JOB

 DESCRIPTION  
 
 
POSITION:   Payroll/Accounts/HR  Administrator      
 
 
RESPONSIBLE  TO:   Assistant   to   the   Board   of   Trustees   (Finance  
and  Human  Resources)        
 
POSITIONS    
REPORTING  TO  THIS  POSITION:   none  
 
 
FUNCTION  RELATIONSHIPS  WITH:   Accountant  (Contractor)  
  All  staff  
  All  students  
 
 
PURPOSE  
To   provide   efficient   and   effective   payroll/accounts   payable   and   HR   services   for   the  
College.  
 
 
KEY  RESULTS  
 
Payroll  Duties  
 
Employee  Records:  
The   Chief   Executive   Officer   (or   his   delegate)   is   the   only   person   authorised   to  
approve   salary   and   wage   rates.   The   H.R.   section   will   advise   the   Payroll   Officer   of  
any  new  employees,  or  of  changes  to  existing  employee  conditions,  providing  the  
employee   details   form   and   the   contract   details   for   each   employee.   The   Payroll  
Officer  will  then   create  and  maintain  the  masterfile  for  each  employee.  Ensure  that  
for   each   new   employee   there   is   an   IR330   form   completed   and   duly   signed,   the  
employee   bank   details   are   obtained   and   all   other   information   is   recorded   and   held  
on  file.  
 
Payroll  Payments:  
Ensure   all   wages   and   salaries   are   paid   on   due   dates.     Salaries   are   processed   as   per  
Masterfile  records.    Wage  payments  are  based  on  duly  authorized  timesheets.    All  
Annual,  Statutory  and  other  leave  including  without  pay  are  correctly  recorded  and  
processed.  Ensure  that  any  deductions  have  been  authorised  by  the  employee  and  
are  at  correct  rates.  Monitor  sickness  and  other  leave  from  location  sheet  for  follow  
up  of  leave  forms.    All  leave  paid  must  have  a  duly  authorised  leave  form.    All  ACC  
claims  need  to  be  correctly  processed  and  appropriately  paid.  Adequate  leave  and  
time  in  lieu  records  will  be  maintained  to  support  time  taken  off.  
 
 
 
 
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Terminations:  
Ensure  final  pays  are  correctly  calculated  taking  into  account  leave  owing  and  last  
day  of  duty.  The  final  pay  is  provided  to  the  employee  on  his/her  last  day  of  duty,  
subject  to  satisfactory  completion  of  the  approved  exit  form.  
 
Annual  Leave,  Statutory  Leave,  Time  in  Lieu  and  Other  Leave:  
Maintain   leave   records   for   all   staff.     Leave   approval   forms   will   be   the   basis   of  
recording  leave  actually  taken.    Daily  staff  location  sheets  will  be  used  to  identify  
leave  taken  for  follow  up  of  leave  forms.  
 
Statutory  Deductions  
PAYE  and  other  statutory  deductions  are  to  be  sent  to  IRD  by  due  date  and  filing  
requirements  completed  in  a  timely  manner.    
 
All  staff  and  external  agency  queries  are  handled  promptly  and  professionally.  
 
 
Debtors  
All  goods  and  services  provided  to  students,  staff  and  third  parties  are  charged  at  
the   rates   advised   by   College   staff,   on   a   timely   basis.   All   staff   personal   or  
departmental  toll  calls,  photocopying  and  other  items  are  charged  or  journalized  
at  the  appropriate  approved  rates.  
 
 
Bank  Reconciliations  
Regular   bank   reconciliations   will   be   prepared.   All   reconciling   items   will   be  
cleared   regularly.   The   Assistant   to   the   Board   of   Trustees   (Finance   and   Human  
Resources)   will   also   be   provided   with   a   list   of   all   payments,   including   a   brief  
summary  of  the  nature  of  the  payments  by  15th  of  each  month.  
 
Monitor   cashflow   of   cheque   account   and   advise   Assistant   to   the   Board   of   Trustees  
(Finance  and  Human  Resources)  when  required.  
 
Finance  
Check  Weekly  and  Monthly  creditor  payments  for  accuracy  and  authorisations.  
Check  Homestay  payments  for  accuracy  and  authorisations.  
 
Human  Resources    
Provide  regular  advice  to  Assistant  to  the  Board  of  Trustees  (Finance  and  Human  
Resources),  about  HR  matters  and  issues.  
Direct   and   manage   the   College   Human   Resources   function–   arranging  
employment  advertising,  interviews,  and  employment  agreement  preparation.  
  Attend  to  all  employment  issues    
  Ensure  all  performance  issues  handled  within  the  Law  
  Follow  up  on  Ringi  system  for  appointments  and  changes  in  Human  Resources  
  Ensure   that   we   have   the   correct   number   of   staff   and   also   with   the   right  
Qualifications.      
 
 
 
 
 
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OTHER  TASKS  
Assistance   in   the   preparation   and   planning   of   Commencement,   International  
Spring  Festival,  Graduation  and  any  other  functions  and  events  as  required.  

Any  other  duties  or  tasks  as  requested  by  the  Assistant  to  the  Board  of  Trustees  
(Finance  and  Human  Resources)