Payroll Administrator

This position is responsible for processing and assisting in the coordination and preparation of monthly payroll in accordance with BritelinkMCT Policies, maintaining employee records and providing effective communications with all staff regarding payroll matters.

KEY RESPONSIBILITIES
Prepare, capture and process the monthly payroll input (new engagements, terminations, loans, promotions, Living Out Allowances, Subsistence allowance, incentives, overtime, travel allowance, cell phone deductions, garnishee orders, traffic fines, Fleet spend, standby allowance, etc) within the agreed timelines and in accordance with the policies.

Communicating the monthly deadline to all relevant stakeholders.

Managing leave system (capturing of sick, annual, study, unpaid leave, and maternity leave on Sage 300 People).

Checking overtime hours (accuracy and ensuring that they are updated correctly on the system)

Checking the fixed-term contract renewal dates and communicating the dates to HR administrators to update the status of the contract.

Processing salary increases, performance/annual bonuses, and calculation of back pay when needed.

Action and process payroll administrative functions in relation to all company benefits, i.e pension, provident, disability etc on all relevant platforms.

Develop an in-depth understanding of the Payroll Database to be able to create Ad-Hoc reports on demand as well as standard monthly reports.

Personal interaction with employees when attending to all monthly salary queries after payroll for a better explanation of what is on their payslips.

Processing employee transfer on Sage in accordance with the employee’s job spec.

Updating the reporting line in accordance with the company’s organogram.

Preparing Mock payslips for HR department

Updating the Injury on duty cases on payroll and ensuring that the records correspond with the HOS department’s records.

Preparation of employee termination (resignation, dismissal, abscondssion, and death) payments after receiving relevant documentation from the Human Resources Department.

Advise employees on termination pay-outs.

Print payslips on Sage when requested by employees.

Provide customer service to employees to address any queries related to pay, benefits, and taxes.

Capture and verify all expense claims against the policy and report non-compliance to the Line Managers.

Manage and respond to the payroll inbox within 24 hours.

Submit quarterly statistics.

Prepare monthly payroll evidence file

Pull the Variance report and add commentary on all changes that were captured in the current payroll monthly

Send out active employee register to all line managers to confirm all active employees before the payroll release salaries.

Send out leave liability report to all line manager

Ensure that the employee files are updated on the SAGE 300

ESS access is granted and updated for all employees when required.

KPIS
- Payroll to be finalised on the 18th of every month, excluding December.
- Payroll to be accurate monthly, ensuring that employees are compensated according to the terms and conditions of employment.
- All new engagements and terminations are captured accurately and timeously
- Maintenance of employee data on the SAGE system - promotions, change of Line Manager, region, departments, etc.
- Employee queries are attended to within 24hrs and there are no escalations.
- Employee files are uploaded on the engagement of the employee

BEHAVIOURAL COMPETENCIES
- Attention to detail - ensuring accuracy at all times. Managing the financial and reputational risk of the HR department.
- Compliance knowledge - Having thorough compliance knowledge is essential for the role of a payroll officer. To avoid heavy penalties, payroll officers need to be aware of the rules and regulations for payroll.
- Calmness - Staying calm under pressure reduces the likelihood of making mistakes. During any stressful situation, negativity only increases your stress levels, and when processing payroll, being stressed is far from ideal.
- Accountability - Ensure sustainability and readiness of the work environment in tackling and building accountability and responsibility.
- Communication - Communicate consistently and timeously with employees on any payroll related queries.
- Sense of urgency - the role entails a strong sense of urgency as we are responsible for the livelihood of our employees.

SKILLS & KNOWLEDGE
- Time management skills - Payroll Administrators also require exceptional time management skills. You will need to work under strict deadlines to ensure salaries are processed accurately and on time.
- Administration skills - Having good administration skills will facilitate processes and ensure a consistent, high-quality working environment, contributing to the company’s advancement and yours.
- Numerical skills
- Using mathematics to solve problems.
- System knowledge - SAGE 300
- Compliance - Knowledge of relevant acts, regulations, polici