HR and Payroll Clerk

Job Description

Our client is seeking a meticulous and dependable HR & Payroll Clerk to join their dynamic team in BellvilleSouth Cape Town. This fulltime role offers stability competitive remuneration and the chance to make a real impact by ensuring smooth payroll administration and providing essential HR support.

Key Responsibilities

Human Resources Administration

• Personnel Files
  • New appointments: Create files with all necessary documents
  • Staff thats leaving service (close files & move documents to archives)
  • Staff on duty: keep files up to date and neat
  • Bind documents as soon as files get too full
  • Ensure all staff information are in their files. Always liaise timeously
• Update necessary information sheets
  • Update all the necessary sheets with new employees
  • Update necessary sheets when staff becomes permanent
  • Update necessary sheets if changes occur
• Employment Contracts & Workers Permits
  • Keep Excel spread sheet up to date by filling in new contracts for staff (i.e Zims & new staff)
  • Ensure that new permits of Zimbabwean staff are organized before expiry date; notify dept. manager a month before the expiry of permits
  • Organize verification of new refugee/asylum seeker and work permits through external service provider
• Administer Staff Flour & Liaise Documentation
  • Factory Staff
    • Update sheet with new changes
    • Check employee flour deductions monthly
    • Provide a new list of names to reception (@ 15th) monthly
    • Give flour deduction sheet to orders to make the invoice
  • Office Staff
    • Update sheet with new changes
    • Check previous months list against invoice (Pastel) (@ 1st)
    • Provide a new list of names to reception (@ 1st) monthly.
• Payment Advise
  • Sort clock time expressions and attach with payment advice as soon as received from HR and Payroll Officer (every month around 21st)
  • Be sure to attach other relevant documentation
  • Seal each payment advice individually & sort into groups by department
  • Distribute to Department Managers for handover to each worker 2 to 3 days before the payment date
• Leave Schedules (Annual Leave; Sick Leave; Family Leave)
  • Manage leave system & ensure that guidelines are followed (annual leave receive schedules from managers & issue leave forms accordingly get signed and process on Sqube)
  • Filing of leave forms in workers personnel files
  • Record keeping of family leave balances & when taken. File leave form after processing
  • See that sick notes are handed in on time. File sick notes after processing
  • Record keeping of sick leave
• Logistic/Liaising of all Staff Related Documentation
  • Filing of all human resources/wage documentation (ad-hoc) as it comes in immediately. - Keep files updated and tidy

• Injury on Duty (I.O.D)
  • See that every I.O.D. package of documents per case has been filed
  • See that a completed I.O.D. form (personal information of workers) as well as a copy of the workers I.D./Passport document (and work permit where applicable) is created in the I.O.D file (electronically)
  • With the Zimbabwean workers they must have their original passport a day after the injury and take it to the hospital where they were admitted
  • Ensure all the relevent I.O.D. forms are filed in IOD file
• Labour Law
  • Keep up to date with the Labor Act
  • Conduct research at the request of managers regarding the labor act/BCEA
• Garment Control Administration
  • Inputs on Garment Control Program and maintenance of Garment Control file
  • All administration related to this must be done
  • Print a garments-issued report on request
  • Keep garments stock level at optimal level and order garments as needed
  • Issue garments to employees
  • Send garments for embroidery as needed
• Staff Personal Matters & Administration
  • Handle all personnel matters & administration (is the liaison between the employee & Company)
  • Handle staff requests & inquiries & arrange appointments where necessary with the right people
• General (Additional) Staff Personal Matters & Administrative Tasks
  • Perform tasks as required
• Training matrix
  • Keep training matrix updated
  • Ensure all the necessary training takes place
  • Organize and book training/training sessions
  • Give Necessary training
  • File all relevant document relating to training
  • Keep track of training certificates expiring/when internal training must be given
  • Ensure all the relevant training is done before audits and performance appraisals
  • Print and laminate certificates for staff
• HR and payroll documentation
  • Prepare necessary letters/documents (increase position changes bank transfers loan agreements training agreements etc.) and administrative support

Wage System

• Maintain check-in system (S-Qube Clocking System)
  • Maintain personnel data (new personnel changes etc.)
  • Pull monthly reports for Payroll and general reports on demand
  • Contact clock system service provider if problems are encountered
• Maintain Payroll System (Pastel Payroll)
  • Maintain staff data (new staff changes etc.)
  • Contact Payroll service provider if problems are encountered

Company Administration

• Household
  • • Keep work area tidy at all times; nothing is allowed to lie around & no detached items on the floor
• Support function
  • • Duties as required in absence/in support of HR and Payroll Officer
    • General Company Administration/tasks on request (names by HR and Payroll Officer or General Manager)

Requirements

• Experience: 5 years of experience in payroll administration or a similar HR administrative role. Must be strong in regard to administration
• Education:High school diploma required; Associate or bachelors degree in HR will be beneficial any other courses in HR and Payroll are welcome. (must have a form of qualification in HR and Payroll)
• Technical Proficiency:Hands-on experience with payroll software and moderate level knowledge of Microsoft Excel Word etc. (Office)
• Soft Skills:Exceptional attention to detail strong numerical skills and the ability to handle sensitive information with total discretion. Must be punctual and have good communication and problem-solving skills
• Knowledge:Understanding of general payroll principles and South African labour laws