Vega School
Administrative Assistants
Company: Vega School (Emeris)
Location: Midrand, Gauteng
Job Type: Entry Level, Fixed Term Contract
Posted: Recently
Application Deadline: Open until filled
About the Role
Emeris, a leading educational group consolidating resources from IIE Varsity College, IIE MSA, IIE-Vega School, and IIE School of Hospitality & Service Management, is seeking dedicated Administrative Assistants for its National Office in Waterfall, Midrand. This is a fixed-term contract position reporting directly to the HR Officer – Systems Administrator.
The successful candidate will play a crucial role in supporting the Independent Contractor (IC) payroll and onboarding processes, ensuring efficiency, accuracy, and compliance across all campuses.
Key Responsibilities
- Monitor the Independent Contractor ticketing system for queries and requests from various campuses regarding contracts, annexures, and payroll.
- Verify that all required screening documents are received and properly uploaded into the HR system to facilitate the completion of Independent Contractor Agreements and Annexures.
- Ensure all Independent Contractor agreements and annexures meet company standards and audit requirements.
- Manage the digital signing process for agreements and annexures using Adobe Sign, coordinating with Campus Heads/Authorized Signatories and the Independent Contractors themselves.
- Send welcome emails and comprehensive onboarding document packs to new Independent Contractors, following the P15 checklist.
- Follow up on any queries or outstanding documentation from Independent Contractors before filing completed packs into the HR system according to strict naming conventions.
- Thoroughly check all completed forms for accuracy, correct supporting documentation, and overall compliance with audit standards.
- Ensure relevant payroll forms are uploaded into the HR System File Manager for each contractor and that their personal and agreement details are loaded correctly.
- Oversee the foreign national approval and tracking process (including permit expiry dates) for casuals and Independent Contractors, ensuring no offers are made without pre-approval from National HR.
- Communicate claim and timesheet deadlines to Independent Contractors on a monthly basis.
- Train Independent Contractors on the HR System Timesheet process and provide ongoing assistance with timesheet queries.
- Check and capture claims for non-timesheet users into the HR system in line with monthly deadlines.
- For the new HR System, ensure smooth rates are captured correctly in the Payspace schedule for respective campuses and balance tracked submissions.
- Obtain signed schedules from the respective Head of Academic Contractors before submitting to Payspace.
- Perform monthly checks on the Independent Contractor P18 payroll reports to ensure correct tax deductions and that all claims are reflected accurately.
- Ensure the P18 form is signed by the Campus Head (along with any correction schedules) and submitted to the National Human Resources/Payroll team.
- Assist Independent Contractors with payment queries and escalate complex issues to the Group Payroll team when necessary.
Qualifications and Experience
Minimum Education:
- Grade 12 (Matric) certificate is essential.
- A Diploma or Degree in a related field (e.g., Human Resources, Business Administration) will be a distinct advantage.
Minimum Experience:
- 1-2 years of practical payroll administration experience.
- Must have proven experience working with HR and Payroll software systems.
Required Competencies
- Excellent interpersonal and communication skills.
- Meticulous attention to detail and a strong quality orientation.
- Ability to work effectively as a team player.
- Strong critical thinking and problem-solving abilities.
- Excellent time-management skills and the ability to prioritize tasks.
- Self-motivated and able to work with minimal supervision.
- Deadline-driven with a focus on delivering results on time.
Working Hours
Monday to Friday, 08:00 – 17:00.
Remuneration
A competitive salary package will be offered, commensurate with the candidate’s experience and qualifications.
Application Process
Due to the high volume of applications received, please be advised that personal contact with all applicants may not be possible. Only shortlisted candidates whose qualifications and skills closely match the requirements of the position will be contacted for interviews.
For technical support during the application process, please use the following URL: https://hire.simplify.hr/ContactUs
EE Statement: Emeris is an Equal Opportunity Employer. Preference may be given to candidates from designated groups in accordance with the South African Employment Equity Act. The company reserves the right not to make an appointment or to place the vacancy on hold at any time without prior notification.
How to Apply
To apply for this position, please visit the official application portal.