Receptionist

Role Overview: We are seeking a highly motivated and detail-oriented individual to join our team as a Junior Payroll/HR Admin Assistant/Receptionist. This role will provide crucial administrative support to the Payroll and HR department, ensuring the accurate recording of absenteeism and leave, efficient document management, and seamless front desk operations. The successful candidate will also ensure compliance with company policies and regulations.

Core Responsibilities:

1. Absenteeism and Leave Management:

• Receive and verify sick notes from employees, ensuring compliance with company policy.
• Record absenteeism and lateness manually and on data spreadsheets.
• Maintain up-to-date and accurate records on leave and attendance.

2. Documentation and Document Management:

• Collect, process, and file payroll-related documents such as sick notes and leave requests.
• Maintain an organized filing system for HR and payroll documents, ensuring documents are readily accessible.
• Scan and archive important HR and payroll documents.
• Distribute internal correspondence as required.

3. Payroll Data Entry:

• Assist in entering payroll data such as hours worked, overtime, and deductions, ensuring accuracy.
• Maintain accurate weekly payroll and HR records.

4. Administrative Support:

• Provide general administrative support for HR and Payroll functions, including managing office supplies.

5. Receptionist/Front Desk Management:

• Welcome visitors and employees professionally, providing information and direction.
• Manage visitor access, ensuring adherence to security protocols.

6. Handling Communications:

• Answer phone calls and emails, directing them to the relevant personnel.
• Take and relay messages efficiently.

7. Employee Coordination for Clinic Visits:

• Coordinate and schedule employee appointments for medical check-ups or clinic visits.

Core Decision Areas:

1. Document Filing and Organization:

• Determine the method for organizing and filing Payroll/HR documents to ensure efficient access.

2. Sick Leave Verification:

• Approve or reject sick leave requests based on the validity of sick notes and adherence to company policy and law (HPCSA).

3. Visitor Access Authorization:

• Authorize or deny visitor access in line with company security protocols.

4. Call and Message Management:

• Decide how to handle incoming communications, including forwarding calls or taking messages.

5. Clinic Appointment Coordination:

• Schedule employee clinic visits based on urgency and availability.

Core Capabilities:

• Attention to Detail: Ability to process and record information accurately, ensuring error-free documentation and payroll data.
• Organizational Skills: Efficient management of documents, schedules, and records.
• Communication Skills: Professional and effective communication with employees, visitors, and external contacts.
• Tech Savviness: Comfortable using payroll software, databases, and Microsoft Excel/Word.
• Time Management: Prioritizing tasks and managing time effectively across multiple responsibilities.
• Problem-Solving: Resolve issues related to payroll discrepancies, absenteeism, and administrative tasks.
• Confidentiality: Maintain strict confidentiality regarding employee records and sensitive information.
• Ethical Conduct: Demonstrate integrity in handling payroll and HR transactions.

Requirements:

• Grade 12/Matric.
• 1-2 years of experience in payroll administration or an administrative role, preferably in a manufacturing or similar industry.
• Experience with payroll systems is highly desirable.
• High level of accuracy in recording and managing payroll and attendance data.
• Excellent organizational skills for document and schedule management.
• Strong communication skills, both verbal and written.
• Ability to prioritize and handle multiple tasks simultaneously.
• Proficient in HR software, payroll systems, and Microsoft Office applications like Excel and Word.
• Commitment to maintaining confidentiality and adhering to ethical standards.

If you’re organized, detail-oriented, and ready to be an integral part of our HR and Payroll team, apply today!