HR and Payroll Administrator

This is a FTC for 12 months.

Primary Responsibility:

To provide administrative and operational support within the People Operations Team, focusing on employee data management, payroll preparation for our outsourced provider, and general HR administrative duties. The role ensures data accuracy, compliance with company policies and labour laws, and the delivery of excellent service to employees and stakeholders.

Principal Duties:

Payroll Administration (Outsourced):

• Prepare monthly payroll input files for review and approval.
• Process employee changes including starters, leavers, salary changes, benefit deductions, and personal information updates.
• Validate information received from employees, managers, and external providers.
• Ensure payroll inputs are prepared accurately for review and within agreed deadlines.
• Escalate discrepancies, errors, or missing information where appropriate.
• Conduct post-payroll checks to verify the accuracy of payments and resolve discrepancies.
• Support year-end payroll activities, including reconciliation and distribution of tax documents (e.g. P60s).

Benefits Administration:

• Administer employee benefit schemes, including enrolments, amendments, and leavers.
• Prepare monthly benefit payment schedules and supporting information for review.
• Reconcile benefit provider invoices against employee records.
• Liaise with external providers to resolve routine queries.
• Support the People Ops (Payroll and Benefits) Coordinator with annual renewals and employee benefit communications.

Employee Queries and Mailbox Management:

• Manage the Payroll & Benefits shared mailbox.
• Respond to routine employee queries in a professional and timely manner.
• Maintain records of ongoing requests and ensure actions are completed.

People Services:

• Provide support and cover to People Operations Coordinator to:
• Administer employee lifecycle processes, on-boarding contract generation, role changes, and off boarding.
• Maintain and update employee records in the HRIS system, ensuring accuracy and confidentiality.
• Respond to routine employee inquiries related to HR and payroll through shared service platforms, ensuring prompt and accurate resolution. Escalate more complex or sensitive queries appropriately.
• Administer recruitment activity, from job posting to CV management, interview arranging and collating interview feedback, ensuring a positive candidate experience.

Data Accuracy, Confidentiality and Compliance

• Handle sensitive employee information with the highest level of confidentiality.
• Perform regular data quality checks.
• Ensure all employee data is complete, accurate, and maintained in line with company policies and data protection requirements.
• Identify and escalate data risks and inconsistencies.

Technology and Continuous Improvement

• Utilise Microsoft 365 Copilot and other AI-enabled tools to improve efficiency.
• Support the automation and simplification of administrative processes.
• Maintain process documentation and knowledge articles.
• Contribute ideas to improve employee experience and team operations.

Compliance and Auditing:

• Ensure compliance with employment laws, payroll regulations, and organisational policies.
• Support internal and external audits by providing required data and documentation.
• Maintain data confidentiality and security in accordance with GDPR or equivalent standards.

Skills and Experience needed:

• Strong organisational and multitasking abilities.

Qualifications:

• Previous experience in HR administration, and/or payroll preparation is preferrable.
• Qualification in HR or Payroll (e.g., CIPD Level 3 or Payroll Technician Certificate) advantageous.
• Proficiency in Microsoft Office Suite, particularly Excel for data preparation and reporting.