Hr Administrator: Remuneration & Benefits

Mintek Pty Ltd.; Gauteng; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading scientific research organization based in Randburg is looking for an experienced HR Administrator to manage employee information and benefit administration. You will ensure data integrity, assist with audits, and provide support in HR-related matters, contributing to a compliant work environment. The ideal candidate should possess a relevant degree and 3-5 years of experience in HR and payroll processes, with strong analytical and interpersonal skills.

Qualifications

• 3-5 years' experience with HR information systems and payroll inputs.
• Competent user of Pay Space, IFS, and Time & Attendance systems.
• In-depth knowledge of employee master data administration and related legislation.

Responsibilities

• Maintain employee master data from onboarding to termination.
• Administer employee benefits and claims in compliance with policies.
• Provide HR support for queries and complaints.

Skills

Analytical skills

MS Office proficiency

Interpersonal skills

Time management

Attention to detail

Education

B degree in Human Resources or relevant field

Tools

PaySpace

HRIS

IFS

Job description

Position Summary

Industry: Scientific, Research & Development
Job category: HR Administration
Location: Randburg
Contract: Permanent
Remuneration: Market Related
EE position: Yes

Introduction

Mintek has an exciting career opportunity for an HR Administrator: Remuneration & Benefits. The successful candidate will be responsible for administering employee information processing through creation, maintaining, updating, and retention of employee information/files both manually and electronically, ensuring data integrity whilst adhering to policies, procedures and legislation framework.

Operations

• Data Integrity Project – maintain employee master data throughout the employee life cycle from joining to leaving, while adhering to relevant policies, procedures and legislation.
• HR Information System updates – employee onboarding, promotions, transfers, contract renewals, terminations, changes in conditions of employment, leave administration.
• Document processing, data capturing, and filing to ensure all employee transactions are recorded.
• Improve administrative procedures and documentation, contributing to the improvement of internal systems and procedures, and input towards payroll calendar management.
• Assist with time, attendance and leave administration requirements.
• Ensure employee data complies with reporting requirements such as EE/ BEE/ DoL, Remuneration Analysis.
• Maintain a meticulous and updated employee filing system for all employee movements.

Benefits Administration Processes

• Work in collaboration with benefit administration consultants to ensure the company and employees are well advised on legislation developments pertaining to pension, medical and risk benefits matters.
• Ensure employees have access to, and receive Employee Benefits Advisory Services.
• Administer benefit claims as per policies and regulations.
• Update employee files with the latest beneficiary information (manually and electronically).

Governance and Risk

• Ensure compliance with internal audit requirements of the organisation.
• Ensure compliance with policies and procedures for clean audits.
• Ensure system compliance with data security and privacy requirements – POPI ACT.

Legislative Requirements

• Interpret and apply statutory regulations and maintain HRIS system data changes (Employment Equity, Management Control –BEE Act, Basic Conditions of Employment, etc.).
• Advise and guide managers and staff on company policies relating to conditions of employment such as leave administration, time management, overtime administration, pension fund, medical aid, risk benefits and related claims.
• Maintain compliance with all relevant employment laws and regulations, review policies and practices to maintain compliance.
• Maintain Integrity of Employment Equity Reports, assist with Statistical Equity Reporting & BEE Reporting.
• Facilitate audits/verifications by providing records and documentation to auditors/ BEE /DoL /verification officers.
• Keep files/documents of injury on duty claims and relevant documentation submitted to the Compensation Commissioner by SHEQ and Occupational Health.

Reporting

• Assist various departments with aggregated and analysed data/reports according to stakeholder specific requirements, ad hoc reports, monthly, quarterly and annually.
• Develop and maintain ad‑hoc reports to provide HR and other stakeholders with timely and accurate data.
• Report on Absenteeism, Sick Leave, Employee Movements (Terminations, Hires, Movements) and other relevant changes.
• Provide regulatory reports: BEE, EE, Remuneration Analysis, Leave Management.
• Report on Absenteeism, Sick Leave (moved to Information Systems).

People Development

• Contribute towards guiding, coaching and mentoring interns in the department.

Customer Service & Support Services

• Assisting staff with employee information related queries.
• Providing support with Employee Self Service Portal (ESS) and Manager Self Service Portal (MSS).
• Providing information for monthly, quarterly and yearly statistics for various stakeholder reporting requirements.
• Efficient processing of benefits during onboarding, information updates, and withdrawals for pension fund, medical aid, death and disability claims, etc.
• Conduct monthly/quarterly induction presentations for new employees.
• Coordinate onsite presentations for medical aid, risk benefits, financial planning, etc.

Processes & Administration

• Ensure implementation of Mintek policies and procedures regarding absenteeism.
• Monitors trends on absenteeism through utilising the HR systems (PaySpace, IFS and T&A) and forwards reports to managers and supervisors for follow up and action.
• Maintains employee master data, throughout the employee life cycle from joining to leaving, while adhering to relevant policies, procedures and legislation.
• Ensures HR admin deadlines related to employee hire, termination and movements are met at all times.
• Inputs of employee related data into HRIS (PaySpace, IFS and T&A), through verification, scrutinizing and ensuring pre‑approval alignment to policies and procedures before capturing.
• Verifies and approves all HR administration data and supporting documentation received (appointments, terminations, salary increases, promotions, leave, PAR etc.) and forwards to HR & Admin Systems Controller for processing (daily).
• Ensures readily and accessible electronic and manual HR records are maintained.
• Ensures that the asset register is signed and approved by the relevant stakeholders before employee termination is effected.
• Ensures document control and adherence to workflow processes.
• Updates HR admin control registers and files – submits input for approval and forwards to finance and payroll for processing.

Audit & Business Processes

• Interact with relevant HR section and payroll to ensure clean audit process; ensures compliance to audit findings and corrections are actioned within stipulated timeframe.
• Support the internal and external auditors in verification of discrepancies and queries related to HR administration.
• Assists in analysing HR business processes, workflow and documents accordingly.
• Give inputs into policies and procedures.

Filing & Records Management

• Ensures an up‑to‑date and accurate filing system is maintained for HR admin at all times – both manually and electronically.
• Ensures satisfactory filing and retrieving of documentation.
• Files all documents on personal files and ensures accurate and up‑to‑date information on personal files at all times.

Overtime & Leave Management

• Opens and closes overtime claim sheet for Division to complete and informs accordingly.
• Verifies overtime pre‑authorised with actual claimed – notifies line managers, employee and HR Systems Controller if 40 hours are exceeded and if overtime was not pre‑authorised.
• Verify and audit maternity, sick, annual leave applications, cross‑checking with employment contracts, policies, and legislation.
• Controls and checks data for leave and sick leave; capitalisation of leave, unpaid leave, special leave etc and that these are accurately captured on system.
• Verifies leave input and requests – notifies line management and employee if not approved.
• Ensures availability and accrual of entitlements.

Policies & Procedures

• Inputs towards updating of Policies and procedures – maintains and updates HR Administration according to policies and procedures updates utilising Ms Word, Excel in prescribed formats.
• Maintains and updates HR databases, Shared Drive accordingly.
• Liaises with the HR Multiple Disciplinary Teams to ensure annual revision.
• Participates in policy and procedure reviews.
• Conducts administrative functions and ensures up‑to‑date knowledge of the HR administration processes, as well as all conditions of service.

Queries & Complaints Management

• Handles employee queries and complaints regarding HR administration.

Reports & HRIS Systems

• Compile and submit HR admin reports – monthly, quarterly.
• Draws relevant reports from HRIS (PaySpace, IFS and T&A).
• Maintains master data (PaySpace, IFS and T&A).
• Processes hourly rates for contract/temporary/fixed term employees, ensuring valid contract approval before processing.
• Completes return on attendance reports (weekly) and forwards to HR System Controller and Head: HR Administration, follows up on Divisions not returning weekly attendance reports.
• Runs attendance reports and forwards to Divisions (monthly). Verifies and processes attendance reports returned from Divisions (monthly), records findings and submits report to HR Systems Controller and informs Head: HR Shared Services if any discrepancies/anomalies before forwarding to payroll for processing.
• Verifies monthly interface file for payment – permanent and casuals.
• Verifies information processed by Divisions.
• Clears all rejections and submits for approval before releasing to payroll for payment.

Education & Qualifications

• Minimum: B degree in Human Resources or relevant field.
• Ideal: Practical Experience of Payroll Administration or Training in a Payroll Administration, Certificate in Payroll Administration.
• Experience: 3‑5 years’ experience working with HR information systems & Payroll Inputs, in‑depth knowledge of HR business processes, in‑depth knowledge of Employee Master Data Administration, Remuneration and Benefits.
• Training: Minimum – Competent User of Pay Space, IFS, Time and Attendance, Leave, Payroll Information System modules; External Candidate – Payroll module, Employee Master Data module, Time & Attendance, Leave Administration, Excel.
• Ideal – Functional reporting skills.
• Legal: Minimum – Basic Conditions of Employment, HR Policies and Procedures, Payroll and Leave Management, Time and Attendance, Labour Relations Act, BEE Act, POPI, Employment Equity Act, Skills Development Act.

Knowledge, Skills and Abilities

• Ability to work with stakeholders such as employees, divisions, management and relevant external vendors.
• A high level of expertise and broad knowledge of labour/employment legislation.
• HR administration processes – knowledge, understanding and the ability to apply them in day‑to‑day activities.
• HR information systems – knowledge, understanding and the ability to apply them in day‑to‑day activities.
• HR policies and procedures – knowledge, understanding and the ability to apply them in day‑to‑day activities.
• HR workflow – knowledge, understanding and the ability to apply them in day‑to‑day activities.
• Managing self: accountability, accuracy and attention to detail, customer service orientation, deadline driven, self motivation, communicating information, showing resilience, upholding standards.
• Excellent analytical skills.
• A methodical, investigative and inquisitive mind and attention to detail.
• Good interpersonal and client‑handling skills, with the ability to manage expectations and explain technical detail.
• Good presentations skill.
• Policy and process writing ability.

Competency Required

• Strong analytical skills.
• Strong administrative efficiency.
• Written and verbal communication skills.
• Flexibility.
• Initiative.
• Organised, thorough and systematic orientated.
• Highly skilled in MS Office Packages (Excel, Word, PowerPoint).
• Ability work under pressure.
• Be able to work on deadlines.
• Excellent interpersonal and communication skills.
• A high level of accuracy and numerical skills.
• A high service‑orientation and enjoy working in a team.
• Exceptional organisational skills and a high attention to detail.
• Sound knowledge of payroll, employee administration, benefits and remuneration.
• Functional Knowledge of systems (HR, BEE Act, Employment Equity, Skills, Remuneration analysis, Basic Conditions of Employment).

Contact

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