HR and Benefits Administrator

The HR and Benefits Administrator is responsible for managing the daily operations of the Human Resources department, with a focus on payroll accuracy, employee data integrity, and benefits coordination. This role provides essential administrative support to the national HR head office, assisting with data analysis, records auditing, office logistics, and regional communications. We welcome applications from all suitably qualified individuals and are committed to fostering an inclusive and accessible workplace.

Key Responsibilities

1. Sage 300 Systems, Payroll & Reporting

• New Hires: Accurately onboard new salaried employees into the Sage 300 payroll system, ensuring a smooth integration process for all.
• Wage Processing: Manage centralised wage processing to guarantee timely and accurate payments for all employees.
• System Updates: Update employee job titles and relevant details in the system following authorised movement forms, maintaining up-to-date records.
• Terminations: Process employee terminations on Sage systems in line with approved movement forms, ensuring compliance and accuracy.
• Data & Reporting: Prepare advanced reports using Excel and PowerPoint to present payroll data clearly and effectively for management review.
• Organisational Structure: Update the company’s organisational data monthly to reflect structural changes accurately and transparently.

2. HR Administration & Records Management

• Onboarding: Create physical and digital personnel files for all new employees, ensuring accessibility and confidentiality.
• Filing Compliance: Maintain the filing system, ensuring all documents are filed within two weeks of issue to support efficient record-keeping.
• Data Integrity: Regularly audit personnel files to confirm all mandatory HR documents are complete, accurate, and compliant with data protection regulations.
• File Maintenance: Keep employee records well-organised, clearly labelled, and properly formatted at all times to facilitate easy access.
• Confidentiality: Protect all sensitive HR records in accordance with privacy policies and relevant data protection legislation, ensuring employee trust.

3. Benefits Administration & Office Support

• Medical Aid: Monitor and follow up on medical aid applications to ensure successful enrolment and ongoing support.
• Retirement Funds: Collect, track, and process information for pension fund withdrawals efficiently and accurately.
• Leave Management: Accurately record and input employee leave forms into the tracking system, supporting fair and transparent leave administration.
• Engagement & Administrative Support: Provide comprehensive administrative support to the national HR head office and coordinate central employee engagement activities, promoting inclusivity and participation.
• Regional Feedback: Provide structured and timely updates to regional departments on processing statuses and queries, ensuring clear and open communication.
• Office Logistics: Monitor and replenish stationery and supplies for the immediate HR team, maintaining an organised and efficient workspace.

Job Requirements

• Technical Requirement (Non-Negotiable): Proven proficiency and hands-on experience with Sage 300 is essential.
• Education: Minimum Grade 12 (Matric) or equivalent qualification required.
• Preferred Qualification: A tertiary diploma in Office Management or HR Administration is desirable.
• Experience: 1 to 2 years of relevant administrative experience in a related field is preferred.

Core Knowledge

• Company Policies: Solid understanding of company policies, compliance standards, and procedures, with a commitment to equality and fairness.
• HR Processes: Good knowledge of recruitment and payroll procedures within a human resources setting, supporting diverse and inclusive practises.

Essential Skills & Attributes

• Technical Expertise: Advanced skills in MS Office, especially Excel and PowerPoint, along with Sage 300 and Sage VIP software.
• Communication & Professionalism: Excellent written and verbal communication skills, demonstrating respect and professionalism in all interactions.
• Teamwork & Collaboration: Ability to support colleagues and work collaboratively through proactive, inclusive communication.
• Operational Excellence: Strong focus on meeting objectives, performing well under pressure, and maintaining a high level of attention to detail.
• Adaptability & Insight: Ability to respond effectively to changing situations while understanding the broader organisational context with empathy and awareness.
• Service Excellence: Commitment to delivering outstanding customer service to internal teams and external stakeholders, valuing diversity and individual needs.