Job Description

KEY EXPECTATIONS AND DELIVERABLES OF THE ROLE

T

he Purpose of the Role

The Payroll Supervisor is responsible for the accurate and timely processing of the company's payroll function in compliance with statutory requirements and company policies. This role ensures payroll accuracy, maintains compliance with tax and labour laws, supervise payroll staff and provides reports on payroll related matters.

Key Deliverables

Deliverables

Specific Tasks and Outcomes

Payroll Processing & Administration



Assist with supervision and coordination of day-to-day payroll operations to ensure accurate and timely processing of salaries, wages, and benefits.



Capture, verify, and maintain employee payroll data, including new hires, terminations, transfers, salary adjustments, and allowances.



Process monthly payroll runs and reconcile payroll data.



Administer statutory deductions (PAYE, UIF, SDL) and third-party payments (medical aid, pension/provident funds, garnishees).



Print, distribute, and file payslips and payroll-related records when required.



Maintain payroll records, contracts, and employee files in compliance with company policy



Compliance & Statutory Requirements



Ensure compliance with SARS, UIF, PAYE, SDL, BCEA, and other relevant legislation.



Check tax status and structure salaries of new employees to ensure compliance.



Prepare and submit accurate statutory reports to SARS



Complete submissions for terminated employees, maternity leave, and other labour requirements.



Reconcile internal payroll records against external reports (e.g., medical billing vs Sage 300 People).



Stay up to date on payroll and labour legislation and advise management of any implications.



Reporting & Financial Support



Prepare monthly, quarterly, and annual payroll reports for management, HR, and Finance.



Process month-end general journal entries to Sage Evolution and complete general ledger administration.



Reconcile Sage 300 People reports with external and financial system reports.



Provide accurate data for budget planning, forecasting, and cost analysis related to payroll.



Complete Statistics South Africa information requests and other required reports.



Audit, Controls & Process Improvement



Maintain and update payroll policies, procedures, and internal controls.



Support internal and external audits by preparing required payroll documentation.



Ensure data integrity and confidentiality of all payroll records.



Drive payroll process improvements, automation initiatives, and system upgrades.



Ensure the maintenance and correct configuration of Sage 300 People payroll system.



Stakeholder Support



Handle payroll queries and discrepancies professionally and timeously.



Provide accurate information to employees regarding payslips, deductions, and benefits.



Liaise with external stakeholders including auditors, tax authorities, and benefit providers.



Check medical aid billing statements against payroll schedules and resolve discrepancies.



Support HR with onboarding/offboarding processes from a payroll perspective.



People Management & Team Development



Supervise, mentor, and develop payroll staff to enhance accuracy, compliance, and efficiency.



Allocate tasks, monitor performance, and provide training where necessary.



Ensure the payroll team adheres to deadlines and service delivery standards.



Personal Development



Engage in continuous learning, complete development plans, and stay informed on current events.



Participating in peer and team learning initiatives.



Complete and update a personal development plan.



Budget Compliance



Complying with work rules, standards and methods and taking care to minimise waste.





Performance Measures



Payroll Processing & Administration



Ensure all companies payrolls are processed without errors.



Ensure all companies payroll completed by set deadlines



Ensure all companies payroll data updates (new hires, terminations, salary changes) captured within the payroll cycle



Ensure all companies payroll documentation filed and maintained as per policy



Compliance & Statutory Requirements



Statutory returns submitted on time and error-free.



Correct tax status/salary structure for all employees.



Reconciliations between payroll and external reports completed monthly, variance



Quarterly updates provided to management on payroll legislation changes.



Reporting & Financial Support



Payroll reports delivered on schedule.



Payroll reconciliations completed without material variance.



Accurate payroll data provided for budgeting and forecasting.



Stats SA and other authority submissions completed on time



Audit, Controls & Process Improvement



Adherence to payroll policies and procedures, SOP, etc.



Assist with Sage 300 People maintenance and updates with no critical downtime/errors.



Assist with quarterly review of SoPs, and/or processes to ensure payroll requirements and standards are met and maintained.



Stakeholder Support



Payroll queries resolved within 48 hours on average.



On-time, accurate third-party payments.



Onboarding/offboarding payroll tasks completed within timelines



People Management & Team Development



Payroll team tasks completed within deadlines.



At least two staff training or knowledge-sharing sessions conducted bi-annually.



Personal Development



Bi-Annual feedback on all learning and development initiatives (informal and informal).



Provide feedback on personal development plan.



Budget Compliance



Meeting and complying with work practices, standards and methods and ensuring application of financial parameters.




A National Diploma in Payroll/HR and/or Finance



A minimum of 3 years' experience within a similar role



A minimum of 2 years' experience within a Supervisory role