of Payroll Systems / ESS / Efiling / Easyfile of not less than 150 employees. Familiarity with South African labour laws, tax regulations related to payroll, and HR best practices. Fluent in Microsoft Office with intermediate/advance level Excel is essential. Use of any Time Attendance (Biosyn) system will be advantageous. Business English. Good understanding of SARS / UIF / WCA and SETA (e.g. Merseta) online systems and procedures. Good understanding of Bargaining Council (NBCEI) and Provident fund procedures essential. Own vehicle and valid driver license. Strong Mathematical skills & good time management skills. Excellent organizational skills & good multitasking skills. Ability to meet deadlines. Be bilingual.

Personal Attributes

Healthy, Positive and Self-Motivated individual. Patient, tactful, diplomatic and approachable. Ability to stay calm under stressful situations. Good situational awareness. Excellent spoken and written communication skills. Confident about gathering facts and statistics. Respect the importance of confidentiality. Good organising skills. Good problem-solving skills. Team Player. Be able to work accurately, with good attention to detail. Analytical minded and be able to use databases, spread sheets, word processing and payroll packages.

Package Offered

This position will attract a Market Related salary according to qualification and experience gained.





The Company is committed to diversifying its staff profile in terms of its transformation agenda and encourages candidates from previously disadvantaged backgrounds to apply.





The Company also retains the right to choose candidates based on its own discretion and or not to make any appointments.





Please e-mail recruitment@oftgroup.co.za your contact details and abridged resume should you believe that you have the necessary attributes.

Closing Date: 07 March 2025