Purpose

• To ensure the smooth and efficient running of the Payroll Section within the Finance Division.
• The Payroll Manager plays a pivotal role in the accurate and timely processing of payroll and related transactions, in line with the Payroll Governance Framework, to ensure good governance and sound controls to comply with legislation, policies, and procedures. In addition, the Payroll Manager, in consultation with the People and Culture Division and the I&TS Division, leads continuous improvements of payroll-related business processes and systems aligned to the Payroll Governance Framework, ensuring more efficient and effective, strengthening controls, and contributing to the objectives of the University.

Requirements

• A relevant B. Degree (NQF Level 7) plus approximately 6 years’ relevant experience, where relevant experience includes:
• Working in a Finance/Accounting environment with proven experience in payroll processing of a large employee base of at least a thousand and multiple payrolls (ideally monthly and weekly).
• Previous payroll systems experience, preferably VIP
• Previous experience ensuring compliance in line with prevailing legislation, specifically related to but not limited to PAYE, UIF, LRA, BCEA and relevant financial legislation
• Previous experience working with SARS online systems, SARS-related submissions and managing SARS verifications and audits
• At least 3 years’ experience managing a payroll team
• Intermediate Excel skills with a willingness to learn advanced Excel
• Experience in a Higher Education Institution will serve as an advantage

Skills & Competencies

PROFESSIONAL COMPETENCIES

• Strong working knowledge of the payroll system
• Working knowledge of current tax legislation as it relates to payroll
• Working knowledge of the online systems of SARS/UIF/COIDA
• A working knowledge of the various deductions and levies, for example, UIF, SDL, PAYE, Home Affairs, etc.
• Must have good accounting and/or bookkeeping knowledge/experience
• Excellent numeracy skills and attention to detail
• Must be highly computer literate and have excellent Excel skills
• Ability to cope with multiple demands and time constraints
• Sound analytical ability
• Strong organisational ability as well as the ability to manage their time effectively

ADMINISTRATIVE SKILLS

• Sound Computer literacy: able to work with a word, spreadsheets, use the internet and email
• Sound administration within an electronic environment

PEOPLE AND COMMUNICATION SKILLS

• Sound interpersonal skills with the ability to deal with queries and answer staff queries as they relate to their pay
• The ability to read, write and speak English effectively
• The ability to communicate in other official languages will be an advantage
• The ability to problem-solve and work collaboratively

MANAGEMENT SKILLS

• Ability to think strategically and creatively
• Problem-solving skills: logical and analytical
• People management skills with a collaborative approach
• A strong track record of service delivery
• Decision-making skills, able to be objective, flexible, but decisive
• Professional with high personal standards, able to produce work of superior quality

WORK BEHAVIOURS

• Integrity must be beyond question
• Discreet and able to keep confidences
• Ability to work well under pressure
• Strong customer service ethic

Responsibilities

PAYROLL ADMINISTRATION

Responsible for the accurate execution and oversight of payroll processes, ensuring that all transactions are as per the Payroll Governance Framework

Processes up to the payroll run

• Salaries and Wages are processed and paid according to the timeframes.
• All input is validated, 100%.
• Ensures all employee and student information updated in the payroll section is managed via governance controls, and evidence of documentation is accessible when called for.
• Pay runs are closely examined.  Responsible for authorising the final pay runs and releasing the necessary payments to the banks via the EFT system.
• Monthly and weekly audits of the payrolls include ensuring that payroll is correctly processed and appropriately authorised.
• Ensure that all salaries processed through payroll have a corresponding pay slip.

Processes post the payroll run

• All deductions must be reconciled and paid to 3rd parties per the required timelines to avoid penalties and interest charges, e.g. PAYE, Pension, Provident, Medical Aid, etc.
• All monthly payroll totals must be balanced and interfaced to the General Ledger monthly.
• Generate monthly reports to Management.
• Monthly reconciliations of all General Ledger accounts.
• Reconciling items to be cleared timeously.
• Daily and monthly payroll and data back-ups.
• Ensure accurate and timely submissions of monthly declarations via the relevant UIF uFiling system.
• Ensure accurate and timely submissions of monthly employer declarations to SARS via eFiling.
• Random monthly checks to ensure that there is sufficient cash on hand for casual payments.

Annual, Bi-Annual and Quarterly Payroll processes

• ITA3a and IRP5s are correctly processed and available to employees on time.
• Travel and subsistence pay lines appear correctly on the IRP5.
• Annual PAYE reconciliation and returns to SARS.
• Work with the People and Culture Division and the Information and Technology Services (I&TS) Division to correctly reflect all salary increases in the payroll system.
• Accurately apply the salary adjustments approved by People and Culture and/or management directives.
• Conduct post-adjustment audits and reconciliations to ensure accuracy and identify discrepancies, which must be promptly reported to People and Culture.
• Annual payroll back-ups.
• Review and assist with the setting of the monthly pay dates on an annual basis.
• Prepare and submit COIDA reports and payments.
• Reconciliation of the Control Accounts.

Audit requirements

• The provision of a list of reconciled general ledger control accounts.
• Provision of monthly data relating to all the various payrolls to enable auditors to review variances and trends.
• Respond to audit report queries within the required timeframes.
• Implement corrective measures for any findings/issues arising from audits.

Compliance requirements

• Ensuring compliance in line with prevailing legislation, specifically related to but not limited to PAYE, UIF, LRA, BCEA and relevant financial legislation.
• Ensure compliance with the Protection of Personal Information Act (POPIA) regarding payroll data storage, processing and sharing.

SYSTEMS SUPPORT AND BUSINESS PROCESS IMPROVEMENT

• In consultation with the People and Culture Division, responsible for the Payroll Module of SAGE 300, identifying challenges and further development requirements, testing and signing off on upgrades and patches, programme changes and implementation of new developments.
• Ensure any integration with other financial systems is tested and working according to requirements.
• Continuously monitor business processes in Payroll and implement improvements based on new technologies and innovation.
• Work with the People and Culture Division, Information and Technology Services (I&TS) Division and the Finance and systems support teams to evaluate and improve the functionality of Payroll processes and systems.
• Working with I&TS and, when necessary, champion the Payroll part of any HR/Payroll system upgrade, including scheduling ongoing legislative upgrades to ensure downtime is kept to a minimum and changes are reflected on time.

MANAGEMENT OF THE SECTION / PEOPLE MANAGEMENT

• Ensuring the appropriate resourcing of the Section with the Director of Finance (staff, budget, facilities, equipment, etc.), given the processes and structures of the institution and ensuring efficient use of resources.
• Organising the activities and services of the Section in terms of resourcing provided by the institution.
• Ensuring the provision of a quality service by the Section, including the evaluation of the services of the Section.
• Ensuring that appropriate structures and processes are in place to provide the necessary service and that the different structures/processes/jobs within the section are integrated.
• Ensuring that appropriate targets/goals are set for the work of the section and the staff of the section.
• Monitoring the performance of individuals and the section against these targets.
• Performance management of the direct and indirect reports, including the:
• Selection of these staff
• Induction and training of these staff
• Motivation and recognition of staff
• Managing performance, including disciplining staff who are not performing

COMMUNICATION AND QUERY RESOLUTION

• Provides payroll assistance to managers and operations staff; responds to payroll & Tax matters to meet staff/University needs.
• Ensure all stakeholders at Rhodes know how to do business with the University and comply with legislation, SARS, Home Affairs, etc.
• Working closely with the People and Culture Division to resolve queries escalated by departments/divisions and staff.
• Develop collaborative working relationships with P&C, I&TS, and Finance managers to support Rhodes' objectives.

Additional Information

• It is essential that prospective candidates read the job profile for further information and ensure that all relevant documentation is submitted.
• Please note, no hand-written applications will be considered.
• Failure to submit all documentation and respond to all the questions asked appropriately will result in an application being disqualified.
• All applications will be treated in strict confidence.
• This post is advertised as a permanent post, but the University may opt to appoint on a fixed-term contract of not less than three years.
• The University reserves the right not to proceed with the filling of the post.
• An application in itself does not entitle the applicant to an interview.
• Employment checks will be conducted on recommended candidates.
• If you are not contacted within 30 days from the closing date, please consider your application unsuccessful.

The following documents are required:

• A comprehensive CV and relevant qualifications which should include the following:
  • Reasons for leaving your current and previous jobs.
  • Referees who are and/or were your direct line manager, their title, name, designation and contact information which should be at least their contact number and email address.
• A strong and succinct motivation which tells us your interest in the post and suitability relative to the job requirements.

Selection Process (provisional date, subject to change):

• Short-listing meeting date to be confirmed.
• The selection process that will be followed for this post will include an assessment and/or presentation and an interview.
• Shortlisted candidates will be informed of the interview date.

Remuneration

• Basic Pensionable Salary per annum: R731 917
• Cost to Company per annum (Approximately): R952 211

Enquiries

• Any questions or enquiries regarding the submission of an application please contact 046 603 8753.

Centre

• Finance Division

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