HR Admin and Payroll Assistant (Hybrid)

Cape Town, South Africa (Hybrid)
Full Time

Job Description

RLabs, a vibrant Cape Town-based Non-Profit company, is seeking a detail-oriented and organized individual to join our team as an HR Admin and Payroll Assistant. In this dynamic role, you will play a pivotal part in supporting both human resources and payroll functions within our organization. Your responsibilities will encompass various HR administrative tasks, including recruitment support, employee record maintenance, and assistance in onboarding processes. Additionally, you will play a crucial role in payroll processing, collaborating with the finance team to ensure accuracy and timeliness. Verifying timekeeping records, addressing payroll-related inquiries, and contributing to benefits administration are key aspects of this role. The ideal candidate will have a strong understanding of HR processes, payroll procedures, and relevant employment laws. Proficiency in HRIS and payroll software, coupled with excellent organizational and communication skills, will be essential in ensuring the smooth functioning of our HR and payroll activities. If you are a dedicated professional with a passion for HR and payroll, we invite you to apply and contribute to our collaborative work environment.

Duties & Responsibilities

Assist the Payroll Administrator with admin duties as required
Manage time and attendance.
Assist the HR Manager with ad-hoc tasks.
Develop, implement and sustain employee filing system.
Prepare new start packs and ensure workplace readiness.
Update personal employee information annually (payspace, beneficiary information etc.)
Monitor Health Insurance.
Complete WCL.2 documents when required.
Prepare termination documents (Provident fund, UIF, certificate of service).
Complete leave recons monthly and inform employees of leave expiring.
Confirmation of employment both written and telephonic.
Complete staff exit function (exit interviews, exit medicals etc.)
Compile lost leave reports and letters monthly.
Recruitment functions (advertise internally and externally, recruit, conduct checks, prepare offers etc.)
Consolidate site HR KPI information for monthly reporting.
Process new employee onboarding and facilitate documentation completion.

Support Functions

Performing an administrative function for the HR Manager.
Process employee personal information like job changes, new employees, transfers, wage changes, etc. for payroll once approved.
Prepare employment contracts specific to a candidate or employee based on approved templates and recruitment request forms.
Enroll new and existing employees to health insurance cover selection by the employer which is Discovery.
Facilitate work permit applications, when necessary.
Monitor and set up calendar dates for employment contract terminations and inform the HR Manager at least a week for those working less than six months, two weeks for those working less than twelve months but more than six months and a month for those working more than a year for the employer.
Coordinate periodic HR projects as allocated by the HR Manager from time-to-time (gees events, social and cultural events).
Complete weekly and monthly HR report and assist with the compilation of management / statistical reports when required.
Ensure termination of employment documentation is completed and submitted for payroll purposes.
Arrange formal company induction and ensure attendance.

Filing, reporting and recording

Assists with the maintenance and development of the HR information management system and ensures that recruitment, training, remuneration information is accurately captured.
Ensures all employees information is filed on the relevant employee’s file and the HR database is updated accordingly.
Ensure that all current employee’s CV’s, staff files, personal information, etc are updated on a regular and/or annual basis and that all relevant documentation are in the files, including the checklist indicating the required documents.
Ensure correct job titles for all employees.
Maintain UIF records.
Send leave, training and IR related reports to managers on a monthly basis.
Follow up on documentation.
Maintaining HR Files and records.

Payroll administration

Administrates payroll function (all administration, filing, capturing, reports).
Ensure efficient administration of the monthly payroll.
Ensure to payroll impact inputs are correct, which include, but not limited to: receiving, Travel Claims, Subsistence claims, timesheets, new starters, terminations, and capturing of leave forms.
Compare attendance registers to Payroll and request forms, and cancel leave where appropriate.
Assist staff with resolving leave queries, pay queries, and other queries.

Desired Experience & Qualification

Grade 12 certificate.
HR Diploma.
4 - 5 years HR admin experience.
Payspace experience (Would be an advantage).
Ability to communicate in English.
Working knowledge of MS Office and google tools.
Literacy and numerical ability. Skills and Behavioral Competencies.
Attention to detail.
Resilience and energetic personality.
Ability to interact in, and contribute to a team.
Ability to handle pressure.

How to Apply

Please submit your CV (including salary expectation) to Non-response by 16 January 2024 constitutes an unsuccessful application.

Start Date

16 February 2024

Application Deadline

29 December 2023