Payroll Administrator, Johannesburg

To support accurate, compliant, and on-time payroll administration across approximately 720 employees in 7 entities, with a strong focus on shift-worker payroll, manual timesheet capturing, statutory compliance, and employee support. The Payroll Administrator provides day-to-day payroll administration assistance, supports the Payroll Officer, and processes designated payrolls / payroll batches on Sage 300 People.

Role and Responsibilities

Payroll Administration&Processing Support

Support the Payroll Officer with end-to-end payroll administration across multiple entities and payroll cycles.

Process designated payrolls / payroll batches on Sage 300 People, ensuring accuracy and complete supporting documentation.

Load, validate, and reconcile payroll inputs (earnings, deductions, allowances, overtime, shift patterns, leave and ad-hoc payments).

Ensure payroll deadlines and cut-offs are met; maintain checklists and control files for each pay run.

Time&Attendance / Manual Timesheet Capturing

Capture and validate payroll data from manual timesheets (shift rosters, overtime, Sunday/public holiday work, night shift, standby, etc.).

Verify approvals and follow up with supervisors/managers on missing, late, or inconsistent submissions.

Apply company rules and agreed rates correctly for shift workers, including overtime and premium pay elements.

South African Payroll Compliance&Statutory Deductions

Maintain working knowledge of South African payroll legislation and statutory deductions, including PAYE, UIF, and SDL.

Assist with maintaining accurate employee master data and payroll documentation for compliance and audit purposes.

Support payroll reconciliations and statutory reporting as required (e.g., EMP submissions support and related schedules, where applicable).

Apply tax directives and ensure correct handling of taxable vs non-taxable items in line with internal policies and payroll rules.

Benefits Administration: Discovery&Alexander Forbes

Administer medical aid and retirement fund updates (joins, terminations, changes, deductions) and ensure payroll deductions align to provider schedules.

Liaise with Discovery and Alexander Forbes on membership matters and claims-related administration support.

Manage all provident fund claims end-to-end

Follow up and resolve provider and employee queries timeously, ensuring accurate records and documentation are maintained.

Act as a first-line contact for employee payroll queries (payslips, deductions, benefits, leave and general payroll guidance).

Communicate clearly and professionally with staff, HR, Finance, and line management to resolve payroll issues.

Maintain strict confidentiality and handle sensitive information with discretion.

Maintain a complete audit trail for payroll inputs, approvals, and changes (digital and physical filing as required).

Assist with internal/external audit requests by preparing supporting documentation and schedules.

Support process improvements, especially around manual timesheet controls and shift-worker payroll accuracy.

Qualifications and Education Requirements

Matric (Grade 12) is essential.

Minimum 5 years’ experience in payroll administration in a medium-to-large payroll environment.

Proven experience with shift-worker payroll and manual timesheet capturing.

Working knowledge of South African payroll law and statutory deductions (PAYE, UIF, SDL).

Experience dealing with Discovery and Alexander Forbes administration and claims support.

Experience processing payrolls on Sage 300 People (strong preference).

Preferred Skills

Payroll qualification or certification (e.g., SAPS, IPM, or relevant payroll short courses).

Experience supporting payroll across multiple entities and cost centres.

Strong Excel skills for payroll checking and reconciliations (e.g., lookups, pivots).

High attention to detail and strong numerical accuracy.

Strong planning and deadline management, especially around payroll cut-offs.

Clear communication skills and a service mindset for staff liaison.

Integrity, confidentiality, and good judgement.

Ability to work under pressure and handle multiple priorities across entities.

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