Time and Attendance Administrator (Refinery)

Tongaat Hulett; Durban; On-site; ZAR 180,000 - 280,000; Full time

Job summary

Tongaat Hulett is seeking a diligent HR Systems Administrator in Durban to manage time and attendance data and ensure payroll readiness. You will convert to manual records during downtime, verify data accuracy, and generate essential reports for payroll processing.

The role requires 2+ years in system administration with Time and Attendance experience, strong MS Office skills, and a high attention to detail. You will work under pressure to meet strict deadlines and maintain confidentiality.

Qualifications

• Matriculation Certificate (Grade 12).
• A Relevant Bachelor’s Degree or National Diploma in Human Resources Management/ Administrative.
• Plus, a Payroll Certificate (added advantage).
• At least 2 Years’ Experience on System Administrative applications.
• Experience working with a Time and Attendance or Clocking System, including Data Verification and Correction of Anomalies.
• Experience Preparing and transferring files to a Payroll System and meeting Strict Payroll Deadlines.
• Experience in generating reports and responding to employee, line managers and audit queries.
• Computer Literacy, with working knowledge of MS Office packages.
• High level of Accuracy and Attention to detail when verifying Calculations, Totals and Data Inputs.
• Confidentiality, Integrity and Sound Judgement in Handling Sensitive Employee and Payroll Information.
• Planning and organising ability, with the discipline to meet strict weekly and monthly deadlines.
• Problem-solving ability to Identify, Investigate and Resolve Data and System anomalies.
• Clear Verbal and Written Communication, with the ability to explain Calculations, Procedures and Agreements.
• Ability to Work Independently under pressure and to Take Initiative during System Downtime.

Responsibilities

• Maintain and administer time and attendance data.
• Verify time and attendance calculations and totals.
• Prepare files for transfer to payroll processing.
• Generate reports on overtime, leave and attendance anomalies.
• Assist with audit queries and system support.

Skills

Time & Attendance

Data verification

Payroll processing

MS Office

Attention to detail

Confidentiality

Education

Bachelor’s Degree in HRM/Administrative

Matric (Grade 12)

Payroll Certificate

Tools

MS Office

Time & Attendance System

Job description

Top Accountabilities

System Maintenance and Administration

• Contact the Service Providers, explain faults and the urgency of Technical Support required to restore functionality of the system.
• Convert to manual recording procedures when system downtime exceeds specified timeframes.
• Use Software Tools and create formats for Operational reports.
• Check the input of employee information into the relevant fields.
• Check and report malfunctioning clock stations.
• Ensure new employees have access cards and that exiting employees are removed from the pay file.

Information Verification and Processing

• Check and verify time and attendance data in terms of calculations and totals.
• Circulate information on time and attendance to the relevant section to identify, check and resolve anomalies in relation to the input data and physical records.
• Prepare Time and Attendance files for transfer to the payroll system for processing, converting formats and uploading information.

Time and Attendance Reporting and Recordkeeping

• Generate a range of reports reflecting details of various conditions of employment, i.e. overtime, standby, etc., and forward these to the relevant line departments.
• Provide statistical information from the time and attendance system database with respect to overtime, leave, absenteeism, etc.
• File documentation (reports, etc.) in the relevant files, prepare records (i.e. labelling files, etc.) and store these in a designated location.

Communication and Support

• Receive and Interpret the nature of the enquiry or query and Access System Records.
• Provide explanations and reasons for Specific Calculations, referring to Procedures, Agreements and Statutory provisions.
• Access Source Documentation, Procedures and instructions to respond to Audit Queries.

Qualifications And Experience Required

• Matriculation Certificate (Grade 12).
• A Relevant Bachelor’s Degree or National Diploma in Human Resources Management/ Administrative.
• Plus, a Payroll Certificate (added advantage).
• At least 2 Years’ Experience on System Administrative applications.
• Experience working with a Time and Attendance or Clocking System, including Data Verification and Correction of Anomalies.
• Experience Preparing and transferring files to a Payroll System and meeting Strict Payroll Deadlines.
• Experience in generating reports and responding to employee, line managers and audit queries.
• Computer Literacy, with working knowledge of MS Office packages.
• High level of Accuracy and Attention to detail when verifying Calculations, Totals and Data Inputs.
• Confidentiality, Integrity and Sound Judgement in Handling Sensitive Employee and Payroll Information.
• Planning and organising ability, with the discipline to meet strict weekly and monthly deadlines.
• Problem-solving ability to Identify, Investigate and Resolve Data and System anomalies.
• Clear Verbal and Written Communication, with the ability to explain Calculations, Procedures and Agreements.
• Ability to Work Independently under pressure and to Take Initiative during System Downtime.