Payroll & HR Officer - Head Office - KZN at Al Baraka Bank South Africa

CORE PURPOSE OF THE JOB

To serve in the capacity of a subject matter expert regarding the payroll function of the Bank. The incumbent will be responsible for the full function of payroll including financial reporting, audits, and regulatory compliance. In addition, the incumbent will provide generalist HR services to the Bank which includes but not limited to the following:

• Recruitment and Selection
• Performance Management
• HR Administration
• Policies and procedures
• Industrial Relations
• HR communication
• HR Special projects

MAIN FUNCTIONS OF THE JOB

Payroll Administration and documentation management

Perform the full scope of the payroll function for the Bank which encompasses input and administration of monthly pay runs (main salary run and other applicable pay runs) including but not limited to: -

• Reimbursement Payruns
• Consultant payments
• Requesting for monies from finance department
• Diarise meetings with Executives for payroll/SARS approvals & release.
• Medical aid and Gap additions and changes
• Input of Parking and Perk Tax deductions, Overtime, Commission, Allowances
• Input of new staff deals and current staff deal updates, reviews etc. in a timeous and efficient manner
• Long Service payments
• Staff loan deductions
• Termination of employees – full scope of termination documentation and payroll processing
• New employees - check information on payroll and ensure accuracy of salaries
• Transfer of employees from one role to another (where required)
• Leave approvals on ESS
• Uploading of salaries onto Corporate Banking
• Upload of payslips into ESS
• Provident fund additions, terminations and changes
• Deduction and payment of Garnishees
• Roll over of payroll system
• Compilation of statutory and third-party service providers payments relating to payroll: -
• Emp 201 and 501 submissions to SARS
• UIF submissions
• Workman’s Compensation payments
• Reconciliation of provident fund deductions with the momentum portal & payroll and payment of such.
• Ensure that the payroll is administered in keeping with the Bank’s policy and procedures and legislative requirements
• Ensure that the staff termination checklist is timeously completed and referred to the relevant divisions for deactivation of accesses for exiting staff.
• Administration of medical aid, gap and provident fund benefits
• Payments to external parties, consultants and independent contractors
• Ensures methodical record keeping according to the HR system and procedure requirements (hard copies and electronic documentation management)
• Ensure all updates and new releases are timeously updated on the system
• Efficient administration of the Sage ESS system
• Adding and Changing reporting lines when required
• Provide support to staff regarding ESS
•  Provide ESS reports to managers as and when required

Payroll and Finance reporting

• Ensure that applicable reports are compiled and sent to the Finance department before deadlines
• Compiling of payroll reports for recordkeeping and future audit requirements
• Compilation of ad hoc reports and salary information required for salary comparisons, offers of employment etc.
• Balancing of Cashbook

Employment Equity

• • Responsible for accurate compilation of the annual Employment Equity reports prior to the regulated deadlines.

Recruitment & Selection

• Utilises the Bank’s designated recruitment system to manage the recruitment process
• Develops competency based interview guides for each position to ensure questions are targeted to the required competency of the job.
• Creates vacancy adverts from the job description for internal and external use making sure that all relevant detail of the job is included in the advert
• Conducts recruitment via the Bank’s internal recruitment system and the use of agencies, Linkedin, Job portals and other social media alternatives.
• Sends updated job specifications to preferred recruitment agencies ensuring that the required criteria such as criminal and credit checks are obtained in keeping in line with the recruitment policy.
• Conducts the mandatory background checks on prospective candidates.
• Conducts the shortlisting of candidates based on the job criteria.
• Conducts interviews with line management.
• Ensures the interviews are arranged and forwards the CV’s and interview questionnaires to the manager in preparation for the interview.
• Facilitates psychometric assessment electronically as part of the recruitment process.
• Ensures that unsuccessful candidates are regretted by way of a regret letter.
• Updates the Recruitment Status Report regularly to ensure the progress is monitored.
• Ensures that via the managers that IT is made aware of access requirements for the new employee prior to commencement of the employee.
• Conducts post-employment staff engagement for the first 3 months to ascertain employee engagement satisfaction and feedback for improvement.
• Conducts exit interviews.

HR Administration

• Develops letters of offer and contracts of employment.
• Assists staff with engagement queries by guiding them on the specifics required for completion. 
• Acts as a liaison for medical aid and provident fund for staff, ensuring that staff are advised as to who to contact in order for queries to be addressed.
• Responsible for sending out relevant communication to staff as and when required.
• Takes responsibility and oversees that all internal and external staff communication is implemented.
• Develops job descriptions in consultation with management and HR Manager.
• Arranges job grading meetings.
• Assists the HR Manager with BEE reporting.
• Maintains all staff information and records ensuring they are loaded onto Sage 300 People.

Training Facilitation and Administration

• Conducts the full scope of the induction training for new staff on the day of their commencement of employment or soonest available date in the absence of the Trainers
• Assists with the compilation of the WSP/ATR.

Policies and Procedures

• Assists the HR Manager with the development and updating of all HR policies and procedures.
• Loads the updated policies onto SharePoint and sends communication to staff.

Performance Management

• Assist line management with the poor work performance process (PIP).
• Serve in the capacity of a superuser for the PDP system on Sage 300 People.

Industrial Relations

• Takes minutes of proceedings and documents for record keeping.
• Prepares warning letters in line with the Bank’s disciplinary policy.

Innovation and Digitalisation

• Conduct regular research and propose innovative solutions using AI and Digitalisation to streamline and enhance the payroll and HR functions.

Requirements

QUALIFICATIONS

• B Com degree (Accounting)
• Suitable qualification in Human Resources will be required
• Relevant certification in Payroll Management is necessary.
• Experience in accounting or financial reporting is required.

PREFERRED EXPERIENCE

• A minimum of 3 - 5 years of experience is required in the area of HR
• A minimum of 5 years of experience is required in the area of Payroll Management.

KNOWLEDGE

• Sage 300 People
• MS Office
• Advanced Excel skills
• Extensive knowledge on the use of AI tools
• HR processes and procedures
• Basic Conditions of Employment Act; Labour Relations Act; OSH Act, Employment Equity, COIDA