Payroll Officer
Taiba Hospital
Total years of experience :11 years, 6 Months
Duties and Responsibilities:
Payroll Operations: Ensure accurate and timely data entry processed accurately on a monthly basis to meet agreed deadlines. preparing payroll file& notes such as monthly amendments and deductions for PIFSS, new joiners, leave applications, processing loan requests, incentives, overtime, bonuses, cash payment, entering yearly holidays in the system. process absence data on monthly basis such as sick leave, emergency, maternity, etc. processing Resignation/Termination process including their indemnity calculations.
Communication: act as first point of contact in payroll promptly dealing with employee related inquires/issues/concerns. participate and attend regular meetings to ensure payroll efficiency alignment to hospital policies &procedures including local labor laws.
Data Entry & Reporting: Produce monthly reports to agreed deadlines such as Finance, HR, PIFSS reports etc. provide administrative support to ensure smooth running of payroll including filing, photocopying, data input & required documents.
Personal Records: ensure records of employment files are kept up to date for all staff in line with latest guidelines, provide reports on personal files when required; ensure data protection and confidentiality of all personnel files.
• Entering full details of information to the systems (JDE & Master list)
• Coordinating with administrative staff by providing information and coaching.
• Providing administrative support in the implementation of HR tasks, preparation of monthly reports, confidential materials, various employee issues & provide clarifications for all employees when requested.
• Assisting the HR Assistant Manager & HR Business Partner on HR issues as directed besides making various reports when required.
• Monitoring & following-up probationary status of new joiners, process confirmation letters with or without salary increase as per approved Recruitment Requisition Form.
• Processing the monthly payroll for Safwan staff in JDE software including additions, deductions, loan applications payments and approved overtime.
• Processing the monthly payroll for All Principals of Safwan include handling their annual leaves, sick leaves, commissions, bonuses and End of Service.
• Processing all types of leaves in JDE software (Paid / Unpaid / Sick & etc.) and verify them all against monthly timesheet report.
• Responsible for Indemnities, leave accruals & calculations based on the accurate data and terms of employment for final settlement.
• Preparing Final Settlement Clearance Declarations for terminated/resigned employees and to be signed by respective employee then sending copies to Finance before cancelling the employee’s residency.
• Initiating and completes Standard Performance Appraisals before sending these to respective department head for employees’ salaries revision.
• Maintaining database with all related information up to date of all active employees, terminations/resignations and of any disciplinary action taken.
• Assisting and advising employees for their business trips about variety of travel, hotel and meeting rooms reservation options. Making the reservations based on their requirements &budgetary allowances. Solving any issue that may occur with bookings or reservations.
• Checking the availability of accommodation on the employees' desired travel dates thru AAW travel agency office and helping plan travel itineraries.
• Informing employees of additional services/fees in case they want to extend their accommodations’ dates. Processing payments and sending confirmation details to employees.
• Providing support to employees who may need to amend or cancel a reservation and answering any questions about the reservation process.
• Handling all various documents like: applicants CVs, employment contracts, residency papers, status change, leaves forms, warning letters, salary & service certificates, Correspondence etc.
• Opening files for new joiners besides sorting out & reviewing all incoming documents to ensure the availability of basic documentation before filing.
• Photocopying all documents for each employee to upload them into portal system.
• Issuing ID Cards for all staff according to their company Logo / Number.
-Support and provide best service via phone, e-mail and directing visitors to their destinations.
-Using an effective approach to handle special telephone tasks like call transfers,
taking messages, callbacks, holds, interruptions, and unintentional disconnects.
- Answering visitors’ inquiries about the company’s products or services.
- Handling all Express/Domestic Shipments and checking shipments status in the system.
- Taking measurements and weights of the shipments.
- Packing shipments with bubble wraps cautiously especially with fragile shipments.
- Making invoices for outbound/inbound shipments.
- Handling cashiering tasks and making the receipt book.
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