Payroll Administrator

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Role Overview

The Payroll and HR Administrator is responsible for managing the accurate and timely processing of the payroll function while supporting the Human Resources team with administrative, compliance, and reporting activities. The role ensures employees are remunerated correctly, statutory requirements are met, and payroll records are maintained with a high level of accuracy and confidentiality.
This position works closely with Finance, HR, and external stakeholders to resolve payroll-related queries, maintain compliance with relevant legislation, and support broader HR initiatives.

Key Responsibilities

Payroll Processing

• Process payroll accurately and within the required deadlines to ensure employees are paid correctly and on time.
• Capture and maintain payroll information including new employee details, salary adjustments, incentives, allowances, and deductions.
• Process employee terminations, final payments, and related documentation.
• Ensure all payroll transactions are correctly recorded and reconciled before payroll finalisation.
• Manage payroll-related queries and provide timely feedback to employees and management.
• Maintain organised payroll records and documentation in accordance with company policies.

Payroll Systems Administration

• Utilise payroll software to perform payroll processing, reporting, and reconciliations.
• Generate and review standard payroll reports to ensure accuracy and compliance.
• Perform payroll reconciliations and ensure alignment between payroll records and financial data.
• Facilitate exports required for financial reporting, including banking and general ledger integrations.
• Maintain payroll filing systems, documentation, and archives.

Statutory Compliance and Reporting

• Ensure payroll activities comply with relevant statutory regulations and labour legislation.
• Manage statutory submissions and reconciliations including PAYE, UIF, SDL, and other applicable contributions.
• Assist with year-end payroll procedures and reporting where required.
• Support the preparation and submission of employment equity and statutory compliance reports.
• Maintain accurate records to support regulatory inspections, audits, or council enquiries.

HR Administrative Support

• Provide administrative support to the HR department on payroll-related matters and documentation.
• Assist with maintaining accurate employee records and ensuring alignment between HR and payroll systems.
• Support HR compliance initiatives and assist with internal or external audits.
• Assist in coordinating HR-related meetings, documentation, and reporting requirements.
• Contribute to employee engagement initiatives, including assisting with company events and internal communications.

Skills Development and Training Administration

• Assist with the administration of Skills Development Levies (SDL) and related reporting requirements.
• Liaise with training providers, internal stakeholders, and relevant SETAs.
• Support the preparation and submission of Workplace Skills Plans (WSP) and Annual Training Reports (ATR).
• Maintain records relating to employee training and development activities.
• Monitor training expenditure and assist with grant applications where applicable.

General Administration

• Coordinate employee-related initiatives such as staff rewards, incentives, or voucher distributions while maintaining accurate records.
• Assist with logistics and administration for company events and internal initiatives.
• Provide additional administrative support to HR and management as required.

Knowledge and Technical Requirements

• Understanding of payroll legislation including PAYE, UIF, SDL, and COIDA.
• Knowledge of employee benefits administration and the tax implications of various earnings and deductions.
• Familiarity with labour legislation including the Basic Conditions of Employment Act (BCEA) and Labour Relations Act (LRA).
• Understanding of payroll reporting, reconciliations, and financial integration processes.
• Experience working with payroll systems and maintaining accurate payroll databases.

Additional experience that would be advantageous:

• Payroll year-end procedures and advanced reporting.
• Employee self-service payroll systems.
• Time and attendance systems or biometric clocking systems.
• Cost-to-company payroll structures and fringe benefit administration.

Minimum Requirements

Education

• Matric (Grade 12).
• Payroll Diploma or relevant payroll qualification.

Experience

• Minimum of 5 years’ experience in payroll administration or a similar role.
• Experience working on payroll software such as SAGE 300 People or a comparable payroll system.

Technical Skills

• Strong computer literacy with proficiency in Microsoft Office, particularly Excel.
• Experience working with payroll reporting and reconciliation processes.

Key Competencies

• Strong numerical and analytical ability.
• Excellent attention to detail and accuracy.
• High level of confidentiality, integrity, and professionalism.
• Strong organisational and time management skills.
• Ability to communicate effectively with employees at all levels of the organisation.
• Self-motivated with the ability to work independently and within a team.
• Methodical and structured approach to work.