Head of Payroll

About the role:

The Head of Payroll is responsible for overseeing and managing the entire payroll function for Ogilvy South Africa, ensuring accurate and timely processing of salaries, wages, and related deductions for all employees in compliance with South African legislation and company policies. This role involves leading and developing a team of three Payroll Administrators, implementing best practices, and continuously improving payroll processes to enhance efficiency and accuracy. The ideal candidate will possess strong leadership skills, in-depth knowledge of South African payroll regulations, some financial accounting experience and experience managing a payroll team.

Key Responsibilities:

• Payroll Processing & Compliance:
• Oversee the accurate and timely processing of payroll for all employees, including permanent, temporary, and contract staff.
• Ensure compliance with all relevant South African legislation, including but not limited to:
• Basic Conditions of Employment Act (BCEA)
• Labour Relations Act (LRA)
• Income Tax Act
• Unemployment Insurance Fund (UIF)
• Compensation for Occupational Injuries and Diseases Act (COIDA)
• Skills Development Levies Act (SDL)
• Pension Fund Act
• POPIA Act
• Manage and reconcile all payroll-related deductions, including PAYE, UIF, SDL, medical aid, pension fund contributions, Group Life and Disability contributions and IT88 and garnishee deductions.
• Prepare and submit all statutory returns (EMP201, EMP501, UIF declarations, etc.) accurately and on time.
• Stay up-to-date with changes in payroll legislation and implement necessary adjustments to processes and systems.
• Manage the annual IRP5 reconciliation process and ensure accurate and timely distribution of IRP5 certificates to employees.
• Ensure accurate and compliant processing of terminations, including final payments and leave payouts.
• Oversee the processing of employee benefits, including medical aid, pension fund, and other employee benefits.
• Oversee the preparation and posting of monthly salary journals into the Navision Accounting system.
• Ensure that the payroll control accounts are balanced monthly.
• Investigate and ensure that any journals needed to correct these payroll accounts are done correctly.
• Prepare the monthly rolling salary and headcount reconciliation.
• Prepare the annual reconciliation of the 12-month reports from Sage to the Navision accounts.
• Prepare the monthly salary files for the group for reporting purposes.
• Prepare the monthly and annual headcounts for the group.
• Ensure that the salary bank account reconciliation is entered into Navision and balanced monthly.
• Ensure that PAYE deducted from artists by creditors is loaded into Sage correctly for the IRP5 certificates.
• Team Leadership & Management:
• Lead, mentor, and develop the Payroll Officers and the Payroll Administrator.
• Set clear performance expectations, provide regular feedback, and conduct performance appraisals.
• Delegate tasks effectively and ensure workload is distributed appropriately.
• Identify training needs and provide opportunities for professional development.
• Foster a positive and collaborative team environment.
• Manage team attendance, leave, and performance issues.

• Payroll System Management & Improvement:
• Oversee the effective use and maintenance of the Sage People 300 payroll system.
• Identify opportunities to improve payroll processes and systems to enhance efficiency and accuracy.
• Implement and maintain robust internal controls to safeguard payroll data and prevent errors.
• Work with the Ogilvy Systems team and other departments to resolve system issues and implement system upgrades.
• Develop and maintain comprehensive payroll documentation, including policies, procedures, and training materials.
• Reporting & Analysis:
• Prepare and analyze payroll reports for management, including payroll costs, headcount, and variance analysis.
• Provide accurate and timely payroll information to internal and external stakeholders.
• Assist with budget preparation and forecasting related to payroll costs.
• Conduct regular audits of payroll data to ensure accuracy and compliance.
• Stakeholder Management:
• Serve as the primary point of contact for payroll-related inquiries from employees, management, and external stakeholders.
• Build and maintain strong relationships with HR, Finance, and other departments.
• Liaise with external auditors and regulatory bodies as required.

Qualifications & Experience:

• Bachelors degree in accounting, Finance, Human Resources, or a related field is preferable.
• Proven experience with the Sage People payroll system, including reporting, is essential.
• Minimum of 10 years of experience in payroll processing, with at least 3 years in a supervisory or management role.
• In-depth knowledge of South African payroll legislation and regulations.
• Strong understanding of accounting principles and payroll accounting.
• Experience with IRP5 reconciliation and submission.
• Proven ability to lead and manage a team.
• Excellent communication, interpersonal, and problem-solving skills.
• Strong attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).

Skills & Competencies:

• Leadership: Ability to motivate, inspire, and develop a team.
• Technical Expertise: Deep understanding of payroll processes and legislation and an ability to embrace new technologies.
• Communication: Excellent written and verbal communication skills.
• Problem-Solving: Ability to identify and resolve payroll-related issues.
• Analytical Skills: Ability to analyze payroll data and prepare reports.
• Organizational Skills: Ability to manage multiple tasks and priorities effectively.
• Attention to Detail: High level of accuracy and attention to detail.
• Compliance: Strong understanding of compliance requirements and internal controls.
• Stakeholder Management: Ability to build and maintain strong relationships with stakeholders.

Note: This job description is intended to provide a general overview of the responsibilities and qualifications for this position. It is not intended to be an exhaustive list of all duties and responsibilities. The company reserves the right to modify this job description at any time.