HR and Payroll Clerk

Job Description

Our client is seeking a meticulous and dependable HR & Payroll Clerk to join their dynamic team in Bellville South 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.

• 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…