Payroll Administrator

SUMMARY:
Position Summary
Responsible for assisting the Remuneration and Benefits division in the administration of the company's payroll processing and related functions according to all BCEA /LRA legislative regulations and procedures

POSITION INFO:
Key Accountabilities/ Principle Responsibilities

Processing of Payroll
Ensure all input received is processed accurately within the specified time
Capture new employees on Sage 300 People from authorised documents.
Generate employee numbers and files for new employees.
Filing paperwork into employee files and accurately and in alphabetical/numerical order according to HR procedures
Processing of employee information e.g. bank changes, personnel details.
Capture terminated employees on Sage 300 People, following full termination process.
Capture overtime claims onto Sage 300 People.
Calculate and capture consultant hours from timesheets or invoices.
Manage, maintain, and update payroll related data.
Monitor Payroll Admin e-mails and follow up on all queries to ensure payroll data is kept up to date.
Generate dummy payslips on Sage 300 People for potential new staff as requested by HR Department
 
ESS, Info Slips, Timesheets & Medical Aid
Approve leave on ESS in line with BCEA and Company Policy
Ensure all employees are linked to the correct approvers on ESS
Ensure all applicable employees are impersonated correctly on ESS
Assist and guide all employees on the process to reset their passwords
Monitor ESS Admin e-mails
Capture annual and sick leave onto Sage 300 People
Verify timesheets from projects on a monthly basis
Ensure timesheets and leave correspond and address discrepancies
Process relevant Medical Aid and Pension applications for new employees
Maintenance of Medical Aid changes on payroll on an annual & monthly basis
 
General Payroll Administration
Ensure all termination checklist documents, final timesheets are signed off correctly
Ensure all payroll input is placed accurately in the monthly folders/files for payroll checks and for audit requests
Assist with audit reviews
Complete Department of Labour UI19s for terminated and employees on maternity leave
Respond to external employee confirmations and staff queries
Process payments to employees for adhoc payment runs each month
Work closely with internal business partners to ensure that all HR Administration pertaining to the operations payroll is completed
Any other tasks as agreed with line manager
 
It should be noted that, for operational reasons, it may be necessary to perform tasks other than those described herein from time to time
Prescribed procedures may be amended by management as and when required

Qualification Requirements and work-related experience
Grade 12
A tertiary qualification related to the function, i.e. HR Diploma / Payroll or equivalent
Minimum 2-year Payroll working experience is essential and HR administrative experience advantages
Experience in an administrative role within the cleaning industry is essential.
Familiarity with the operational and administrative functions of cleaning services, such as scheduling, payroll, and employee management in a cleaning environment, is highly preferred.
Knowledge of legislative regulations and procedures (LRA, BCEA, OSHA, COID, EEA)
Proficiency in Microsoft Office Suite
Knowledge of VIP Premier / Sage People 300 advantageous

Skills

Thoroughness
Ensuring that one's own and others' work and information are complete and accurate; carefully preparing for meetings and presentations; following up with others to ensure that agreements and commitments have been fulfilled

Learning and Researching
Gathers sufficient information directly relevant to own role to aid line manager in making decisions

Planning and Organizing
Plans own work activities, raising possible changing circumstances with the line manager

Creating and Innovating
Makes suggestions about and contributions towards new ways of designing projects or outputs in own work area

Analysing Skills
Analyses and integrates verbal, numerical, and other types of data

Coping with Pressure and Setbacks
Remains focused on work when under pressure or in crisis situations

Relating and Networking
Relates well to others, including work colleagues, external contacts, and the general public.

Values / Behavioural

Open Communication
Be honest, clear, and direct
Share information regularly through different channels
Be accessible, approachable and listen to understand

Teamwork
Allow space for teams to initiate solutions
Foster an environment of inclusive engagement
Empower others through coaching and mentoring
 
Accountability
Take ownership of your actions
Clarity of role, responsibility, and objectives
Be open to lessons learnt (keep, stop, start)
 
Respect
Consideration for more than one point of view
Agree or disagree but commit to a decision made
Exercise personal, professional and self-discipline in respecting the time of others
 
Caring
Recognise employees for hard work and managers to lead by example
The entire organisation regards itself as one team and there is open interaction and communication without division
We are grounded and rooted and looking after one another

Additional Responsibilities and Skills
Have the ability to take on additional responsibilities. Incorporate the current and additional clients into existing processes and make effective decisions at strategic, technical and operational levels as and when that may be required

Key result areas
Understand role of reporting to the business and client
Understand interworking with various teams to ensure client financial compliances
Understanding that feedback and communication is critical to success

Interested? Submit your CV now.
                                                                                         
All vacancies advertised by AFMS Group are in full adherence to South African labour legislation, including the Employment Equity Act, Labour Relations Act, and Basic Conditions of Employment Act.
 
We strive to create an inclusive workplace that values diversity and welcomes applications from all qualified individuals, regardless of race, gender, disability, or any other protected characteristic.
 
Our recruitment process is fair and equitable, focusing on the qualifications, skills, and experience that are relevant to each role. We ensure that all candidates are treated equally, and no discrimination will be tolerated.
 
By submitting your application, you consent to the processing of your personal information in accordance with the Protection of Personal Information Act 2014 (POPIA) for recruitment and hiring purposes.
 
For information on AFMS Group, including more information on our company culture, visit our website at /> 
Please note, relocation costs will not apply
 
If you don’t hear from us in 14 days, consider your application unsuccessful.
 
Applications to be addressed to Matthew Toontjies: -solutions.co.za
 
Closing Date for applications: Thursday, 31 March 2025, by 16h00