JUNIOR HR & PAYROLL ADMINISTRATOR

SUMMARY:
A new vacancy is available for a Junior HR & Payroll Administrator for our client in the Chemical and Hygiene Industry. The position is based in Durban.

POSITION INFO:
This Junior HR and Payroll Administrator function consists of the payroll processing function for one company having three divisions on the payroll system.

Requirements:

Office support and Communication

• Assist with procurement of HR consumables/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/downward communication. Maintain notice boards to ensure they are current/updated regularly.

• 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 the system and sync with facial recognition.
  • Correct verified clocks if necessary.
  • Liaise with staff where queries are concerned.

• Employee / Operational Files
  • Utilise internal HR-related software programs 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 the 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.

• 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.

• 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 / UI19’s 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 is attended to professionally.
• Prepare employee documents and save them on server/share drive 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

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

• Current knowledge of Payroll Systems is essential (SAGE300 will be preferred) / ESS / E-filing / Easyfile.
• Fluent in Microsoft Office with intermediate/advanced 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's license.

• Strong Mathematical skills & good time management skills.
• Excellent organizational skills & good multitasking skills.
• Ability to meet deadlines.
• Be bilingual