People Administration & Payroll Manager in London

Incipio curates beautiful spaces with vibrant atmospheres for great times. We are looking for a People Administration & Payroll Manager who thrives working in detail, has expert HR knowledge and wants to get stuck into the data to support our People function thrive.

The Role

You will be responsible for running a payroll of 500+ team members, working with and managing our external Payroll provider to ensure a smooth process for both salaried and hourly team, provide accurate reporting on people across multiple data points and provide efficient HR administrative support to the People Team. As part of the People Team you will share our passion for people and for ensuring every process is adhered to, using the lens of data to support our decision making, meticulously in detail and a lover of Excel. You are action orientated, task focused and ticking tasks off your list. We expect you to be curious, diligent, thirsty for knowledge, fast paced and adaptable.

We Expect You To:

• Manage and process payroll end to end, ensuring processes are efficient, robust, and accurate with no detail left unchecked including monthly tronc breakdowns and payments.
• Manage all joiners, moves, and leavers from both a payroll and administrative perspective.
• Handle SSP, SMP, PAYE, NI payments and reconciliations across the business.
• Uphold and maintain the relationship with the pension provider.
• Complete year-end processes including P11Ds.
• Respond to all payroll queries in a timely manner.
• Generate reporting and narrative on TRONC, pay bandings, and other key data points.
• Collaborate with the finance team on monthly payroll journals & balance sheets.
• Be an expert in Right to Work legislation, supporting the Talent & Engagement team to ensure 100% compliance.
• Manage all people-related documentation including HR policies, contracts, job descriptions, and other administrative materials, ensuring they are up to date, compliant with current employment law, and distributed as required.
• Own and maintain the Workforce Management platform working in collaboration with Operations, Talent & Systems.
• Support and execute projects set out by the People Director including Gender Pay Gap reporting and HR legislation research – ensuring we are a fully compliant employer.
• Create and maintain emails for new starters, joiners, and leavers, including management of email groups, signatures, and system logins.
• Ensure laptops are tagged and logged, keeping track of who is using what equipment.
• Email employees’ pension auto-enrolment letters and manage the opt-out process, ensuring correct documentation and follow-up.
• Draft and manage all disciplinary documentation & templates, working with stakeholders across the group to ensure due process is followed.
• Assist with all salary sacrifice benefits.
• Liaise with and guide management teams through PDS submissions, ensuring all data supplied is accurate.
• Maintain holiday entitlement records and generate leave balance reports to support holiday planning.
• Draft, email, and post formal employee letters such as contract variations, welfare meetings, disciplinary invites, pay increases, and proof of employment.
• Provide references for leavers upon request.
• Generate HR metrics and reports including headcount, turnover, and absence data to support business insights.

Who You’ll Be

• A Payroll specialist with 2 years’ experience running both salaried & hourly Payroll structures.
• Someone who loves living in detail.
• English literate – proficient in letter & policy writing.
• Adaptable, with the ability to move at pace whilst maintaining strong attention to detail.
• Proficient in Excel, analytics & reporting.
• Be able to demonstrate a proactive working style and someone who moves through a task list efficiently.
• An independent worker, with a diligent and solution-based approach.
• Reliable, someone who shows up for the team and is happy to jump in and support utilising all opportunities to learn.
• Proactive about driving change and implementing process improvements.
• The ability to notice and interpret details without explicit guidance.
• Implementation of a system & project work desirable.

Benefits & Best Bits

• Vitality Package: Dental, Optical and Health insurance. Gym membership discounts + other rewards.
• Self Space: Free Therapy through Self Space. Accessible to anyone who works for Incipio.
• Hugely exciting career development, with opportunities to grow and expand in this role as the business grows.
• 10% Bonus capacity paid annually.
• Company awards and events.
• Sickness & Compassionate Pay.
• Incentive trips (Think Wine trips to Portugal and Ski Trips to France).
• Enhanced Maternity, Paternity and Adoption leave.
• Incipio FC + Seasonal Socials.
• 50% discount for food and drink in all our venues.
• Length in service; earn additional holiday after 2 years continuous service.

Incipio & Inclusivity

We’re all about celebrating individuality & inclusivity. At Incipio, we believe diverse teams make the best teams. That’s why we welcome applications from all backgrounds, experiences, and perspectives; regardless of race, gender, age, disability, religion, sexual orientation, or anything else that makes you uniquely you. If you need any adjustments during the application process, just let us know. We’ve got you!