HR & Payroll Clerk

Zealhr; Cape Town; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A dynamic HR company is seeking a meticulous HR & Payroll Clerk to join its team in Cape Town. This full-time position requires strong administrative capabilities, with responsibilities including managing payroll processes and maintaining personnel files. Candidates should have at least 5 years of experience in payroll or HR administration and be well-versed in payroll software and Microsoft Office. The role offers competitive remuneration and a chance to make a real impact in the organization.

Qualifications

• 5 years of experience in payroll administration or a similar HR role.
• Must have a form of qualification in HR and Payroll.
• Hands-on experience with payroll software and proficiency in Office applications.

Responsibilities

• Manage HR Administration and maintain personnel files.
• Administer payroll and ensure compliance with labor laws.
• Maintain check-in and payroll systems while keeping work areas tidy.

Skills

Attention to detail

Strong numerical skills

Communication skills

Customer Service

Education

High school diploma

Associate or bachelor's degree in HR

Tools

Payroll software

Microsoft Excel

Job description

Job Description

Our client is seeking a meticulous and dependable HR & Payroll Clerk to join their dynamic team in BellvilleSouth Cape Town. This fulltime role offers stability competitive remuneration and the chance to make a real impact by ensuring smooth payroll administration and providing essential HR support.

Key Responsibilities

• Human Resources Administration
  • Personnel Files
    • New appointments: Create files with all necessary documents
    • Staff thats leaving service (close files & move documents to archives)
    • Staff on duty: keep files up to date and neat
    • Bind documents as soon as files get too full
    • Ensure all staff information are in their files. Always liaise timeously
  • Update necessary information sheets
    • Update all the necessary sheets with new employees
    • Update necessary sheets when staff becomes permanent
    • Update necessary sheets if changes occur
  • Employment Contracts & Workers Permits
    • Keep Excel spread sheet up to date by filling in new contracts for staff (i.e Zims & new staff)
    • Ensure that new permits of Zimbabwean staff are organized before expiry date; notify dept. manager a month before the expiry of permits
    • Organize verification of new refugee/asylum seeker and work permits through external service provider
  • Administer Staff Flour & Liaise Documentation
    • Factory Staff
      • changes
      • Check employee flour deductions monthly
      • Provide a new list of names to reception (@ 15th) monthly
      • Give flour deduction sheet to orders to make the invoice
    • Office Staff
      • Update sheet with new changes
      • Check previous months list against invoice (Pastel) (@ 1st)
      • Provide a new list of names to reception (@ 1st) monthly.
  • Payment Advise
    • Sort clock time expressions and attach with payment advice as soon as received from HR and Payroll Officer (every month around 21st)
    • Be sure to attach other relevant documentation
    • Seal each payment advice individually & sort into groups by department
    • Distribute to Department Managers for handover to each worker 2 to 3 days before the payment date
  • Leave Schedules (Annual Leave; Sick Leave; Family Leave)
    • Manage leave system & ensure that guidelines are followed (annual leave receive schedules from managers & issue leave forms accordingly get signed and process on Sqube)
    • Filing of leave forms in workers personnel files
    • Record keeping of family leave balances & when taken. File leave form after processing
    • See that sick notes are handed in on time. File sick notes after processing
    • Record keeping of sick leave
  • Logistic/Liaising of all Staff Related Documentation
    • Filing of all human resources/wage documentation (ad-hoc) as it comes in immediately. - Keep files updated and tidy
  • Injury on Duty (I.O.D)
    • See that every I.O.D. package of documents per case has been filed
    • See that a completed I.O.D. form (personal information of workers) as well as a copy of the workers I.D./Passport document (and work permit where applicable) is created in the I.O.D file (electronically)
    • With the Zimbabwean workers they must have their original passport a day after the injury and take it to the hospital where they were admitted
    • Ensure all the relevent I.O.D. forms are filed in IOD file
  • Labour Law
    • Keep up to date with the Labor Act
    • Conduct research at the request of managers regarding the labor act/BCEA
  • Garment Control Administration
    • Inputs on Garment Control Program and maintenance of Garment Control file
    • All administration related to this must be done
    • Print a garments-issued report on request
    • Keep garments stock level at optimal level and order garments as needed
    • Issue garments to employees
    • Send garments for embroidery as needed
  • Staff Personal Matters & Administration
    • Handle all personnel matters & administration (is the liaison between the employee & Company)
    • Handle staff requests & inquiries & arrange appointments where necessary with the right people
  • General (Additional) Staff Personal Matters & Administrative Tasks
    • Perform tasks as required
  • Training matrix
    • Keep training matrix updated
    • Ensure all the necessary training takes place
    • Organize and book training/training sessions
    • Give Necessary training
    • File all relevant document relating to training
    • Keep track of training certificates expiring/when internal training must be given
    • Ensure all the relevant training is done before audits and performance appraisals
    • Print and laminate certificates for staff
  • HR and payroll documentation
    • Prepare necessary letters/documents (increase position changes bank transfers loan agreements training agreements etc.) and administrative support

  Wage System

  • Maintain check-in system (S-Qube Clocking System)
    • Maintain personnel data (new personnel changes etc.)
    • Pull monthly reports for Payroll and general reports on demand
    • Contact clock system service provider if problems are encountered
  • Maintain Payroll System (Pastel Payroll)
    • Maintain staff data (new staff changes etc.)
    • Contact Payroll service provider if problems are encountered

  Company Administration

  • Household
    • Keep work area tidy at all times; nothing is allowed to lie around & no detached items on the floor
  • Support function
    • Duties as required in absence/in support of HR and Payroll Officer
    • General Company Administration/tasks on request (names by HR and Payroll Officer or General Manager)

  Requirements

  • Experience: 5 years of experience in payroll administration or a similar HR administrative role. Must be strong in regard to administration
  • Education: High school diploma required; Associate or bachelors degree in HR will be beneficial any other courses in HR and Payroll are welcome. (must have a form of qualification in HR and Payroll)
  • Technical Proficiency: Hands‑on experience with payroll software and moderate level knowledge of Microsoft Excel Word etc. (Office)
  Soft Skills: Exceptional attention to detail strong numerical skills and the ability to handle sensitive information with total discretion. Must be punctual and have good communication and problem‑solving skills
• Knowledge: Understanding of general payroll principles African labour laws

Key Skills

• Customer Service
• Communication skills
• Basic Math
• Cashiering
• Computer Skills
• Math
• Retail Sales
• 10 Key Calculator
• Copywriting
• Cash Handling
• Planograms
• Stocking
>

Employment Type: Full-Time

Vacancy: 1