Assistant Talent & Culture Manager

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Scope of Position

To assist the Talent & Culture leader in the smooth and efficient operations of Talent & Culture Department, ensuring that all the policies and procedures outlined in the Departmental Operations Manual are strictly adhered to.

Essential Duties & Responsibilities

1. Remuneration & Benefits

Payroll Processing:

• Administer payroll for both permanent and non-permanent employees.
• Ensure timely and accurate payroll processing in accordance with scheduled pay dates.
• Update salary and master data changes in the payroll system.
• Capture timesheet hours, leave, maternity leave, commissions, gratuities, adhoc inputs, submissions and deductions in the payroll system.
• Track and report on the employment duration of non-permanent staff as per legal requirements.
• Balances Monthly Payroll and distributes reports and Employee Pay slips.
• Manages all the Employee Benefits, i.e., Medical Aid, Retirement Fund, Disability, Retirement Plans and Death Claims (Initial Processing and handing over the tracking of the process to T&C).
• Assists Talent and Culture with Salary Programs; ensuring equitable and consistent application of compensation policies and guidelines taking into consideration Salary and Remuneration Benchmarks.
• Assists Talent and Culture in the Administration of compensation programs, reviewing changes in salaries for conformance to policy; identify and analyze compensation problems and recommend solutions.
• Off-Boarding employees, including cancelation/transfer of Medical Aid, Provident Fund and ensure that the Sage system is updated accordingly.
• Maintain and update Heartists' records for all employee status changes (e.g., new hires, transfers, promotions, resignations), ensuring complete accuracy.
• Manage updates to Heartists' benefits, including salary, bonuses, and other payroll-related data.
• Critically review and analyze current payroll, benefits and tax procedures in order to recommend and implement changes leading to best-practice operations.
• Ensure systems are set-up and updated to reflect our current employee base, including wages, benefits, sick and leave time in line with contracts.

Monthly Reconciliation and Reporting:

• Prepare variance reports for payroll reconciliation with the Director of Talent & Culture.
• Generate and reconcile monthly payroll reports and control accounts.
• Reconcile third-party payments and request payment processing from the Finance Department.
• Support the Finance Department with year-end tax procedures.
• Manage regular preparation of relevant management reports, including weekly, monthly, quarterly and year-end reports (gross payroll, hours worked, leave accrual, tax deductions, benefit deductions, etc)

Payroll Administration:

• Conduct onboarding paperwork with all new joiners
• Documents and maintains administrative procedures for compensation, benefits, and payroll process.
• Submit South African Revenue Services returns and relevant documentation to the Department of Labour in connection with payroll and benefits.
• Handle communications and administration of employee benefits with external service providers (e.g., Medical Aid, Pension Fund).
• Authorize and verify changes to salary and other employee details.
• Oversee and authorize staff loans, advances, and related deductions in compliance with policy and legislation (e.g., garnishee orders).
• Manage annual salary reviews, increases, and bonus payments.
• Calculate and verify annual performance-based bonuses and increases, ensuring alignment with individual and business performance.
• Conduct regular salary audits, analyze results, and make recommendations for improvements to the Talent & Culture Director.
• Ensure that remuneration and benefits comply with legal and company policies.

2. Administration

• Support the supervision of activities related to Heartists, training, development, administration, and wellbeing in alignment with operational policies and procedures.
• Assist in managing Talent & Culture administration and recruitment processes, specifically for permanent and seasonal roles.
• Take responsibility for recruiting Grade 3 to Grade 5 employees as per approved vacancies.

3. Recruitment

• Oversee and coordinate the recruitment process for Grade 3 to Grade 5 roles.
• Advertise job openings internally and externally within designated timeframes.
• Screen applicants based on job requirements and timelines, collaborating with Line Management to shortlist candidates.
• Organize and confirm interview panels.
• Perform and document reference checks, criminal background checks, and qualification verifications.
• Represent Talent & Culture in interviews.
• Share lists of new hires with relevant stakeholders to ensure systems and processes are updated.
• Maintain and organize recruitment documentation for internal and external reference.
• Ensure recruitment processes and deadlines are met to enhance internal customer satisfaction.
• Provide feedback sessions for unsuccessful candidates.

4. Reporting

• Compile the annual Affirmative Action (AA) report and the 3-year plan.
• Take responsibility for compiling and submitting the AA report, ensuring understudies are appointed and their development is consistently monitored and documented.
• Drive the achievement of skills development and employment equity goals.
• Execute actions based on statistical data throughout the reporting period.
• Prepare monthly administrative reports for Talent & Culture (e.g., Accor, Kasada).
• Maintain a consolidated monthly overview of vacation and public holiday balances for all Heartists and provide summary reports to the Talent & Culture Leader.
• Supervise the administration of all government relations and labor department processes.

5. Employee Relations

• Assist in managing employee grievances and resolving Talent & Culture-related issues efficiently.
• Oversee employee relations activities, including conflict resolution, disciplinary processes, and performance management.
• Ensure compliance with labor laws and regulations specific to the hospitality industry.

• Bachelor’s degree in Human resources or a related field
• Proficiency in the current payroll system such as Payspace
• 3-7 years of related benefits and payroll management experience, knowledge of employee benefits laws and statutory requirements.
• Must be a highly capable user of Microsoft Office programs, including Excel, Word, PowerPoint, and Outlook.
• Ability to work independently and within a team environment
• Ability to maintain strict adherence to confidentiality requirements
• Proficiencies in South African Employee benefits products including Retirement Benefits and Medical Health Benefit
• Payroll and Talent & Culture administrative experience is a requirement.
• Strong problem-solving abilities and a commitment to staff satisfaction.
• Proficiency in HRIS software and systems.
• Strong management skills with the ability to prioritize and manage multiple tasks simultaneously.
• Flexibility to adapt to a dynamic and fast-paced environment.