Job Description

JUNIOR HR & PAYROLL ADMINISTRATORBASED DURBANThis Junior HR and Payroll Administrator function consists of the payroll processing function for one company having three divisions on the payroll system. 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 payroll matters in order to resolve these in a professional and efficient manner.Provisional Job Requirements:

• Office support and Communication

• Assist with procurement of HR consumable / office items.
• Filing kept up to date and easily accessible for others to gain access to information.
• Use of Microsoft Office 365 Suite for written verbal and video communication.
• Assist with effective communication related to various stakeholders through sharing/receiving applicable information/instructions through informal/formal meetings and keeping minutes thereof.
• Assist with translation and circulation of notices on notice boards to ensure upward/downwards communication. Maintain notice boards to ensure they are current/updated on a regular basis.
• 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.
• Assist with archiving where necessary.

• Payroll Data Administration

• Assist with payroll data (+-180employees), including but not limited to the following:

• Processing of weekly payroll.
• Assistance with monthly payroll.

• Maintain and update attendance management system full function:

• Monitor and report absenteeism to management.
• Load/remove employee info (Name, Surname, ID Number, Emp Code, Dept and Shift) onto system and sync with facial recognition.
• Correct verified clockings if necessary.
• Liaise with staff where queries concerned.
• Receive, check, collate and submit payroll input information where mandated in an accurate and timely manner to the HR / Payroll officer, including but not limited to leave forms, time and attendance information, overtime, payslips, provident fund statements, IRP5s etc.
• Assist with document control and signature for casual (temporary) staff members.
• Assist with on-boarding and off-boarding information/correspondence related to payroll.
• Assist with capturing of leave on Payroll system within deadlines accurately. This task to be issued at a future date.
• Reconciling third party payments Union memberships, Provident fund, Garnishee, Loans.
• Knowledge of processing statutory declarations EMP 201, EMP501, STATS SA.

• Maintain/update Liberty Beneficiary Nomination to ensure latest information is received from all staff.

• Human Resources Administration (Providing support and assistance)

• Employee / Operational Files

• Utilise internal HR related software programmes competently.
• Provide a range of clerical and general HR Administration duties including filing, scanning (correct format), photocopying, maintenance of both paper and electronic (SMP) filing systems, and any other clerical support to assist in the efficient operation of the HR Department.
• Maintain manual and electronic staff files (i.e. SMP / Sharedrives / Onedrive etc.) ensure all relevant supporting documentation and information within sphere of HR is kept up to date.
• Comply with HR Calendar deadlines related to HR admin functions only and ensure SMP files are updated as specified. Items included below but not limited to:

• Maintain and update birthday registers and staff contact lists monthly.
• Assist with compiling data related to HR year-end tasks using various systems/processes to gather data (e.g. Long Service Awards, Retirement Schedule, Co-Morbidity Schedules (if appl), Leave schedule, Adhoc or Routine Audit/Gap Analysis, Birthday list, Contact list etc.).
• Assist with Ad-Hoc Staff Matters, Staff Functions and Initiatives
• Shredding of correspondence where applicable or arranging destroy correspondence to be placed in metrofile boxes and arrange for boxes to be destroyed.

• Discipline and Performance related items:

• Assist with administration related to Discipline, Probation, and Performance related meetings coordination, booking, minutes and related items.
• Attend meetings where required for interpretation purposes.
• Ensure administration and or preparations for discipline processes are collated and submitted to HR Officer for review.

• Training and Development

• Arrange training where required and ensure service providers are within approved BBBEE levels.
• Assist with updating /capturing of training (internal / external) on training schedule.

• Request GL from finance monthly and ensure supporting documents are included in ops file.
• Request internal training registers from divisions monthly and ensure supporting documents are included in ops file.
• Update training matrix related to compliance training (i.e. Fork lift / Dangerous Good etc.) quarterly.
• Provide support regarding learnership/apprenticeship (CHIETA/Siyaya) information to ensure they are updated and tracked until contract expiry and before submission purposes.

• Health and Safety

• Provide support with IOD administration where necessary.
• Assist with loading of IOD on DEL system with oversight from HR / Payroll officer. This task to be issued at a future date.
• Ensure medical assessment register is received from Divisions and uploaded on SMP where necessary.

• Statutory and Legislative items

• Assist with administration / filing of mandated items (i.e. SETA correspondence / Equity correspondence / UI19s etc.)

• Recruitment and Selection

• Provide support in terms of Recruitment Job Advertisements, receipt and collation of applications, updating recruitment schedules and scheduling of interviews (as mandated).
• Ensure background checks (Credit, Crims, References) where requested and done and filed accordingly.

• On/Off Boarding

• Assist with admin related tasks (check lists/booking of boardrooms etc.) where required to ensure onboarding / offboarding of employees are attended to in a professional manner.
• Prepare employee documents and save on server/sharedrive for HR Officer review (e.g. PID, ITC Agreement, Vehicle Users, Exit Questionnaire etc.).

• HR Calendar / Reports (only related to HR Admin role)

• Provide support and assist with administration where applicable, including but not limited to:

• Demographic information
• Learnerships / Apprenticeship
• Leave
• Discipline (Disciplinary record workbook)
• Training data

• HR / Payroll related projects

• Assist with projects where required and or related to tasks based on operational requirements.

• Proficiency in Zulu language (written and verbal) will be essential.
• Once year experience in a similar role or payroll department will be essential with relevant certificate or diploma in Payroll will be strongly advantageous.

• Current knowledge of Payroll Systems is essential (SAGE300 will be preferred) / ESS / Efiling / Easyfile.
• Fluent in Microsoft Office with intermediate/advance level Excel is essential.
• Use of any Time Attendance system (Beyond Attendance) will be advantageous.
• Business English.
• Good understanding of SARS / UIF & WCA online systems and procedures.
• Good understanding of Bargaining Council (NBCCI) 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.

• 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 accounts packages.

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