Payroll and HR Administrator

Location: Sandringham, Johannesburg

Position Type: Fixed term

Purpose of the Job

To support accurate, compliant, and on-time payroll administration across approximately 720 employees in 7 entities, with a strong focus on shift-worker payroll, manual timesheet capturing, statutory compliance, and employee support — while also providing HR and recruitment administration support across the employee lifecycle. The Payroll Administrator provides day-to-day payroll and HR administration assistance, supports the Payroll Officer, processes designated payrolls/payroll batches on Sage 300 People, and assists with recruitment coordination and HR record-keeping.

Role and Responsibilities

Payroll Administration & Processing Support
– Support the Payroll Officer with end-to-end payroll administration across multiple entities and payroll cycles.
– Process designated payrolls/payroll batches on Sage 300 People, ensuring accuracy and complete supporting documentation.
– Load, validate, and reconcile payroll inputs (earnings, deductions, allowances, overtime, shift patterns, leave and ad-hoc payments).
– Ensure payroll deadlines and cut-offs are met; maintain checklists and control files for each pay run.

Time & Attendance / Manual Timesheet Capturing
– Capture and validate payroll data from manual timesheets (shift rosters, overtime, Sunday/public holiday work, night shift, standby, etc.).
– Verify approvals and follow up with supervisors/managers on missing, late, or inconsistent submissions.
– Apply company rules and agreed rates correctly for shift workers, including overtime and shift allowances.

South African Payroll Compliance & Statutory Deductions
– Maintain working knowledge of South African payroll legislation and statutory deductions, including PAYE, UIF, and SDL.
– Assist with maintaining accurate employee master data and payroll documentation for compliance and audit purposes.
– Support payroll reconciliations and statutory reporting as required (e.g., EMP submissions support and related schedules, where applicable).
– Apply tax directives and ensure correct handling of taxable vs non-taxable items in line with internal policies and payroll rules.

Benefits Administration: Discovery & Alexander Forbes
– Administer medical aid and retirement fund updates (joins, terminations, changes, deductions) and ensure payroll deductions align to provider schedules.
– Liaise with Discovery and Alexander Forbes on membership matters and claims-related administration support.
– Manage all provident fund claims end-to-end.
– Follow up and resolve provider and employee queries timeously, ensuring accurate records and documentation are maintained.

HR Administration
– Maintain and update employee personnel files and HR records (digital and physical), ensuring completeness and audit-readiness.
– Prepare and issue HR documentation, including employment contracts, letters of appointment, confirmation letters, and letters of termination, for review and sign-off.
– Process employee lifecycle administration: new starters, transfers, promotions, and terminations, ensuring payroll and HR records are aligned.
– Support leave administration and record-keeping across entities, including annual, sick, and family responsibility leave.
– Assist with maintaining job descriptions and HR policy documentation as directed by the Payroll Officer/HR Manager.
– Support HR-related audit and compliance requests) by preparing schedules and documentation.

Recruitment Administration
– Provide administrative support across the recruitment process: posting approved vacancies, screening applications, and scheduling interviews.
– Coordinate candidate communication, reference checks, and pre-employment checks and documentation in line with company process.
– Prepare new-starter onboarding packs and coordinate onboarding logistics with relevant departments.
– Maintain recruitment trackers/records for reporting on vacancy status, time-to-fill, and pipeline activity.
– Liaise with hiring managers and candidates in a professional, timely, and confidential manner throughout the recruitment cycle.

Employee & Stakeholder Liaison
– Act as a first-line contact for employee payroll, HR, and recruitment queries (payslips, deductions, benefits, leave, contracts, and general guidance).
– Communicate clearly and professionally with staff, HR, Finance, and line management to resolve payroll and HR issues.
– Maintain strict confidentiality and handle sensitive information with discretion.

Controls, Records & Continuous Improvement
– Assist with internal/external audit requests by preparing supporting documentation and schedules.
– Support process improvements, especially around manual timesheet controls, shift-worker payroll accuracy, and HR/recruitment administration workflows.

– Liaise with hiring managers and candidates in a professional, timely, and confidential manner throughout the recruitment cycle.

Employee & Stakeholder Liaison
– Act as a first-line contact for employee payroll, HR, and recruitment queries (payslips, deductions, benefits, leave, contracts, and general guidance).
– Communicate clearly and professionally with staff, HR, Finance, and line management to resolve payroll and HR issues.
– Maintain strict confidentiality and handle sensitive information with discretion.

Controls, Records & Continuous Improvement
– Assist with internal/external audit requests by preparing supporting documentation and schedules.
– Support process improvements, especially around manual timesheet controls, shift-worker payroll accuracy, and HR/recruitment administration workflows.

Qualifications and Education Requirements

• Matric (Grade 12) is essential.
• Minimum 3 years’ experience in payroll and HR administration in a medium-to-large payroll environment.
• Proven experience in a shift workers environment and with manual timesheet capturing.
• Working knowledge of South African payroll law and statutory deductions (PAYE, UIF, SDL).
• Experience dealing with Discovery and Alexander Forbes administration and claims support.
• Experience processing payrolls on Sage 300 People – essential
• Experience in HR administration and recruitment coordination
• Experience supporting payroll across multiple entities and cost centres.
• Working knowledge of basic HR administration processes and relevant South African employment legislation (e.g., BCEA, Employment Equity Act).
• Strong Excel skills

Preferred Skills

• High attention to detail and strong numerical accuracy.
• Strong planning and deadline management, especially around payroll cut-offs and recruitment timelines.
• Clear communication skills and a service mindset for staff and candidate liaison.
• Integrity, confidentiality, and good judgement.
• Ability to work under pressure and handle multiple priorities across entities.