Payroll and HR Administrator

Jhbchev; Johannesburg; On-site; ZAR 240,000 - 360,000; Full time

Job summary

Jhbchev is seeking a Payroll Administrator to support end-to-end payroll and HR administration for approximately 720 employees across multiple entities in Gauteng. The role focuses on shift-worker payroll, manual timesheets, and statutory compliance, with responsibilities spanning recruitment coordination and HR records management.

The ideal candidate will have SA payroll experience, knowledge of Sage 300 People, and a strong eye for compliance and accuracy in a fast-paced environment.

Qualifications

• Matric (Grade 12) is essential.
• Minimum 3 years’ experience in payroll and HR administration in a medium-to-large payroll environment.
• Proven experience in a shift workers environment and with manual timesheet capturing.
• Working knowledge of South African payroll law and statutory deductions (PAYE, UIF, SDL).
• Experience dealing with Discovery and Alexander Forbes administration and claims support.
• Experience processing payrolls on Sage 300 People – essential
• Experience in HR administration and recruitment coordination
• Experience supporting payroll across multiple entities and cost centres.
• Working knowledge of basic HR administration processes and relevant South African employment legislation (e.g., BCEA, Employment Equity Act).

Responsibilities

• Support end-to-end payroll administration across multiple entities and payroll cycles.
• Process designated payrolls/payroll batches on Sage 300 People, ensuring accuracy and complete supporting documentation.
• Load, validate, and reconcile payroll inputs (earnings, deductions, allowances, overtime, shift patterns, leave and ad-hoc payments).
• Ensure payroll deadlines and cut-offs are met; maintain checklists and control files for each pay run.
• Capture and validate payroll data from manual timesheets (shift rosters, overtime, Sunday/public holiday work, night shift, standby, etc.).
• Verify approvals and follow up with supervisors/managers on missing, late, or inconsistent submissions.
• Apply company rules and agreed rates correctly for shift workers, including overtime and shift allowances.
• Maintain working knowledge of South African payroll legislation and statutory deductions, including PAYE, UIF, and SDL.
• Assist with maintaining accurate employee master data and payroll documentation for compliance and audit purposes.
• Support payroll reconciliations and statutory reporting as required (e.g., EMP submissions support and related schedules, where applicable).
• Administer medical aid and retirement fund updates and liaise with providers on membership matters.
• Process employee lifecycle administration: new starters, transfers, promotions, and terminations, ensuring payroll and HR records are aligned.
• Provide administrative support across the recruitment process and onboarding.

Skills

Attention to detail

Deadline management

Communication skills

Integrity

Confidentiality

Service mindset

Education

Matric (Grade 12)

Tools

Sage 300 People

Job description

To support accurate, compliant, and on-time payroll administration across approximately 720 employees in 7 entities, with a strong focus on shift-worker payroll, manual timesheet capturing, statutory compliance, and employee support — while also providing HR and recruitment administration support across the employee lifecycle. The Payroll Administrator provides day-to-day payroll and HR administration assistance, supports the Payroll Officer, processes designated payrolls/payroll batches on Sage 300 People, and assists with recruitment coordination and HR record-keeping.

Role and Responsibilities

Payroll Administration & Processing Support

• – Support the Payroll Officer with end-to-end payroll administration across multiple entities and payroll cycles.
• – Process designated payrolls/payroll batches on Sage 300 People, ensuring accuracy and complete supporting documentation.
• – Load, validate, and reconcile payroll inputs (earnings, deductions, allowances, overtime, shift patterns, leave and ad-hoc payments).
• – Ensure payroll deadlines and cut-offs are met; maintain checklists and control files for each pay run.

Time & Attendance / Manual Timesheet Capturing

• – Capture and validate payroll data from manual timesheets (shift rosters, overtime, Sunday/public holiday work, night shift, standby, etc.).
• – Verify approvals and follow up with supervisors/managers on missing, late, or inconsistent submissions.
• – Apply company rules and agreed rates correctly for shift workers, including overtime and shift allowances.

South African Payroll Compliance & Statutory Deductions

• – Maintain working knowledge of South African payroll legislation and statutory deductions, including PAYE, UIF, and SDL.
• – Assist with maintaining accurate employee master data and payroll documentation for compliance and audit purposes.
• – Support payroll reconciliations and statutory reporting as required (e.g., EMP submissions support and related schedules, where applicable).
• – Apply tax directives and ensure correct handling of taxable vs non-taxable items in line with internal policies and payroll rules.

Benefits Administration: Discovery & Alexander Forbes

• – Administer medical aid and retirement fund updates (joins, terminations, changes, deductions) and ensure payroll deductions align to provider schedules.
• – Liaise with Discovery and Alexander Forbes on membership matters and claims-related administration support.
• – Manage all provident fund claims end-to-end.
• – Follow up and resolve provider and employee queries timeously, ensuring accurate records and documentation are maintained.

HR Administration

• – Maintain and update employee personnel files and HR records (digital and physical), ensuring completeness and audit-readiness.
• – Prepare and issue HR documentation, including employment contracts, letters of appointment, confirmation letters, and letters of termination, for review and sign-off.
• – Process employee lifecycle administration: new starters, transfers, promotions, and terminations, ensuring payroll and HR records are aligned.
• – Support leave administration and record-keeping across entities, including annual, sick, and family responsibility leave.
• – Assist with maintaining job descriptions and HR policy documentation as directed by the Payroll Officer/HR Manager.
• – Support HR-related audit and compliance requests) by preparing schedules and documentation.

Recruitment Administration

• – Provide administrative support across the recruitment process: posting approved vacancies, screening applications, and scheduling interviews.
• – Coordinate candidate communication, reference checks, and pre-employment checks and documentation in line with company process.
• – Prepare new-starter onboarding packs and coordinate onboarding logistics with relevant departments.
• – Maintain recruitment trackers/records for reporting on vacancy status, time-to-fill, and pipeline activity.
• – Liaise with hiring managers and candidates in a professional, timely, and confidential manner throughout the recruitment cycle.

Employee & Stakeholder Liaison

• – Act as a first-line contact for employee payroll, HR, and recruitment queries (payslips, deductions, benefits, leave, contracts, and general guidance).
• – Communicate clearly and professionally with staff, HR, Finance, and line management to resolve payroll and HR issues.
• – Maintain strict confidentiality and handle sensitive information with discretion.

Controls, Records & Continuous Improvement

• – Assist with internal/external audit requests by preparing supporting documentation and schedules.
• – Support process improvements, especially around manual timesheet controls, shift-worker payroll accuracy, and HR/recruitment administration workflows.

• – Liaise with hiring managers and candidates in a professional, timely, and confidential manner throughout the recruitment cycle.

Employee & Stakeholder Liaison

• – Act as a first-line contact for employee payroll, HR, and recruitment queries (payslips, deductions, benefits, leave, contracts, and general guidance).
• – Communicate clearly and professionally with staff, HR, Finance, and line management to resolve payroll and HR issues.
• – Maintain strict confidentiality and handle sensitive information with discretion.

Controls, Records & Continuous Improvement

• – Assist with internal/external audit requests by preparing supporting documentation and schedules.
• – Support process improvements, especially around manual timesheet controls, shift-worker payroll accuracy, and HR/recruitment administration workflows.

Qualifications and Education Requirements

• Matric (Grade 12) is essential.
• Minimum 3 years’ experience in payroll and HR administration in a medium-to-large payroll environment.
• Proven experience in a shift workers environment and with manual timesheet capturing.
• Working knowledge of South African payroll law and statutory deductions (PAYE, UIF, SDL).
• Experience dealing with Discovery and Alexander Forbes administration and claims support.
• Experience processing payrolls on Sage 300 People – essential
• Experience in HR administration and recruitment coordination
• Experience supporting payroll across multiple entities and cost centres.
• Working knowledge of basic HR administration processes and relevant South African employment legislation (e.g., BCEA, Employment Equity Act).

Preferred Skills

• High attention to detail and strong numerical accuracy.
• Strong planning and deadline management, especially around payroll cut-offs and recruitment timelines.
• Clear communication skills and a service mindset for staff and candidate liaison.
• Integrity, confidentiality, and good judgement.
• Ability to work under pressure and handle multiple priorities across entities.