Senior Payroll Administrator

PURPOSE OF THE ROLE

The Senior Payroll Administrator is responsible for the accurate, compliant and timely processing of payroll using Sage 300 People. The role ensures payroll integrity through effective controls, reconciliations and statutory compliance while providing support to employees, HR, Finance and external stakeholders. To assist Payroll Manager with administration requirements and fulfil the full payroll function.

MAIN FUNCTIONS OF THE JOB

• Process all payroll-related transactions, including new hires, transfers, promotions, salary changes, overtime, leave, benefits, deductions, and terminations etc.
• Manage the payroll function using Sage 300 People, ensuring accurate and timely processing of monthly Payroll and weekly payments
• Manage Salary schedules
• Manage Learners Salary schedules
• Administer and maintain Sage 300 People payroll configurations, payroll rules, leave management, cost allocations and payroll system controls.
• Print and distribute employee payslips
• Activate, train and support employees on Sage 300 People ESS functionality and payroll-related processes.
• Prepare and issue confirmation of employment letters
• Process changes of banking details and perform account verifications
• Update medical aid rates, allowances and other payroll-related information on Sage
• Coordinate and administer the employee onboarding process, including preparing new joiner documentation, system setup and payroll activation
• Manage all HR employee documentation, ensuring employee files and records are complete, accurate and up to date.
• Facilitate Medical Aid and Provident Fund onboarding sessions for new employees and process all related enrolments, amendments, withdrawals and terminations.
• Administer employee benefit changes, including Medical Aid, Provident Fund, and other payroll-related benefits, ensuring accurate payroll processing and record maintenance.
• Process employee terminations, including final pay calculations, benefit withdrawals, exit documentation, and statutory requirements.
• Prepare and issue UIF and employment-related documentation, including UI19 forms, UI2.7 and termination documents.
• Create, process and manage employee tickets and workflow requests relating to onboarding, transfers, promotions, terminations and employee status changes.
• Validate payroll inputs and perform payroll audits, reconciliations and control checks to ensure payroll accuracy and compliance.
• Reconcile payroll reports, bank payments, general ledger/journals accounts, employee benefits and third-party payments.
• Ensure compliance with South African payroll legislation and statutory requirements, including PAYE, UIF, SDL, COIDA, EMP201, EMP501 and STATS.
• Maintain employee leave records and ensure accurate leave calculations, accruals and leave-related payroll transactions.
• Respond to payroll, HR, leave, tax, benefits and employee-related queries in a professional and timely manner.
• Liaise with employees, managers, HR, Finance and third-party service providers regarding payroll and employee benefit matters.
• Generate payroll reports, variance reports, headcount reports, leave reports and month end reporting.
• Generate accurate Payslip simulations to be used by HR team for recruitment purposes
• Support audits and payroll cost analysis through accurate payroll reporting and reconciliations.
• Assist with generation of reports required for BBBEE and additional audit requests.
• Ensure accurate filing, record keeping and document management in accordance with company policies, audit requirements and legislative standards (ISO, PCI etc)
• Ensure all payroll deadlines, governance requirements and internal controls are met.
• Assist with payroll system upgrades, testing, implementations, ESS support and continuous process improvement initiatives.
• Maintain high levels of data integrity, confidentiality, professionalism and compliance across all payroll and HR administration activities.
• Collaborate with HR and Finance to ensure the accurate flow and maintenance of employee and payroll information.
• Assist with COIDA & OIDs
• Perform adhoc tasks that may be required by the Payroll/HR Department

SKILLS REQUIREMENT

• Sound knowledge of payroll principles and administration.
• Strong knowledge of South African payroll legislation, compensation & benefits, and SARS requirements.
• Payroll reporting, reconciliations and compliance reporting experience.
• Understanding of payroll general ledger (GL) integrations and financial reconciliations.
• Experience with payroll audits and payroll payment processing, including electronic banking uploads.
• Advanced Microsoft Excel skills, including Pivot Tables, VLOOKUP/XLOOKUP and data validation.
• Proficient in Microsoft Office, MS Excel and MS Word.
• High level of attention to detail, accuracy and numerical ability.
• Strong analytical and problem-solving skills.
• Excellent organisational and time-management skills.
• Strong interpersonal, communication and customer service skills.
• Ability to work independently and collaboratively within a team environment.
• Self-motivated, self-confident and results-driven.
• Ability to work under pressure and meet strict deadlines.
• Professional, confidential and service-oriented approach.
• Ability to coach, train and support team members.

QUALIFICATIONS AND EXPERIENCE

• Grade 12 (Matric)
• Certification or National Diploma in Payroll Administration
• Minimum of 6 years’ experience managing end-to-end payroll functions.
• Minimum of 5 years hands-on advanced experience of Sage 300 People payroll systems & Sage ESS
• Minimum of 5 years’ experience preparing and submitting EMP501 (IRP5) reconciliations, filing and e@syfile systems.

COMPETENCIES

• High attention to detail and numerical accuracy.
• Strong analytical and problem-solving abilities.
• Excellent organisational and time-management skills.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Deadline-driven and able to perform effectively under pressure.
• Maintains confidentiality, integrity, and professionalism.
• Customer-service oriented and responsive to stakeholder needs.
• Ability to mentor, coach and support colleagues.