Job Purpose

To provide administrative support to the Human Resources Department by ensuring the accurate and timely maintenance of attendance and payroll records, assisting with HR administration, and maintaining employee documentation.

Key Responsibilities

Payroll & Attendance Administration

• Input daily attendance records accurately into the Sicorax Payroll System.
• Process employees' clocking records, working hours, overtime, lateness, and absences.
• Liaise daily with Department Heads and Supervisors to obtain accurate attendance information.
• Record and update annual leave, sick leave, unpaid leave, authorised absences, and other leave types in the payroll system.
• Ensure attendance records are complete and submitted within established deadlines.
• Verify attendance data and report discrepancies for correction before payroll processing.
• Maintain confidentiality of payroll and employee information at all times.

HR Administration

• Maintain and update employee personnel files, both physical and electronic.
• File HR documents accurately and ensure proper record keeping.
• Prepare and distribute HR letters, forms, and other administrative documents as required.
• Assist with onboarding documentation for new employees.
• Support the preparation of employment contracts, leave records, and other HR correspondence.
• Respond to routine employee queries relating to attendance, leave, and payroll records.
• Assist in preparing HR reports and maintaining HR databases.

General Duties

• Ensure compliance with company policies and HR procedures.
• Maintain confidentiality of all employee records and HR information.
• Provide administrative support to the HR Department as assigned by the HR Manager.
• Perform any other related duties that may be assigned from time to time.

Qualifications

• Higher School Certificate (HSC) or equivalent.
• Diploma or Certificate in Human Resource Management, Business Administration, Accounting, or a related field would be an advantage.

Experience

• At least 1 year of experience in payroll, HR administration, or a similar clerical role.
• Experience using payroll software, preferably Sicorax Payroll, would be an advantage.

Skills & Competencies

• Good knowledge of payroll and attendance administration.
• Proficient in Microsoft Office (Excel, Word, and Outlook).
• Strong numerical accuracy and attention to detail.
• Good organisational and record-keeping skills.
• Ability to work under pressure and meet payroll deadlines.
• Good communication and interpersonal skills.
• Ability to maintain strict confidentiality.
• Team player with a positive and professional attitude.