Payroll Administrator - CPT

SIGNAL HILL PRODUCTS; Cape Town; On-site; ZAR 240,000 - 360,000; Full time

Job summary

SIGNAL HILL PRODUCTS in Cape Town is seeking a Payroll Administrator to manage the monthly payroll with accuracy, timeliness and strict confidentiality under POPIA. You will process end-to-end payroll, capture inputs, perform reconciliations, and ensure PAYE, UIF and SDL remittances are correct and submitted on time.

Maintain employee master data, handle leave, generate payroll reports, support audits and respond to employee queries.

Qualifications

• Matric (Grade 12) essential.
• Minimum 2 years experience in payroll administration.
• Experience processing end-to-end payroll independently.
• Working knowledge of PAYE, UIF, SDL, COIDA, BCEA and Basic Conditions of Employment.
• Membership of SAPA advantageous.

Responsibilities

• Process the full monthly payroll cycle accurately.
• Capture and verify payroll inputs (new engagements, terminations, salary adjustments, allowances, overtime, commission, bonuses).
• Prepare payroll reports and distribute Month End reporting to stakeholders.
• Submit PAYE, UIF and SDL; assist with EMP501 reconciliations.
• Maintain accurate employee master data and confidentiality per POPIA.
• Handle leave administration and payroll deductions; reconcile third-party payments.
• Support audits with evidence packs and maintain an audit trail.

Skills

Payroll processing

Excel

Pay Space

Tax & compliance

Data accuracy

Education

Payroll certificate/diploma

HR/Finance degree (optional)

Tools

DLP Pay Space

Job description

Overall Responsibility

The Payroll Administrator is responsible for the accurate, timely and compliant processing of the organisation's payroll monthly. The role forms a critical part of the Finance and HR function, ensuring that all employees are paid correctly and on time, that all statutory deductions and employer contributions are correctly calculated and remitted, and that payroll records are maintained to the standard required for audit, compliance and reporting purposes. The Payroll Administrator operates with a high degree of accuracy, confidentiality and attention to detail, and is expected to keep current with applicable legislation, payroll best practice and any changes to statutory rates and thresholds.

Key Focus Areas

Focus Area 1: Payroll Processing

• Process the full monthly payroll cycle accurately and within agreed cut-off deadlines
• Capture and verify all payroll inputs new engagements, terminations, salary adjustments, allowances, overtime, commission, bonuses and ad hoc payments
• Perform dummy (interim) payroll runs and review variance reports before finalising
• Investigate and resolve all payroll exceptions and variances prior to final approval
• Generate and distribute Month End Reporting to all stakeholders within the required timeframe
• Generate payroll-to-GL journal and/or reports for posting to the financial system and /or submitted to relevant stakeholder

Focus Area 2: Statutory Compliance & Submissions

• Calculate and remit PAYE, UIF and SDL in accordance with applicable legislation
• Assist with bi-annual and annual EMP501 reconciliations for submission
• Submit accurate UIF declarations (UI-19) to the Department of Employment and Labour
• Assist with the annual Return of Earnings (ROE) reconciliations for submission to the Compensation Fund (COIDA)
• Assist with legislative changes affecting payroll tax tables, minimum wage, UIF ceiling, SDL threshold and implement updates timeously

Focus Area 3: Employee Records & Data Management

• Maintain accurate and up-to-date employee master data in the payroll system
• Process all new starters load personal details, banking, tax numbers, remuneration and leave balances accurately
• Process all terminations calculate final pay including leave payout, apply correct IRP5 codes and issue final payslip and tax certificate
• Manage all salary change notifications, ensuring correct effective dates
• Maintain confidentiality of all payroll and employee data in accordance with POPIA and company policy
• Ensure all payroll documentation is filed and retained in accordance with statutory requirement

Focus Area 4: Leave Administration

• Administer leave in accordance with the Basic Conditions of Employment Act (BCEA) and company leave policy
• Process leave taken, leave encashment and leave payout on termination
• Maintain accurate leave balances and investigate discrepancies
• Provide leave liability reports to Finance for provisioning purposes

Focus Area 5: Third-Party Payments & Reconciliations

• Process and reconcile all third-party deductions medical aid, garnishee orders, union fees and other deductions
• Reconcile payroll deductions to third-party statements monthly
• Investigate and resolve any discrepancies with third-party administrators

Focus Area 6: Reporting & Audit Support

• Prepare monthly payroll summary reports for Finance and HR management
• Produce ad hoc payroll reports as required by management YTD Variable Allowances, Leave, Org.Chart
• Support internal and external payroll audits prepare evidence packs, respond to queries
• Maintain an audit trail of all payroll changes and approvals

Focus Area 7: Employee Queries

• Respond to employee payroll queries accurately and within agreed service levels
• Investigate and resolve payroll discrepancies overpayments, underpayments and incorrect deductions
• Escalate complex or unresolved queries to the Payroll Manager
• Communicate payslip and tax certificate processes clearly to employees

Minimum Requirements

• Matric (Grade 12) essential
• Minimum 2 years' experience in a payroll administration role.
• Certificate or Diploma in Payroll Administration, HR Management or Finance preferred
• Membership of the South African Payroll Association (SAPA) advantageous
• Minimum 2 years' experience in a payroll administration role.
• Experience processing end-to-end payroll independently essential.
• Working knowledge of PAYE, UIF, SDL, COIDA, BCEA and Basic Conditions of Employment essential
• Proficiency in at least one recognised payroll software system - DLP (Pay Space) Preferred. Intermediate to advanced Microsoft Excel.
• Proficient in English (written and verbal) essential
• Clear criminal record.

Skills And Competencies

• End-to-end payroll processing & statutory compliance
• Payroll systems, Excel & reconciliations
• Accuracy, attention to detail & problem-solving
• Confidentiality, integrity & POPIA compliance
• Deadline management, communication & independent working

NB: Specific duties/responsibilities will vary from time to time: the above list is intended to indicate the general nature of the post and is not exhaustive. The post holder will be expected to be flexible in supporting the business by undertaking any other responsibilities which are aligned with this job level.

Job Reference Code: J705