We are seeking an experienced and highly dependable Payroll & HR Administrator to join a busy Human Resources and Payroll Department.

The primary focus of this position is the accurate and timely processing of both weekly and monthly payrolls, together with hands-on HR administration and general departmental support.

Although this position sits at a junior level within the departmental structure, it is not an entry-level payroll role. The successful candidate must be an experienced payroll professional who is comfortable working independently, taking ownership of allocated responsibilities and operating with limited day-to-day supervision.

Strong practical experience with Sage 300 Payroll is an essential requirement.

The successful candidate will be expected to follow established processes and management direction while demonstrating the initiative, judgement and problem-solving ability required to identify issues and implement practical solutions.

Key Responsibilities

Payroll Processing

• Process weekly and monthly payrolls accurately and within prescribed deadlines.
• Capture and maintain accurate payroll information.
• Process new employees, terminations, salary adjustments, promotions, transfers and other payroll amendments.
• Process overtime, allowances, commissions, deductions and other payroll-related transactions.
• Ensure statutory deductions and payroll requirements are processed correctly.
• Perform payroll checks and reconciliations prior to finalisation.
• Investigate and resolve payroll discrepancies and variances.
• Prepare payroll reports and supporting information for management.
• Maintain accurate and complete payroll documentation.
• Ensure payroll deadlines are consistently achieved.
• Maintain strict confidentiality regarding employee salaries, personal information and payroll matters.

Sage 300 Payroll

• Work confidently and independently on Sage 300 Payroll.
• Maintain employee master files and payroll information.
• Capture payroll changes and transactions accurately.
• Perform payroll reconciliations and investigate variances.
• Assist with payroll reporting and year-end payroll requirements.
• Investigate and assist with resolving Sage 300 payroll issues.
• Maintain accurate payroll records and supporting documentation.
• Verify information prior to payroll finalisation.
• Assist with payroll-related employee queries.

Strong hands-on Sage 300 Payroll experience is non-negotiable for this position.

Time & Attendance

• Maintain and manage employee time and attendance information.
• Monitor attendance, absenteeism and leave records.
• Review time and attendance information before payroll processing.
• Calculate and prepare overtime information.
• Follow up with relevant managers regarding missing information, discrepancies or unauthorised hours.
• Ensure payroll information is received within required deadlines.
• Maintain accurate attendance and overtime records.

HR Administration

• Prepare employment contracts, appointment letters and other HR documentation.
• Maintain accurate electronic and physical employee files.
• Support employee onboarding and offboarding processes.
• Process employee changes including promotions, transfers, terminations and personal information updates.
• Assist with leave administration.
• Respond to routine HR administrative queries.
• Ensure HR documentation is completed accurately and maintained appropriately.
• Provide administrative support to the Group HR Manager.
• Assist with HR projects and departmental initiatives where required.

Employee Records & Filing

• Maintain organised HR and payroll filing systems.
• Ensure employee records remain complete, accurate and current.
• Maintain confidentiality of personnel and payroll information.
• Ensure documents are correctly filed and archived.
• Identify and follow up on missing employee documentation.
• Maintain both electronic and physical records.

General Departmental Support

• Assist with day-to-day HR and payroll administration.
• Take ownership of allocated tasks and ensure completion within deadlines.
• Support payroll preparation and checking processes.
• Assist employees with administrative queries and requests.
• Prepare reports and information when required.
• Support internal and external audit information requests.
• Assist with ad hoc HR and payroll projects.
• Provide additional support during busy payroll periods.
• Support other members of the HR and Payroll Department where reasonably required.
• Identify administrative inefficiencies and suggest practical improvements.
• Proactively follow up on outstanding work.

Stationery & Office Administration

• Manage and control company stationery stock.
• Monitor usage and stock levels.
• Coordinate stationery orders in a timely and cost-effective manner.
• Maintain records of stationery purchased and issued.
• Assist with general departmental administration where required.

Minimum Requirements

• Matric / Grade 12 – essential.
• Relevant qualification in Payroll, Human Resources, Accounting or a related field – advantageous.
• Minimum 5 years' practical payroll experience – essential.
• Proven experience processing both weekly and monthly payrolls – essential.
• Strong practical experience using Sage 300 Payroll – essential.
• Experience working with time and attendance systems.
• Experience performing payroll reconciliations and preparing payroll reports.
• Sound understanding of payroll administration and South African payroll requirements.
• Previous HR administration experience.
• Strong Microsoft Office skills, particularly Microsoft Excel.
• Experience handling confidential employee and payroll information.
• Ability to work independently and consistently meet strict deadlines.

Skills & Competencies

• Strong hands-on payroll administration skills.
• Advanced working knowledge of Sage 300 Payroll.
• Strong numerical ability.
• Excellent accuracy and attention to detail.
• Strong payroll reconciliation and checking ability.
• Excellent organisational and administrative skills.
• Practical problem-solving skills.
• Ability to manage competing priorities and deadlines.
• Ability to work independently and take ownership of responsibilities.
• Ability to follow established procedures and management instructions.
• Ability to identify problems and recommend practical solutions.
• Initiative and sound judgement.
• Strong communication and interpersonal skills.
• Strong Microsoft Excel, Word and Outlook capability.
• Ability to maintain strict confidentiality.
• Ability to remain effective under pressure.

Personal Attributes

The successful candidate will be:

• Professional and mature.
• Reliable and dependable.
• Accountable and responsible.
• Hardworking and committed.
• Honest and trustworthy.
• Organised and methodical.
• Highly accurate and detail-oriented.
• Proactive and solutions-focused.
• Comfortable receiving and implementing direction.
• Open to constructive feedback.
• Able to work independently.
• Confident using initiative and thinking beyond routine processes where appropriate.
• Adaptable when priorities change.
• A collaborative team player.
• Calm and professional during demanding payroll periods.
• Willing to support the broader department when required.

Important Consideration

This is not a junior-entry-level payroll position.

Candidates must demonstrate at least five years of hands-on payroll experience, including direct responsibility for processing both weekly and monthly payrolls using Sage 300 Payroll.

The ideal candidate must demonstrate the ability to:

Do the job. Follow instructions. Take ownership. Think independently. Solve problems.

The purpose of this role is to strengthen the HR and Payroll Department, reduce administrative pressure and ensure that payroll and HR administration is managed accurately, efficiently and professionally.