Job Description

Purpose
To support the business through consultation, provide advice and guidance, improve efficiency, build and maintain excellent relationships between management and employees.
Required Qualifications and Experience

• 4 - 5 Years HR Generalist Experience with strong experience in payroll working on VIP
• Extensive knowledge of relevant South African legislation (UIF, SDF, PAYE, WCA)
• Sound knowledge and experience in SA Labour Legislations (BEE, EE, BCEA, LRA)
• Related experience in all HR component areas e.g. compensation and benefits, employee relations, etc.
• Proficient in MS office Suite (Excel, Word, Power point)
• Ability to use database for recording and reporting

Required Competencies

• A strong work-ethic
• Ability to exercise tact and discretion in dealing with sensitive and confidential information
• Energetic, ability to perform multiple tasks in conjunction with day-to-day activities
• Strong follow-up and prioritization skills
• Must be able to work without supervision
• Interaction with business units to build meaningful relationships
• High attention to detail
• A positive, team-player attitude
• Excellent interpersonal skills and effective communication skills
• Able to meet all deadlines and targets
• Analytical and problem solving skills
• Drive for results
• Building and Maintaining Relationships within the business with management and staff

Key responsibilities for this position include:
Payroll Administration

• Check that new employees have correct documentation and accurately load them on payroll before the 15th of each month
• Process all terminations accurately as per set deadlines and ensure that employees who have left are not paid to minimise financial risk
• Capture accurate information on transfers, salary changes, maternity, staff loans, study loans, business mileage reimbursement, garnishee orders and other related payroll changes as per set deadlines
• Accurately capture overtime and ensure that it is duly authorized before processing to minimise financial risk

Payroll Reconciliations

• Accurate reconciliation of payroll accounts on a monthly basis (Medical aid, provident fund, PAYE, skills levy, General Ledger)
• Accurate payment of monthly reconciliations to third parties as per deadline - before the 7th of each month
• Reconcile IRP5's annually and submit to SARS as per set deadline to ensure compliance
• Calculate and make provision for WCA assessment fee and submit to Compensation Commissioner annually and ensure it is paid before deadline to minimise financial risk to the company
• Monitor and ensure that statutory and benefits obligations are complied with at all times to avoid financial penalties and minimise risk
• Liaise with finance department to ensure that all statutory payments (PAYE, UIF, SDL, WCA) are paid as per set deadlines

Registration of new Employees

• Ensuring the existence, communication and application of appropriate Policies and Procedures to enforce compliance
• Provide management with meaningful and quality report on new employees, terminated employees, job transfers, etc, before the 31st of each month to enable them to plan properly
• Communication to management and staff on payroll related activities through a business communique to keep them updated with new trends
• Assist with the process of a potential disability where it is expected that an employee will not recover from an accident, injury or ill health to ensure compliance to policies
• Ensure that information loaded onto VIP is always accurate and reliable (master file)
• Compile accurate quarterly employment statistics and ensure it is submitted on time to ensure compliance.

Payroll queries

• Monitor and ensure that payroll queries send through the mailbox are investigated and answered correctly within 24 hours
• Liaise with thirds parties (benefits administrators) in dealing with employee queries when necessary, and provide feedback as per agreed deadline
• Keep customers in the loop about their queries by providing regular feedback about status of their queries

Payroll Reports

• Compile all required reports within deadlines

Job Profiling

• Monitor and ensure that there are job profiles for all positions
• Ensure that all employees have signed job profiles with their Line Managers
• New employees sign job profiles to ensure a clear understanding of required performance standard
• Employees transferred to new positions sign new job profiles to have a clear understanding of their new roles and responsibilities, as well as the required performance standard

Recruitment

• Conduct initial interviews with all shortlisted candidates

Business Partnering

• Create and maintain productive relationships with allocated business partners through providing advice and conducting visits
• Meet monthly with business partners to increase visibility of HR in the business and proactiveness
• Provide feedback on deliverables to direct manager as per agreed timelines
• Keep all informed about progress on the real need through written communication, telephone communications and interpersonal meetings
• Build a positive image of the department through exceeding client expectations at all times
• Provide support to the Managers and staff to proactively identify areas that need HR intervention to increase staff morale

Employee Engagement

• Conduct new employee engagement survey and give feedback
• One on one sessions with new employees to ensure they adjust to our culture
• One on one sessions with existing employees in allocated areas to establish if there are any issues
• Address issues where necessary to maintain and increase employee morale

HR Administration

• Assist with induction by presenting policies and procedures to new employees
• Agreements with service providers are in place and negotiate for a reasonable placement fee
• Maintain effective relationships with external service providers by evaluating performance through SLAs
• Conduct exit interviews and give feedback to Line Managers on areas that need improvement