Job Profile: Jnr Payroll/HR Admin Assistant / ReceptionistPosition OverviewWe are seeking a highly motivated and detail-oriented individual to join our team as a Jnr Payroll/HR Admin Assistant/Receptionist. This job will need to provide efficient administrative support within the Payroll and HR Department. To ensure accurate processing of sick leave and absenteeism employee recording, effective management of employee records, and smooth front desk operations. To assist in maintaining compliance with company policies and regulation.Core ActivitiesAbsenteeism and Leave Management: Receive sick notes from employees either physically or via internal source. Verify that sick notes are properly filled out and comply with company policy. Enter details of absenteeism and lateness manually and on data spreadsheet. Maintain up-to-date records on spreadsheets.Documentation and Document Management: Collect and process payroll-related documents such as sick notes and leave requests. Ensure that all payroll documents are filed correctly and are readily accessible. Scan and file important HR and payroll documents. Collect and distribute documents, such as internal and correspondence, as required.Payroll Data Entry: Assisting with the entry of payroll data, including hours worked, overtime, and deductions, ensuring accuracy in payroll records. Record Keeping of weekly payroll and HR documents.Administrative Support: Providing general administrative support for HR and Payroll functions, such as ordering and managing office supplies.Receptionist/ Front Desk Management: Welcome visitors and employees with a professional appearance. Provide information and direct visitors and employees to appropriate personnel or departments.Handling Communications: Answer phone calls and emails, directing them to relevant departments or staff members. Take and relay messages.Employee Coordination for Clinic Visits: Coordinate and schedule employee appointments for medical check-ups or other clinic-related activities.Core DecisionDocument Filing and Organization: Choosing the method for filing and organizing Payroll documents. Maintains organization and accessibility of important HR and payroll documents.Sick Leave Verification: Approving or rejecting sick leave based on the validity of sick notes and adherence to company policy and Law (HPCSA). Ensures compliance with company leave policies and accurate record-keeping for payroll processing.Visitor Access Authorization: Allowing or denying access to visitors based on their purpose and adherence to company security protocols. Ensures security and proper management of visitors within the company premises.Call and Message Management: Deciding how to handle and direct incoming calls and messages, including whether to forward them or take messages. Ensures that communications are handled efficiently and reach the appropriate recipients.Clinic Appointment Coordination: Scheduling and managing employee appointments for clinic visits based on urgency and availability.Handling Administrative Requests: Addressing and prioritizing administrative requests. Supports smooth front desk operations and ensures that administrative needs are met promptly.Document Preparation and Distribution: Collecting and distributing documents. Ensures that necessary documents are collected and delivered in a timely manner.Core Capabilities:Attention to Detail: Ability to accurately process and record information, ensuring error-free documentation and payroll data.Organizational Skills: Efficiently managing and organizing documents, schedules, and records.Communication Skills: Effectively communicating with employees, visitors, and external contacts in a professional manner.Tech Savviness: Comfortable using Payroll software, databases, and other digital tools for administrative tasks.Time Management: Prioritizing tasks and managing time effectively to handle multiple responsibilities.Problem-Solving: Ability to address and resolve issues related to payroll discrepancies, absenteeism, and administrative tasks.Confidentiality: Maintaining strict confidentiality regarding employee records and sensitive information.Ethical Conduct: Integrity: Adherence to ethical standards in handling payroll / HR transactions and sensitive information.RequirementsGrade 12 / Matric.1-2 years of experience in payroll administration, or administrative roles, preferably in a manufacturing or similar industry.Experience with payroll systems is highly desirable.High accuracy in recording and managing payroll and attendance data.Ability to manage and organize documents, schedules, and records efficiently.Professional and clear communication with employees and external contacts.Ability to prioritize tasks and handle multiple responsibilities simultaneously.Maintain strict confidentiality regarding employee records and payroll information.Proficient in using HR software, payroll systems, and standard office applications like Microsoft Excel and Word.Ability to address and resolve issues related to payroll, attendance, and administrative tasks effectively.
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