HR and Payroll Administrator - Venus

You will be responsible for managing payroll processes, maintaining HR systems, ensuring compliance with employment legislation, and supporting employee lifecycle activities. This role requires strong attention to detail, excellent communication skills, and proficiency in HR and payroll systems.

The successful candidate will be employed by Booker, but will be embedded within Venus Wine and Spirit Merchants Ltd, supporting their HR, payroll and H&S operations on a day-to-day basis.

• Maintain and update the HRIS with accurate employee information.
• Manage personnel files (digital and physical): create new files, archive old ones, and securely dispose of outdated records.
• Generate HR metrics and reports including headcount, turnover, and absence data to support business insights.
• Send weekly employee reports to Booker HR Admin for SAP processing.
• Notify People Data Queries of new joiners to request SAP position numbers, then forward the details to Booker HR Admin.
• Provide weekly operations clock card, pulse and period reports to the Accounts Assistant.
• Set up Supervisor and employee portal login details and share custom step-by-step user guides.
• Create and maintain monthly organizational structure charts.
• Manage statutory leave processing, including SSP, SMP, and SPP.

• Monitor daily clocking’s for all staff, liaise with managers/supervisors regarding anomalies or missing data, and gain approval for overtime.
• Manage and process employee data change requests (e.g., personal info, job titles, hours).
• Maintain holiday entitlement records by generating and sending leave balance reports to managers to prompt holiday planning throughout the year.
• Draft, email, and post formal employee letters (e.g., contract variations, welfare meetings, disciplinary invites, pay increases, proof of employment).
• Provide employment references for ex-employees upon request.
• Manage Right to Work compliance, including setting reminders for document expirations and prompting managers to obtain updates.
• Arrange accommodation and travel for new joiners (now passing this responsibility to managers).

• Email employees’ pension auto-enrolment letters and manage opt-out process, ensuring correct documentation and follow up.
• Enrol employees into their pension and submit their contributions.
• Assist with the annual private healthcare scheme renewal process.
• Request replacement employee discount cards and follow up on any outstanding issues.

• Track probation periods and remind managers of upcoming reviews via email and attach the probation review template for ease.
• Chase completed probation forms for recordkeeping and file.
• Prepare and issue probation extension letters where applicable.
• Track training completions and store all staff training certificates.
• Arrange external training courses for employees as required.
• Coordinate internal Booker training sessions (e.g., GDPR, Competition Law, Anti-Bribery, Information Security, HICOM).
• Advise managers on formal processes for addressing underperformance.
• Support managers with drafting and managing PIPs.
• Create and issue training agreements when applicable.

• Generate and submit journal reports to Accounts monthly.
• Download and reformat monthly staff timesheets.
• Ensure all overtime is authorized prior to starting payroll.
• Input SSP, SMP, and SPP days into payroll system, ensuring correct documentation is provided.

• Report and assist in investigating incidents or near misses.
• Maintain my H&S folder with all documentation (e.g., PAT tests, lighting checks, audits).
• Distribute the H&S handbook and Employee handbook to all new starters.
• Manage uniform inventory and maintain supplier relationship.
• Coordinate the Health & Safety Committee. Track and communicate outstanding action items.
• Arrange annual H&S audits and Legionella audits and follow up on action points.
• Implement DSE assessments and ensure any action points are addressed.
• Liaise with Booker H&S team when needed.
• Keep product data sheets current and accessible.
• Maintain compliance checklists (e.g., racking, Legionella) and ensure proper usage across teams.
• Conduct and log regular fire alarm tests.
• Arrange fire extinguisher servicing as required.
• Assist in evacuation drills and liaising with emergency services.
• Keep fire marshal contact lists current and visible.
• Ensure the stock in the first aid kits on site are maintained.
• Record and report incidents in both the accident book and digital system and report incidents to HICOM.
• Keep First Aider lists up to date.

• Senior Leadership Team
• Employees across all depots
• Booker People Partner: Central
• Payroll / Legal / L&D & Pension Teams

• Payroll Expertise
• Understanding of payroll systems (e.g., SAP, ADP, Sage)
• Knowledge of UK payroll legislation (e.g., PAYE, NI, pensions, statutory payments)
• Accuracy in processing salaries, deductions, and benefits

• HR Administration
• Familiarity with HR policies and procedures
• Experience with onboarding, contracts, absence management, and employee records
• Understanding of GDPR and data confidentiality

• Systems & Technology
• Proficiency in HRIS and payroll software
• Strong Excel skills (pivot tables, formulas, data validation)
• Ability to troubleshoot system issues and support integrations