Purpose of the Job

To ensure that all permanent weekly paid employees are paid every Friday.

Key Responsibilities 

Wage Keep & VIP Processing

• Ensure all hours for the weekly permanent employees upload successfully from Jarrison into Wage Keep
• Ensure normal time hours and Ooertime hours are correctly processed on Wage Keep
• Ensure overtime hours are authorised by the Manager on the Jarrison system
• Query unauthorised hours and overtime hours with the Manager in order to reduce unnecessary pay queries
• Weekly paid employees should be paid 45 hours per week. Please query with the Manager if employee worked less than 45 hours and no reason was indicated on the Jarrison system
• Ensure all allowances i.e., sleep out allowances, crane allowances, decanting allowance, moffat allowances, nightshift allowances and dangerous goods are correctly processed on Wage Keep & VIP Payroll system
• Request petty cash vouchers when it is indicated on the Jarrison system
• All hours & allowances must be submitted and authorised by the Manager by 10:00 am every Monday morning. If there is a short week, the Outsource Payroll Manager will communicate earlier cut-off times
• Ensure to escalate any late submissions of hours to the Outsourced Payroll Manager
• All hours must be finalised on Wage keep on a Tuesday afternoon by 17:00
• The Human Capital Processor must ensure to submit the final Wage Keep report with the hours to the Site Manager for final approval before hours are uploaded into VIP for payment
• Responsible to create the batch files to import the hours from Wage Keep into the VIP system. All Batches must be imported by a Wednesday afternoon
• Ensure that the reports from Wage Keep balance back to the VIP system in order for the Outsource Manager to verify
• Responsible to capture all Ad hoc wage input correctly onto the VIP system i.e. Acknowledgment of Debt forms (All AOD forms must come via the IR department). Garnishee & Maintenance orders, fines and Union deductions/cancellations
• Ensure reasons are provided for each wage employee with zero hours for the week
• Ensure all negative net salaries are corrected before the pay run
• Ensure that week ending payments are filed correctly for record purposes
• Print all the weekly wage pay slips and distribute the pay slips on a Thursday afternoon and Friday morning. Attach flyers when required
• Assist with the weekly wage filing

Leave Applications

• Process annual leave, sick leave and unpaid leave forms on the VIP system and on the NBCRFLI on-line system on a weekly basis
• Ensure Site Managers are informed of any NBCRFLI leave applications that are rejected from the Council
• Ensure the sick notes and family responsibility leave forms meet the criteria and all supporting documents are provided
• Assist managers and employees with leave queries
• Apply for sick bonus as soon as the Council submit the sick leave bonus qualification report
• Ensure all annual leave applications for the month of December/January are authorized by the Divisional Director
• Ensure that annual leave applications for the month of December/January are processed before the deadline stipulated by the NBCRFLI in November every year

NBCRFLI On-Line Return

• Ensure that the online – return is submitted to the Council by the 7^th of every month

Filing

• Filing must be submitted to the Wages Filing Clerk on a weekly basis to avoid any backlog
• Offices must be clean and all weekly wages reports must be clearly marked and filed

General

• Work confirmations
• Uniform confirmations
• Asset confirmation

Minimum Requirements

• Grade 12 (Matric)
• VIP Course
• At least 3 years’ of experience with wages

Skills Required

• Strong Administrative Skills
• Organised
• Able to complete forms related to own working area

Knowledge Required

• VIP
• Excel and Word
• Understands administrative procedures in own department
• Bargaining Council Rules

Personal Attributes

• Attention to detail
• Able to work under pressure
• Adaptable
• Sense of urgency
• Persistent