HR and Payroll Administrator - Venus in London

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.

About the role

This position includes a broad range of HR and payroll duties, with a focus on accurate data management, statutory compliance, and employee support.

• HR Systems & Reporting

• 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• Manage personnel files (digital and physical): create new files, archive old ones, and securely dispose of outdated records.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 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.
• Enroll 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 record‐keeping and filing.
• 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 authorised 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‐miss events.
• Maintain 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 liaise with emergency services.
• Keep fire marshal contact lists current and visible.
• Ensure the stock in the first aid kits on site is 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.

Key People I work with, in and outside Venus:

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

You will need:

• 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

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

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

What's in it for you?

At Booker, above all, we offer a great package of benefits that help you and your family thrive.

• A Booker colleague card with 10% off purchases at Booker and double discount events up to three times a year.
• After 3 months' service, a Tesco colleague discount card with 10% increasing to 15% off most purchases at Tesco for a 4‐day period after every four‐weekly pay day (thirteen times a year). In addition to 10% off at Tesco Café and 20% off all F&F purchases.
• 10% off pay monthly & SIM only deals with Tesco Mobile for yourself, with further great deals throughout the year.
• Up to 30% off car, pet and home insurance at Tesco Bank. Terms and conditions apply.
• Free eye test when you spend £50 or more. You can also save 30% when you spend £50 or more on glasses, prescription sunglasses and contact lenses.
• 50% off health checks at Tesco Pharmacy.
• Exclusive access to discounted RAC breakdown cover rates.
• An exclusive deals and discounts website saving you money on everyday purchases including a cycle to work scheme.
• After 3 months' service, you can join our annual Save As You Earn share scheme which allows you to buy Tesco shares in the future at a discount.
• Retirement savings plan (pension) – save up to 5% and Booker will match your contribution.
• Life Assurance – you are covered for death in service life cover of up to three times annual pay.
• Health and Wellbeing support and resources including our 24/7, confidential Employee Assistance Programme and Virtual GP for you and your family.
• A great holiday package.

About Us

Booker is the UK's leading food & drink wholesaler. We are privileged to serve independent retailers, caterers and small businesses, from locations across the country. We operate over 190 cash and carry branches, eight distribution centres, five Best Food Logistics sites, as well as six support centre locations across the UK.

Diversity, equity and inclusion (DE&I) at Booker means that whoever you are and whatever your background, we always want you to feel represented and that you can be yourself at work. In short, we're a place where Everyone's Welcome.

We know life looks a little different for each of us. That's why at Booker and Best, we always welcome conversations about flexible working. Some people are at the start of their careers, some want the freedom to do the things they love. Others are going through life‐changing moments like becoming a carer, nearing retirement, adapting to parenthood, or something else. So, talk to us throughout your application about how we may be able to support you.

We're proud that Booker is a Disability Confident Committed employer and we're committed to providing a fully inclusive and accessible recruitment process. For further information on the accessibility support you can expect, please contact recruitment@bookergroup.com.

Please note we can only accept candidates over the age of 18 if the role requires working before 6:15 am or after 9:45 pm or involves working in areas such as the warehouse, beers, wines & spirits, and driving roles.

On the occasions where we have high volumes of applicants, some roles may close earlier than the advertised end date in order for us to manage all of the applicants appropriately. We will only be able to offer individual feedback to those candidates who attend an interview.

Booker Group is part of Tesco plc, however, is operated separately from the core Tesco business and as such the benefits offered will be different from those offered at Tesco.

For more information about us please visit www.bookergroupjobs.co.uk.

Seniority level: Entry level.

Employment type: Full‐time.

Job function: Human Resources.

Industries: Wholesale.