Job Description

Description:
The Payroll Officer will perform a variety of day-to-day administrative duties in preparation and processing of the AHRI monthly payroll using the Workday and Sage 300 People Payroll system.
Additionally, the incumbent will be responsible for liaising with external parties and participating in efforts between internal departments to ensure proper flow and maintenance of employee payroll and benefits data (including preparation/distribution of detailed reports). The Payroll Officer will be the custodian of employee data integrity within the payroll system and will manage the payroll processing and reconciliation of payroll accounts such as third parties and employer group schemes.
The Payroll Officer will also provide information and assistance to employees, students and visitors regarding payroll, benefits, and compensation. From time to time may be required to perform other related duties and tasks as authorized by the Line Manager and function as a backup to the Payroll and Benefits Specialist.
Overview of Duties:
The Payroll Officer will perform a variety of day-to-day administrative support duties for the preparation and processing of the AHRI monthly payroll using the Sage 300 People Payroll system.
Additionally, the incumbent will be responsible for liaising with external parties and participating in efforts between internal departments to ensure proper flow and maintenance of employee payroll and benefit data (including preparation/distribution of detailed reports).
The Payroll Officer will also provide information and assistance to employees, students and visitors regarding payroll, benefits, and compensation. High regard for Confidentiality is required.
Overview of Duties
1.Accurate preparation and processing of payroll input

• Accurate preparation and collating of input from the HRBP's for payroll capture on Workday and Sage People 300 which includes processing of new employees, verification of employment contracts, terminations, leave transfers and promotions whilst ensuring accuracy and mindfulness to identify discrepancies and anomalies. Ensure that all HR processes have been accurately completed prior to input into the payroll system.
• Ensure that all payments are paid accurately and on time, in keeping with relevant statutory guidelines and deadlines.
• E.g., EMP201, union membership fees, ITA88, Garnishee orders, provident fund, medical aid,Kaelo gap.
• Provide assistance to employees with leave management on Workday.
• Process annual changes to the payroll such as increases and bonuses.
• Review and correct input integrated from the Workday business process into payroll, by ensuring compliance and accurate payroll transactions are in line with the company policies.
• Collate the Workday approved capture for payroll previously done by HR.
• Audit and verify submitted timesheet records for overtime payments/processing.
• Monitor and resolve payroll discrepancies, investigate, or escalate to the Payroll &Benefits specialist concerns immediately to ensure an efficient flow of work is maintained.
• Collaborate with Human Resources operations to seamlessly integrate payroll and employee data.
• Ensure that earnings, employer contributions, and statutory deductions have been accurately calculated, i.e. linking of provident fund and Tax definition demographics.
• Process all other payroll changes communicated by Human Resources operations such as responsibility allowances, loans, and medical aid changes as well as, calculating salary
• advances and reconciliations ensuring accuracy and attention to detail to identify discrepancies and anomalies before processing on the payroll system.
• Process and import claims and reimbursements.
• Prepare the net pay cash instruction for salaries paid off cycle.
• Maintaining benefit contributions and deductions
• Upload the ACB bank file for 3rd party payments on standard bank this includes the reconciliation and preparation of the Finance payment schedules.
• Assist the Payroll and benefits specialist with managing the process of tax directives applications.
• Provide support to line managers and employees with payroll related concerns and queries, this includes distribution of IRP5's and payslips upon request.

2.Benefit Administration

• Liaise with broker and Payroll Specialist to ensure timely updates and queries.
• Collating and processing Union Membership Fees forms for input.
• Collating and processing of medical aid and Provident fund forms for input.
• Accurate capturing of exits and enrolments fields on Sage 300 People Payroll.
• Submission of Old Mutual withdrawal forms on the OM Portal.
• Assisting with the Old Mutual month end processes.
• Input and reconciliation of employer group schemes for medical aid.
• Assist the payroll and benefits specialist with the process of handling and submission of the death and disability claims, includes following up on outstanding documents and submitting paperwork to Khusa.
• Follow up with the HR officers on queries regarding benefit submissions.

3.Inter-departmental co-ordination and teamwork

• Work closely with HRBP's to ensure that all changes are actioned.
• Work pro-actively with other internal departments to ensure efficient flow of payroll information to the relevant departments.
• Prioritise activities for the best interest of the Payroll and HR team when working on joint projects.
• Manage staff requests and deliver quality solutions if able or escalate the request.
• Openly share ideas and new information within the department.
• Communicate regularly with the relevant staff to avoid surprises and disappointed staff.

4.Internal and external (statutory submissions) reporting

• Provide support and guidance to the HRBP's and HR officers with queries or reports.
• Assist with month end reporting to CFO and managers.
• Consult with auditors and manager payroll audit requirements and reporting.
• Assist with Statutory reporting.
• Ensure accurate, detailed, and timely statutory reporting and submissions per relevant timelines.

5.Perform other related duties as required

• Communicate regularly with the Payroll Specialist.
• Openly share ideas and new information with others.
• Work pro-actively with other team members.
• Use any spare time constructively updating knowledge for the benefit of the Institute.
• Assist with duties of the payroll and benefits specialist.

Minimum Qualifications

• HR Management or Payroll Diploma

Minimum Experience

• Must have at least 5 years' experience in a complex payroll role
• Must have at least 2-5 years' experience using Sage 300 Payroll System and/or Workday
• Practical experience in administering payroll, benefits, and tax legislation

Skills Required

• Reporting and excel skills.
• This role requires meticulous mindfulness, strong organization skills and a thorough understanding of payroll regulations and procedures.
• The payroll officer must have been comprehensive knowledge and experience in a complex payroll environment and must have advanced excel skills for robust data analysis and reporting.
• Proficiency in Workday and Sage 300 people, leave management is a must have.
• Knowledge of South African Labour legislation.
• Knowledge of South African Tax and Payroll legislation.
• Good planning, organizational, analytical, and decision-making skills.
• Strong administration skills.
• Confidentiality, tact, and discretion when dealing with people.
• Attention to detail and a logical thinker (strong troubleshooting skills).
• Socially Perceptive - Being aware of others' reactions and understanding why they react as they do.
• Conflict resolution skills.
• Time Management - Managing one's own time and the time of others.
• Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Problem solving skills.
• Effective verbal and listening communications skills.

Worker Type: Employee
The application closing date: 30 Nov 2025
Please note that only shortlisted candidates will be contacted, kindly consider your application as unsuccessful if you do not hear from us within 14 days of the application closing date.

Skills Required