Payroll / HR Admin

SUMMARY:
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POSITION INFO:

The Payroll and Benefits Administrator is responsible for processing and managing all aspects of the monthly payroll across the organisation and provide assistance to the HR manager in various aspects. The role ensures accurate payroll processing and accounting, compliance with statutory obligations, and provides reliable support to employees and management. It bridges both Finance and HR functions, requiring confidentiality, precision, and strong collaboration skills.

Payroll Processing and Administration

• Capture and maintain accurate payroll records (new hires, changes, terminations). 
• Capture salaries, bonuses, and overtime based on employee records. 
• Process payroll transactions monthly, including manual leave forms. 
• Ensure all payroll deductions (PAYE, UIF, SDL, benefits) are accurate and compliant. 
• Generate and distribute salary slips and IRP5s to employees via payroll system, email or hardcopy. 
• Address payroll-related queries promptly and professionally. 
• Ensure timely EMP201 submission and other statutory returns 
• Ensure correct shift types and patterns are captured and updated in ERS biometric system. 
• Distribute timesheets to Department Managers every Monday (for Mon–Sun period) and follow up for approval to ensure on-time capturing in payroll.
• Submit the detailed month-to-month salary variance report for payroll approval
• Compile exit documentation such as UI19, Salary Schedule, Letter of Service
• Prepare staff loans documentation eg. AODs once approved 
• Extract, prepare and submit weekly reports to HR and Finance
• Administer and submit casual wages across the business

Payroll Accounting and Reporting 

• Allocate payroll costs accurately to relevant departments/accounts. 
• Assist Finance with monthly and annual payroll-related reporting. 
• Prepare payroll documentation for audits and support internal/external auditors.
• Reporting on Employment Equity and Skills Development

Benefits Administration

• Manage administration of employee benefits: Medical Aid, Provident Fund, Gap Cover etc. 
• Submit enrolments, changes, and terminations to service providers. 
• Submit provident fund withdrawal forms for exiting employees. 
• Provide benefit guidance to employees and assist with queries.

Employee Records and Onboarding

• Maintain and digitise up-to-date employee records in Payroll systems and HR folders.
• Maintaining employee records in payroll and ERS clocking system
• Ensure the accuracy of employee data (e.g., job titles, compensation, status). 
• Assist with onboarding processes: interview scheduling, CV tracking, and document packs.
• Capture Employment Equity and Skills Development Data in the payroll system
• Conduct routine audits on employee files for completeness

Systems and Compliance

• Operate payroll systems (Sage VIP & ERS Clocking System) and troubleshoot issues.
• Assist with the implementation of Employment Equity and Skills Development modules of the payroll system 
• Keep up to date with payroll-related legislation, SARS requirements, and labour laws. 
• Ensure compliance with BCEA and other statutory frameworks.

Ad-Hoc Support

• Provide administrative support to HR and Finance Managers as needed (especially during audits and external compliance visits).
• Conduct quarterly roadshows to explain certain payroll topics to staff.
• Employment confirmation queries
• Attend to additional duties within your skills scope, as requested.

Qualification and Experience

• Diploma or Degree in Finance or Accounting.
• 3–5 years’ experience in leading the payroll processing and payroll accounting.
• Experience with Sage Payroll Professional (Online) and ERS Biometric systems preferred.
• Knowledge of South African payroll legislation, BCEA, SARS requirements.
• Proficiency in Excel (pivot tables, formulas, reconciliations).
• Strong understanding of payroll procedures, tax regulations, and compliance requirements
• Collaborative, professional communication across HR and Finance.

Please consider your application unsuccessful if you have not received a response within two weeks of applying