HR & Payroll Administrator

GRIDSERVE is accelerating the energy transition by delivering sustainable energy solutions. Our People Team supports colleagues across the business, from head office to our forecourts and field teams, and we’re looking for an organised, detail-focused HR & Payroll Administrator to join us.

You’ll be the engine room of our People operations. You’ll own payroll and benefits administration, act as the super user of our HR Information System, and keep every stage of the employee lifecycle running smoothly. Beyond the day to day, we want someone who spots where processes could work better and uses their initiative to fix them.

MAIN RESPONSIBILITIES

Payroll and benefits

• Take ownership of the monthly payroll process: preparing and validating payroll data, inputting and verifying employee changes, and liaising with our payroll provider to ensure timely and accurate completion
• Support the transition to a new payroll provider, helping ensure data is accurate and processes are well set up from day one
• Administer employee benefits, including private medical insurance and the cycle to work scheme, handling enrolments, changes, leavers and provider queries
• Look for efficiencies in how benefits are delivered and managed, including researching options such as a benefits platform
• Act as the first point of contact for payroll and benefits queries

HRIS and continuous improvement

• Act as super user of our HRIS (Humaans), keeping data accurate and getting the most out of the system for the team and the business
• Identify gaps and inefficiencies in HR processes and use your initiative to design and build fixes within the HRIS, such as workflows, templates, automations and reports
• Produce regular HR reports and data, such as headcount, starters and leavers, absence and turnover

People Team operations

• Manage the People inbox and the requests and queries that reach the People Team, responding to first-line queries professionally and escalating complex matters to senior colleagues
• Set up and maintain a clear inbox system, including colour coding and a filing structure, so the team can see at a glance who is handling what
• Reorganise and maintain the HR folders on our shared drive so that information, templates and policies are easy for everyone to find
• Provide administrative support to the People Team, including minute-taking, raising purchase orders and other tasks as directed by the Senior HR Manager
• Draft and issue HR documentation, including offer letters, contracts, contract variations and change letters

Employee lifecycle

• Provide recruitment administration, including posting adverts, coordinating interviews and managing candidate communications
• Carry out all pre-employment checks, including references and right-to-work verificationOwn the onboarding process, ensuring new starters have a smooth and engaging experience from offer to first day and beyond
• Track and administer probation periods, ensuring reviews happen on time and outcomes are recorded
• Track absence and flag trends or trigger points to managers and the People Team
• Administer family leave, flexible working requests and other employee changes
• Manage the leaver process end to end: preparing documentation, updating systems and org charts, coordinating exit interviews, and liaising with IT, line managers and Fleet Operations where needed

Learning and development

• Administer L&D activity, including booking training, tracking completion and maintaining records on our learning platforms

Cyclical processes

• Administer the People Team's cyclical processes, such as annual salary review and bonus, performance reviews, holiday year end, benefits renewals and the engagement survey

Compliance

• Maintain accurate HR and payroll records in line with GDPR, data retention requirements and company standards
• Ensure all activity complies with company policies and procedures, including our Anti-Bribery Policy and ISO-compliant Environmental and Quality Management Systems

This list isn’t exhaustive. As the People Team and the business evolve, you’ll take on other administrative tasks and projects in line with the role.

PERSON SPECIFICATION

Required Experience

• Experience using an HRIS confidently, with the curiosity to learn a system inside out

Required Skills and Abilities

• A natural eye for process, so you notice what isn’t working and enjoy fixing it
• Strong numeracy and a high level of attention to detail
• Proficiency in Microsoft Office, particularly Excel, Word, Outlook and Teams
• Excellent organisation and time management, with the ability to juggle competing deadlines
• Clear, confident communication and strong interpersonal skills
• Discretion when handling confidential information
• Proactive, uses their initiative and brings a can-do approach to helping colleagues
• Experience as an HRIS super user or administrator, ideally with Humaans
• Experience administering employee benefits, or of a payroll provider transition
• Working towards CIPD or an equivalent HR or payroll qualification

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