Timekeeping Administrator

Job description

Purpose:

Provide Technical & Process support to end users of the Timekeeper system on site. This includes, but is not restricted to, the training of users.

Minimum Requirements :
Matric.
Relevant Tertiary Qualification.
At least 2 years experience in Time and Attendance.

Main Responsibilities:

Timekeeper system management:

• Set-up new TK users on the system and allocate appropriate user profile for TK
- Shift scheduler/ approver profiles for those who manage employees' who clock using specific Bio-Metric readers to record their actual time on the line (not Access control readers).

• In-Activate Approvers / Shift Scheduler TK profiles when they exit site, or change roles which no longer require these profiles in the TK system.

• Maintain + Create TK contracts rules + benefits in line with Union site Agreements.
- Create, Test and obtain sign off of changes made to TK Hierarchy before moving to live system
Train users on TK record employees' finger Prints to activate access to TK, for Time recording & Access control system on site.

• Run weekly & end of Month ‘audit report' of system to monitor TK time created, but not actioned by approver.
- Do follow reminder with approver to action in TK, before payroll deadlines, and ensure consequence of non action by approver, is fully understood by them timeously ito payroll cut-off.

• Investigate, and perform route cause analysis for escalated/identified TK system problems.
- Take appropriate corrective action to resolve.
- If a Technical problem beyond scope of this role, issue to be Logged as an incident with the service provider for them to send a consultant to resolve issue, within the agreed SLA's / TAT's.

• Audit TK user licence's on a quarterly basis.
- Identify if problems on site, are being experienced, ito high volume of con-current users vs. number of active licence's held for Shift Schedulers.
- Identify where this is happening and why, and propose solution to site users', ito accessing system at different times of the day, to facilitate availability of system, and remove number of concurrent users at any particular time of day to meet licensing constraints.
- Perform regular analysis of number of concurrent user issues on site, on an ongoing basis, and:-
Provide analysis to IT, in support of request for additional licence's needed, or if Number of licence required on site, can be reduced ito concurrent Shift Scheduler users, to save costs.

T&A Administration:

• Capture request for all categories of Leave, as per authorised Leave forms received.
Including:
- Paternity / Special Leave
- Compassionate Leave
- Study/Exam Leave
- Annual Leave (Paid and Unpaid Leave) etc.

• Manage Annual Leave to be forfeited / en-Cashment process for site, as per agreed timelines from T&A Team Leader Head Office, in line with Unilever Leave en-cashment policy.
- Ensure deadlines are met, as per advised timelines for payroll processing.
- Ensure site employees / managers are aware of process timelines ito their actioning any annual / accumulated leave requests they have, prior to advised deadline/cut-off Date.
- Ensure System/employee data is clean and accurate prior to info being sent to payroll for payment of valid leave balances, as per policy.
- Investigate / respond to any queries raised, by employees / line managers timeously.

Position Benefits and Challenges:

• Provides in-depth knowledge of Timekeeperto build skills as Super User ito technical and processing knowledge.

• Have an interest in, and affinity for, computers & programs, with the ability to quickly understand these, and enjoy the challenge of maintaining system integrity at all times, performing route cause analysis of Software or Hardware ito glitch's, etc, before calling in the service provider ito SLA contract.

• Able to Work autonomously, with minimal supervision.

• Must be able to communicate with all levels of employees (e.g. Snr management, Engineers, Blue Collar workers, Office admin, and Shop Stewards, etc) in a professional and knowledgeable manner at all time, instilling confidence and trust in knowledge and abilities.

Size and scope of decision making:

• Responsible for creating & managing of TK system rules, shift contract rules + benefits & employees' master-data for site.

• Responsible to ensure that System rules / benefits are in line with, or better then BCA legislation requirements to safe guard Unilever, highlighting immediately to HR Manager any concerns or anomalies before set up of new rules in system is completed.

• Ensure the smooth running of TK to ensure that Time related data is processed timeously as per monthly payroll calendar requirements, and sent to payroll for processing.
o This involves holding LM's accountable for them not actioning time related data in line with payroll calendar deadlines, which would negatively impact employees pay.

• Proactively escalate information/issues to IT BP / HR manager/service provider where appropriate.