HR and Payroll Administrator
Kya Sands
R15000 per month

Essential requirements:
• At least 2- 3-year experience
• Relevant HR qualification
• Sage VIP payroll experience

New Appointments:
• Draw up the job description in conjunction with the relevant manager for new positions or replacements, as well determine and document the criteria that the potential candidate must meet to be invited to an interview. All new positions to be signed off by the Managing Director.
• Advertise for available positions internally and externally (either with recruitment agency, or through the internet)
• Set up interviews.
• Check references of interviewers.
• Hold interviews up to the point of a shortlist.
• Draw up Offer of Employment when approved by relevant manager and Managing Director.
• After acceptance of Offer of Employment, notify management and open an employee file.
• Capture information onto Payroll System.
• Do and induction program on first day to foster positive attitude towards organizational objectives and policies
• Explain the company benefits to the appointee.
• Introduce the new appointee to all staff.
• Ensure that Letter of Appointment is signed and filed in the employees file.
• Identify what internal training is required for the new employee and arrange for the training.
• Checking regularly in the following 2 weeks to check if person is coping.
• Before the 3-month probation period is finished, request a meeting with the relevant manager regarding a permanent contract.
• If no permanent contract is given, either give notice to the employee or extend the probation period.

Employee Letters & Contracts
• Permanent contracts for all employees.
• Promotion letters
• Letter indicating Salary increases
• Addendum to contracts.
• Job Descriptions
• Provide employee with relevant Provident Fund forms.
• Ensure employee completes an EEA1.
• Ensure that all the above are done for all employees and filed in their files.

Termination of Service by Employees.
• Receive the notice of termination.
• Conduct exit interviews to identify reasons for employee termination.
• File the notice on the employee’s file.
• Make sure that all relevant company assets in the care of the employee are received back and in good order.
• Send the pay slip, Certificate of Service and UI-19 to the terminated employee’s address.
• Terminate on payroll system.
• Furnish employee with the necessary provident fund withdrawal forms.
• Submit the above mentioned withdrawal forms to the provident fund.

Policies & Procedures:
• Draw up all relevant HR Policies and Procedures.
• Advice managers on company policy matters such as leave policy, bonus policy, confidentiality policy, sexual harassment policy and wellness policy.
• Update the Policies and Procedures file with new relevant policies
• Update all employees on new Policies & Procedures of the company
• Hold regular Policy and Procedure Meetings with management.

Training:
• Follow up with employees and managers to establish the training needs in the company – Need assessment.
• Identify skills shortages and where there is room for improvement and inform management.
• Develop a training plan.
• Organize training (formal and informal)
• Ensure all schedules are kept for training (internal & external)
• Claim back SETA grants if applicable.
• Submit the Skills Development Plan within the prescribed timeframe to the SETA

Employment Equity:
• Identify Employment Equity quota requirement.
• Take part in the EE Committee
• Monitor and ensure implementation of Employment Equity Plan.
• Advise management on the status of compliance to the set out targets.
• Submit the Employment Equity plans and reports within the specified timeframes to the Labour Department.

Payroll:
• Pull reports from warehouse clock card system once a week (initially daily) to determine hours worked for wage earners. Confirm all discrepancies with warehouse management.
• Report on employees that are not clocking in and out.
• Report on employees that are absent, making sure that the appropriate leave form is completed.
• Compiling a summary of all leave taken during the pay period and capture on payroll system.
• Capture hours worked for each wage employee on the payroll on a weekly basis, and ensure that this is done before cut-off time for payment.
• Notify Financial Manager when capturing is completed.
• Make changes on salary workers on payroll system after sign off from Managing Director.
• Ensure all deductions, for example staff loans or staff purchases, are processed and deducted.
• Ensure all staff purchases were authorised by the Financial Manager and all staff loans by the Managing Director.
• Do the monthly commission, salary and weekly wage pay runs on VIP.
• Submit payroll data to Financial Manager
• Do the submissions for: PAYE, UIF, SDL and Provident Fund.
• Print all payslips and distribute to staff.
• Print annual IRP5 documents and distribute to employees.
• Arrange the annual and mid-year tax return with the VIP consultant.
• Make sure you update the VIP system when updates are required.

Labour Issues:
• Meet with shop stewards on a regular basis and advice management of any labour relations issues which must be addressed. Provide feedback to shop stewards.
• Ensure awareness on the Labour Relations Act and inform management of any changes to legislation.
• Ensure awareness on the Basic Conditions of Employment Act and all other Labour Regulations, and advice management of changes.
• Ensure that all relevant documentation is drawn up before the initiation of a disciplinary enquiry.
• Attend disciplinary enquiry together with the relevant manager who will chair the hearing, advice management on BCEA and regulatory requirements, and take minutes of the proceedings.
• Ensure that finding of enquiry is properly documented, communicated to employee, and filed in the employee’s file.


Employee Relations:
• Serve as a link between management and employees by handling questions, interpreting and administering contracts and helping to resolve work-related problems.
• Provide current employees with information about policies, job duties, working conditions, wages, and opportunities for promotion, employee benefits and leave availability.
• Identify and determine causes of personnel problems and develop recommendations to solve the problems.
• Administrate programs that are aimed at improving employee morale.

Liaise with Service Providers
• Liaise with service providers like VIP, Liberty provident fund, Discovery etc.
• Provide information to accounting department about payments that must be made to the relevant service providers.
• Distribute benefit statements to employees.

Birthdays & Long Service Awards:
• Compile a list of all birthdays for the month.
• Compile a list of special recognition (long service) awards.
• Advise management of the above information.

Internal Reports:
• Monthly and weekly Time & Attendance Report
• Monthly overtime reports
• Monthly organogram reports
• Monthly salaries reports
• Monthly deduction reports