Purpose

• Ensure the smooth and efficient operations of the weekly wage payroll and administration in the general payroll office.
• Core functions of this office are the payment of salaries and wages timeously; ensuring accuracy and correctness of data; adherence to statutory and legislative requirements, optimizing business processes, striving for operational efficiencies.
• Ensure compliance with existing policies and procedures thereby not exposing the university employees and or the University to any potential risk. 

Requirements

Grade 12 plus approximately 4 years’ relevant experience where such experience includes:

• Previous experience in a pressurized payroll administration environment where the number of employees is in excess of 3 500 employees on the payroll.
• Sage People payroll experience will be a distinct advantage.
• Must have experience working with HR as it pertains to payroll
• Previous implementing electronic administrative systems and processes
• Previous experience reconciling accounts and payroll

Skills & Competencies

• Have competent mathematical ability 
• Sound understanding of accounting principles specifically financial reconciliations and controls
• Knowledge of current SARS, Department of Labour and Home Affairs legislation  
• Be able to work accurately under high pressure 
• Be meticulous and accurate  
• Excellent organizational skills including the ability to plan day-to-day work, prioritise and meet deadlines. 
• Attention to detail is essential 
• Sound analytical ability including the ability to problem-solve 
• Sound numeric ability 
• Have good organisational and time management skills 
• Sound interpersonal skills with an ability to interact with a diverse range of individuals  
• Good telephone etiquette, i.e. warm, polite and friendly 
• Ability to communicate effectively, verbally at all levels and in the written form, in English 
• The ability to communicate in other official languages, particularly Xhosa will be an advantage 
• Customer service ethic with a track record of good customer service and continuous improvement
• Able to work independently as well as a member of a team 
• Actively seeks feedback, able to withstand criticism and use constructive criticism to improve
• Extremely professional with high personal standards, able to produce work of a superior quality with a high attention to detail 
• Shows initiative  
• Able to manage multiple demands without compromising performance standards.  
• Have a good work ethic 
• Previous administrative experience that required the individual to pay attention to detail  
• Previous experience working with salaries and benefits is required.  
• Must be able to analyse and understand payroll data and ensure that it is implemented correctly on the payroll system.
• The individual is expected to be highly numerate and comfortable with financial information
• High regard for confidentiality

Responsibilities

Payroll Administration:

• Responsible for the accurate and timeous execution of weekly wages and assist with the monthly payroll.
• Responsible for the payments and maintenance of weekly payroll – approximately R12 million per annum.
• Responsible for analysing the information submitted on the payment request forms and or contracts, to ensure that all information provided is accurate and mandatory details are provided as per legislation.
• Ensure that the relevant supporting documents are obtained, i.e. ID, bank details proof, valid permits, etc.
• Responsible for the correct payments of wages to the correct recipient bank accounts – validation and verification of bank details obtained from employees.
• Verify that payment request forms are complete and all necessary details supplied.
• Check for department authorisation to pay said individual, e.g. HoD Signature and or authorised administrator’s signature.
• Manage e-Wallet data for casual employees who do not have bank accounts – obtain relevant details for bank and payroll.
• Ensure that the data is maintained and that the e Wallet process is adhered to within the requirements of the bank.
• Ensure that the relevant supporting documents are obtained, i.e. ID, bank details proof, valid permits, etc.
• Responsible for the correct payments of wages to the correct recipient bank accounts – validation and verification of bank details obtained from employees.
• Ensure that correct PAYE/SITE and UIF (where relevant) has been deducted. 
• Issue UI19’s to terminated employees on weekly payroll.
• Attend to queries and distribution of payslips to casuals on a weekly basis. 
• Assist with the capturing of data on other RU payrolls.
• Ensure that data is not duplicated across payrolls - avoid duplication of payments in order to not place the university at risk.
• Action any terminations of employees on relevant payrolls, ensure that there are no employees paid beyond the date terminated. Eliminating all risk this may pose.
• Capture student hours on Protea System for the Registrars Division and for statistics.
• Reconciliation of weekly payments received to the payroll extracts.
• Identification of anomalies, attempting to identify the reasons for this and resolve or report to payroll manager for further assistance.
• Generate information for departments – Extract payroll information off General Ledger and compile in Excel spread sheets.
• Reconciliation of control accounts, i.e. wage control and petty cash – Attend to reconciling items.
• Manage and maintain an effective filing system –enhance the current system so that data is easily accessible. Ensure that the system is developed and maintained in keeping with the latest electronic methods available, i.e. filed electronically.
• Reconcile petty cash weekly – current float of R2000.
• Investigate and report any discrepancies to the Manager.
• The petty cash float will be depleted in time as we no longer replenish it. Casual wages are paid via EFT.

Communication and Query Resolution:

• Front line service delivery to students, RU staff and Rhodes internal divisions and departments relating to day-to-day queries must be conducted in a helpful and friendly manner.
• Provides assistance to staff; responds to payroll questions/concerns.
• Resolving queries escalated by departments/divisions and staff.
• Liaising with Magistrates Court, Receiver of Revenue, Insurance companies.

Business Process Improvement:

• Continuously evaluate business processes in the Payroll Section to ensure that risk and losses to the University are eliminated.
• Work with Manager and team to evaluate functionality of payroll processes and systems.
• Evaluate the processes of the wage payroll for enhancement and to incorporate more electronic systems.
• Maintain and enhance an electronic/digital filing system.
• Responsible for the maintenance of weekly payroll employees, i.e., timeous terminations of casuals, ensure that data is accurate – ensure that the payroll data is managed and updated regularly to ensure that only active employees are on the payroll. Also, to avoid the payroll employee limit being reached as a result of dormant employees which will result in additional costs to the university.

Additional Information

• For additional information in respect of the job requirements, please refer to the job profile.
• It is essential that prospective candidates read the job profile and ensure that all relevant documentation is submitted.
• Failure to submit such documentation will result in an application not being considered.
• The selection process that will be followed for this post includes a short-listing, followed by an interview.
• The Full Minimum Requirements against which candidates are to be measured are outlined in the job profile.
• Shortlisted candidates will be informed of the interview date.
• All applications will be treated in strict confidence.
• This post is advertised as 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.
• Please apply online by accessing the Rhodes University Website.
• Candidates should note that Rhodes University has introduced a Covid-19 vaccine mandate and that staff members are required to conform to the University's conditions in this regard.
• If you are not contacted within 30 days from the closing date, please consider your application unsuccessful.

Candidates should submit the following documentation:

• The Rhodes University application form (no handwritten applications will be accepted);
• A letter of motivation which clearly describes their suitability for the post they are applying for;
• A comprehensive CV.

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