Job Title

People Support Systems Administrator

South Africa, Western Cape
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Market Related
Area: South Africa, Western Cape
Sector: Manufacturing
Posted: 10 June 2024

Job Details

A dynamic, vibrant and growing cosmetics business is looking for a Systems Administrator to join their People Support team in Bellville, Cape Town. 

The main role of the Payroll Specialist is to optimise their human resource information systems (HRIS). This role includes overseeing system performance, ensuring data accuracy, and supporting PS processes through effective system configuration and maintenance. The ideal candidate will possess strong technical skills, a deep understanding of HRIS, and the ability to work collaboratively with both HR and IT teams. ensuring efficient systems operations by proactively managing system configurations, data flow, problems, changes, performance, information flow, data integrity, security and compliance. 

RESPONSIBILITIES & DUTIES: 

  • System Managment and Process Improvement 
    • Analyse current HR processes and workflows, recommending improvements for efficiency and effectiveness. 
    • Develop and implement best practices for HRIS usage and data management, ERS, Payspace, Bytekast, Sharepoint. 
    • Collaborate with HR and IT teams to design and deploy new system features and enhancements. 
    • Ensure data integrity in both systems and perform regular system Audits to ensure data. process and system integrity as well as functionality 
    • Assist in the design, develop, implement, and maintain the HRIS user SOPs 
    • Stay updated with changes in payroll regulations and laws and incorporate necessary changes into the payroll processes 
    • Administer and maintain the HRIS, ensuring system integrity and data accuracy. 
    • Configure and update HRIS modules based on evolving HR needs and organizational requirements 
  • Compliance and User Adoption 
    • Adherence to company policies and procedures. 
    • Stay informed about changes in labour laws, tax regulations, and other relevant legislation. 
    • Provide training to users on system usage, best practices, and new features to enhance their productivity 
    • Perform user adoption Audits and drive interventions to increase best practice usage 
  • Project Management
    • Lead and participate in HRIS-related projects, including system upgrades, migrations, and implementations. 
    • Coordinate with vendors, consultants, and internal stakeholders to ensure project milestones and deliverables are met. 
    • Monitor project timelines and budgets, providing regular updates to PS Ops Manager  
    • Gather and document business requirements by conducting interviews, workshops, and meetings with stakeholders 
    • Analyse and document these requirements to ensure they are clear, complete, and feasible 
    • Document and model existing and future business processes to identify areas for improvement and optimisation 
  • Reporting 
    • Design, write and maintain payroll reports. 
    • Regular preparation of relevant management reports, including monthly, quarterly, and year-end reports. 
    • Prepare ad-hoc reports as required, e.g. for budget, bonus and/or increase processes. 
    • Review and ensure accuracy and relevance of reports. 
    • Generate regular reports for management, finance, and other relevant departments. 
    • Ensure General Ledger import into Odoo runs monthly. 
    • Ensure integration of information between Finance, HR, and Payroll business systems. 
    • Assist in maintaining the Learning Management System (LMS) platform. 
    • Analyse training results and communicate findings to the Learning & Development (L&D) and Talent Specialists. 
    • Compile and analyse training data, including checklist attendance records, assessment scores, performance metrics, to generate comprehensive monthly reports 

REQUIREMENTS: 

  • Bachelor’s degree in Human Resources, Information Technology, Business Administration, or related field 
  • Python 
  • Project Management (Waterfall, Agile, Scrum)  
  • Database Administration  
  • Certification in Certified Payroll Professional (CPP) (Ideal) 
  • HRIS certification (Ideal) 
  • Minimum of 3-5 years of experience in HRIS administration or similar role. 
  • Proficiency in HRIS platforms such as, Sage, Payspace, ERS T&A, ATS systems,  
  • Experience with system implementation and migration projects. 
  • Knowledge of SQL or other database query languages. 
  • Familiarity with South African labour laws and data privacy regulations (e.g., POPIA) 
  • Strong project management skills with the ability to manage multiple priorities. 
  • Experience with data analysis and reporting tools. 

Skills & Competencies: 

  • Leadership Skills 
    • Level 2 – Leader of Others: 
      • Self-awareness – aware of own strengths, developmental areas, emotions, and behaviours to better manage self and support team goals 
      • Technical/Service excellence – consistently deliver high-quality results; strive to provide exceptional service and support 
      • Relationship-building – build relationships with cross-functional internal stakeholders to facilitate efficient workflow 
      • Analytical skills – weigh up pros and cons, make sense of information 
      • Multi-tasking ­– effectively manage conflicting priorities 
      • Strengthen teamwork – enhance collaboration, team spirit and cohesion to drive productivity and results  
      • Performance Management – monitor and measure employee performance; be aware of individual- and team needs 
      • Delegation – develop and empower others to take ownership and drive results 
      • Planning, Control, Goal Setting – set short- and longer-term goals, define individual and team objectives; determine project – and resource allocation 
      • Giving and receiving feedback – drive B4 conversational excellence; give and receive feedback to facilitate growth, improvement and/or resolve conflict or disputes 
      • People Management – take charge of an operational team; focus on the goals/needs of individuals and team 
      • Communication Skills – clear and effective written and verbal communication
      • Leads by example and fosters a positive work culture 
  • Driven to deliver OTIF payroll accuracy, compliance and exceptional ‘payroll experience’ 
  • Oversight of payroll functions and responsibilities 
  • Focus on accuracy, efficiency, and compliance in payroll processing 
  • Open to feedback and continuous improvement 
  • Promotes a culture of accountability and responsibility 

Core Competencies 

  • Examining Information: Analyses and processes information; asks probing questions; strives to find solutions to problems. 
  • Interpreting Data: Interprets data rationally by quantifying issues; applies technology as a means to evaluating data; evaluates information objectively. 
  • Establishing Rapport: Builds rapport and puts people at ease; is engaging and welcomes people; finds it easy to make friends. 
  • Developing Expertise: Is open to taking up learning opportunities; is quick in acquiring knowledge and skills; develops expertise by updating specialist knowledge. 
  • Resolving Conflict: Is comfortable calming upset people; handles angry individuals well; is focused on resolving conflict and arguments.  
  • Embracing Change: Copes with change and variety; tolerates uncertainty and ambiguity; adapts to new challenges. 
  • Meeting Timescales: Is target focused and meets deadlines; is punctual and keeps to schedule; is reliable in finishing tasks.  
  • Checking Things: Is meticulous in finding errors; ensures accuracy by being thorough and checking details; produces high quality work by being detailed.  
  • Following Procedures: Conforms and adheres to rules; closely follows instructions and procedures; minimises risks by sticking to processes 
  • Managing Tasks: Manages tasks by being organised and methodical; plans activities systematically; sets priorities for tasks.  
  • Providing Insights: Is focused on continuously improving things; provides insights by identifying key issues; makes intuitive judgements.  
  • Upholding Standards: Behaves ethically and justly; is discreet and maintains confidentiality; meets commitments by acting with integrity.  
  • Team Working: Works participatively with others; is democratic and encourages team contributions; collaboratively involves others in decision-making.  
  • Taking Action: Takes action to make things happen; uses initiative to start things up; shows drive and invests personal energy