Reporting Line: Finance Manager

Location: George, Western Cape

Role Overview

Coordinate and manage the payroll function as per the prescribed processes and policies; of which the scope and limitations
are set by the finance department. Ensure up-to-date payroll and related information readily available for document control,
auditing purposes and management decision-making and reporting. Provide training, development and mentorship to all
reportees.

Key Responsibilities

Assist the Head of Department to develop targets / objectives for unit & direct reports

• Ensure effective solutions are identified and implemented regarding:
  • operational problems
  • staffing problems
  • quality problems
  • direct report performance
• Coordinate and manage the payment of correct salaries of employees, for Lancewood business unit, as stipulated by
  finance department and according to validated procedure:
  • Ensure thorough knowledge of and competence in payroll system as prescribed
  • Maintain level of competence on payroll system and acquire competence on new features of the system on an ongoing
    basis as required (training and updates facilitated through the company)
  • Communicate payroll and related cut-off dates to senior management every month, including but not limited to:
    salaries/ leave/ overtime/ advance or loan applications/ change of banking details
  • Check the processing dates on the payroll system before any new input
  • Complete the “start-of-period” function after all “period-end” duties have been completed
  • Ensure that the payroll system set-up is correct and current, which includes medical aid, provident fund or any
    other contributions and or deductions.
  • Capture and upload all relevant employee information on the payroll system. All payroll information, such as
    banking details/ increases/ transfers/ promotions/ bonusses, to be verified and confirmed, as required.
  • Where relevant, check that the correct capturing and uploading of employee information has taken place, when
    overseeing work of other employee / reportee.
  • Ensure that the necessary approval and signed off has taken place for all relevant documentation when
    processing payroll data, which include timesheets and claims etc.
  • Calculate, check and process salary adjustments, claims, commissions and garnishees where applicable.
  • Check the payroll results and ensure that all legislative and regulations are complied with and are adhered to (Tax
    and other deducitons, as well as IT88 appointments etc)
  • Ensure that the payroll and other HR (electronic) systems are used correctly and appropriately, and data input is
    performed correctly.
  • Initiate and run Payroll on the system
  • Ensure that the correct electronic take-on and termination process are followed, when applicable
  • Complete all relevant payroll back-ups (daily and monthly) and ensure that reports are appropriately saved for
    auditing purposes
  • Handle all internal and external payroll queries
• Ensure that correct Cost to company calculations are done for each employee and for all designated sites (annually or when salary adjustments are made)
• Action Reconciliations as required in the Payroll function:
  • Reconcile all payroll input and make corrections where needed, specifically for submissions such as EMP201 and
    EMP501
  • Prepare all extract information needed by the accountants for monthly financial payroll journals and reconciliations
    for the General Ledger
  • Ensure general recalculation and rebuild of company totals is completed (prior to printing of payslips)
  • Includes reconciliations of overtime, travel, leave provisions, head counts
• Print relevant employee payslips (monthly)
  • Ensure that all other payslips are loaded onto electronic system for easy access by other designated individuals
    for printing
  • Circulate and/or courier any other payslips to designated sites as per SOP
• Prepare and submit the following reports (includes full staff compliment):
  • Monthly Payroll reports for management
  • Electronic reports (BMI reports) for monthly reporting to the Management team/ Finance Team / Operations
    Executive
  • Monthly and Quarterly HR statistics and reports: overtime/leave days due/ sick leave/headcounts/ terminations/
    dismissals/ disabilities/ maternity benefits; etc
  • Monthly report and departmental summary regarding payments of garnishee orders and any deductions on behalf
    of third parties, to the finance manager.
• Administrative Functions:
  • Ensure correct and up-to-date processing of employee information on the relevant systems (VIP Sage 300
    People, or other as relevant); includes all sites – input and oversight
  • Assist and check uploading of new employees and allocation of new employee numbers on relevant systems
    (Biometric Reader/ Time management etc)
  • Prepare mid-year and year-end tax reconciliation submissions
  • Prepare IRP5 reconciliations
  • Register new employees with SARS
  • Administer all medical Aid and provident fund documentation, new registrations and claims
  • Check the correct capturing of invoices and time sheets on the P-drive
  • Administration and capturing of all WCA claims and correspondence
  • Print and circulate landline telephone accounts (monthly)
  • Provide certificates of service where required
  • Prepare, participate and support Payroll audit as and when required
  • Prepare and distribute increase/ bonus letters, as approved by the Finance Executive and reviewed by HR
    Manager/s, per procedure.
• Process / review all leave applications as received through the electronic (ESS) payroll system (VIP Sage 300 People) from departments; authorise or provide feedback regarding non-compliance or reasons for decline
• Maintain an effective filing system for all documentation required in the Payroll and Benefits functions
  • Maintain all employee files (hard copies and electronic as per company policy and SOP’s)
• Manage employee queries related to pay, benefits and leave
  • Designate to relevant reportee where required; either payroll clerk or payroll administrator
• Act as liaison/ information centre for the following institutions:
  • SARS: IRP5’s & employee tax related queries
  • Department of Labour: UIF; Maternity benefits; dismissals; retrenchments, etc
  • Provident Fund administrator(s): benefits; new employees; labour turnover; disability; fringe benefits information
    for tax purposes; etc
  • STATS SA: quarterly report on employee statistics
  • External auditors: employee information; statistics; etc
  • VIP Sage 300 People consultant (supplier)
• Participate in any continuous improvement activities as and when required (may include upgrades or changes in systems used; etc)
• Exhibit team-player behaviour

Qualifications and Experience

• Matric/Grade 12 qualification; with accounting & mathematics
• Valid VIP Sage 300 People Payroll certification (fully competent)
• Computer literate
• Fully competent in MS Office

Role and Personal Capabilities

• Accuracy and attention to detail
• Display and exercise a character of confidentiality
• Good communication skills with the ability to work with others to achieve objectives.
• Sound and proven skills in Planning, Organizing, and time management to achieve completed tasks within operational
  timelines and deadlines.

Please note that it is important that the successful candidate for this position should be willing to work overtime, public holidays & weekends as and when required.

Application

Please e-mail your CV to Dumisa Simon at dumisa.simon@lancewood.co.za; with a motivation highlighting why you should be considered for the position.
Application deadline: 19 September 2025.
If you have not received a response within four weeks of the closing date for applications, kindly consider your application
unsuccessful.

Please Note: In order to consider any application for employment, we will have to process your personal information. The Protection of Personal Information Act, 4 of 2013 (POPIA), provides that when one processes another’s personal information, such collection, retention, dissemination and use of that person’s personal information must be done in a lawful and transparent manner.

To give effect to the above, we are required to provide you with information regarding the processing of your personal
information. This information is recorded under the HR Processing Notice, which can be accessed and viewed on the
Company website at https://www.libstar.co.za/legal/. Printed copies of this Processing Notice can also be accessed from the
HR department. We kindly request that you read the HR Processing Notice to ensure that you understand how Libstar uses
and processes your personal information.