Job Openings Human Resources and Payroll Administrator

About the job Human Resources and Payroll Administrator

Human Resources and Payroll Administrator

Ogilvy is looking for a first point of contact for all HR and Payroll-related matters and deal with internal and external parties. Duties may include maintaining records, preparing documents, and ensuring employees receive adequate support.

Main Job Tasks and Responsibilities

Staff Onboarding

  • Develop and issue employment perm & fixed-term contracts, send and collect all documents related to staff onboarding. Ensure all documents are returned and correctly completed & signed.
  • Generate new user account Profiler.
  • Log IT ticket for computer equipment.
  • Once new joiners are loaded on payroll, complete employee change form and have this signed by line manager for WB access. Log WB ticket and upload onto WB.
  • Provide payroll with full, accurate new hire documentation and files (as well as promotions, demotions, inter-unit transfers).
  • Follow-up with Bus Tech re: readiness of computers for new joiners.
  • Assist with co-ordinating delivery of computers for remote working.
  • Send login details & systems access info to new joiners in the event of remote working.
  • Once all are back in office: ensure readiness for new joiners on 1st day (computer, desk, landline phone & extension, stationery).
  • Assist with co-ordination of new users for first day: i.e. who will meet them if they are coming into the office, where to park, link to Wizzpass, etc.
  • Arrange and facilitate the medical aid and RA onboarding.
  • Create HR file for new joiners / filing of all documents for new joiners.
  • Follow-up on completion of WPP online training after 2 weeks of new joiner commencing.
  1. Staff Offboarding
  • Ensure resignation letter is submitted to Payroll.
  • Log tickets for all terminations -Workbook.
  • Ensure removal from Wizzpass & Profiler.
  • Manage the return of company computer and any other company equipment.
  • Create and issue all certificates of service for exiting staff.
  1. General
  • General staff queries.
  • ESS & leave queries.
  • Monthly joiners, movers & leavers updates.
  • Monthly updates for Wizzpass.
  • Monthly updates for Cape Town email address list.
  • Benefit queries: medical aid, RA, gap cover, funeral cover, etc.
  • Birthday emails & special birthdays – monthly lists to Marketing team.
  • Log tickets for adhoc queries - new system and problems with logins.
  • Manage and arrange Discovery Wellness Day.
  • Correspondence: develop transfer letters (new company moves), promotion letters, increase letters, long service letters, end probation letters, employment confirmation letters.
  • Internal transfers & promotion: manage changes on Profiler, People and WorkBook.
  • Support HR reporting request and ensure HR data accuracy.
  • Co-ordinate and track annual SOX compliance requirements and WPP online learning management & Related Party compliance.
  • Staff list & telephone list updates.
  • Leave administration
  • Freelancer Management
  • Conduct all freelancer take-on: this includes sending relevant forms for freelancer to complete, creating new user account on Profiler, logging IT ticket, sending documentation to payroll, requesting WB access.
  • Conduct all freelancer offboarding: termination of user account on Profiler and completing documentation to request removal from WB.
  • Maintenance of list of current freelancers.
  • Follow-up on invoices for freelancers monthly.
  • Managing freelance extensions.

Minimum Requirements:

  • The position requires a matric certificate

Three to five years of experience in a similar role

Experience with Sage preferable

Worked in a Hybrid environment preferable

Core competencies and skills:

Good attention to detail

Evidence of good oral and written communication skills


Fast and accurate


Responsible – able to work without supervision

Work under pressure

Numbers orientated

Ability to work in complex computer systems



Problem solver