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Administrative Assistants for Varsity College | Onsite JHB X6

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Varsity College is an educational brand of The Independent Institute of Education (The IIE). The IIE enjoys the reputation of being at the forefront of private higher education in South Africa and is registered with the Department of Higher Education and Training (DHET) to provide higher education qualifications accredited by the Council on Higher Education (CHE).The IIE Varsity College Waterfall National Office has a vacancy for Administrative Assistants-IC Payroll X6 (Fixed Term Contract).  

Duties and Responsibilities:

  • Check Independent Contractor ticketing system for call logged from Campuses, regarding Contracts, Annexures and Independent Contractor Payroll queries
  • Check all screen documents are received and uploaded into HR System in order to complete Independent Contractor Agreement and Annexures.
  • Responsible for ensuring that all Independent Contractors agreements and annexures meet the required company and audit standards.
  • Send Independent Contractor Agreement and Annexure to Campus Head/Authorised Signatory and Independent Contractor via Adobe sign, at the beginning of the year or when they start. 
  • Send welcome email with onboarding documents as per the P15 check list to Independent Contractors
  • Follows up on any queries or outstanding documentation from the Independent Contractor packs before filing copies into HR System as per the naming conventions
  • Checks the completed pack of forms that Independent Contractor that they are completed correctly, that all supporting documentation is attached and that the entire pack of forms meets audit standards. Ensures that the relevant payroll forms are uploaded in HR System (File Manager) for each Independent Contractor and that their details are loaded correctly in the HR System (Personal Info, Independent Contractor Agreement details etc.)
  • Oversees the foreign national approval and tracking (i.e. permit expiry dates etc.) processes on campus for casuals and Independent Contractor’s and ensures that no offers are made prior to receiving pre-approval from National HR.
  • Ensures that claim/timesheet deadlines are communicated to Independent Contractors on a monthly basis.
  • Responsible for training Independent Contractors on the HR System Timesheet Process and assisting with any Timesheet queries
  • Responsible for checking and capturing non timesheet user Independent Contractor claims in the HR System, in line with the claim deadlines. 
  • For the new HR System, ensuring smooth rates are captured correctly in Payspace schedule for respective Campuses and balances to tracked from Campuses. All schedules are sign off by the respective Head of Academic Contractors, before we submit to Payspace.
  • Check that the Independent Contractor P18 payroll reports are correct on a monthly basis to ensure that the correct tax has been deducted for Independent Contractors and all claims are reflected on the report. Ensure that the P18 form is signed by the Campus Head together with the correction schedule (if applicable), submitted with the National Human Resources / Payroll team .
  • Responsible for assisting Independent Contractors with any payment queries and escalating these to the Group Payroll team if need be.   

Minimum Qualification Requirements:

  • Grade 12 (matric) 
  • Diploma or Degree in a related field is advantageous.

Minimum Work Experience Requirements:

  • 1-2 year’s payroll experience. 
  • Must have experience working with HR & Payroll Systems.

Competencies required:

  • Great interpersonal and communication skills
  • Attention to details and quality oriented
  • Team player
  • Critical thinker and problem solving skills
  • Good time-management skills
  • Self-motivated
  • Deadline driven

Working Hours: 

  • Monday to Friday : 08:00 -17:00

Salary:

  • Competitive salary commensurate with experience.

Application Response:

  • Due to the high volume of CVs received, please note that personal contact with all applicants may not be feasible. Only candidates whose qualifications and skills closely align with the position requirements will be contacted for interviews.

Technical Support:

The IIE’s Varsity College is an Equal Opportunity Employer . However, preference may be given to previously underrepresented groups in accordance with the South African Employment Equity Act.

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