HR & Office Administrator in Guildford

Infovista is seeking a dynamic and experienced professional to join our team based in Guildford. The successful candidate will play a vital role in creating and sustaining a positive working environment that promotes employee development, engagement, and retention. The successful candidate will be responsible for overseeing various HR functions including but not limited to payroll, benefits, HR Administration and office management. The ability to communicate effectively and collaborate with team members across departments will be essential in ensuring that our human resource initiatives align with our company's goals and values.

Key Responsibilities:

• Payroll Administration
  • Prepare and check payroll files
  • Prepare data for P11Ds (medical and EV scheme) and submit P11Ds to HMRC and issue to employees
  • Manage HMRC online portal
  • Prepare and submit PSA (PAYE Settlement Agreement)
  • Check and log Commission/MBO files
• Benefit Administration
  • Manage online pension scheme (add/delete users), salary sacrifice scheme, upload monthly contributions and maintain company pension scheme and coordinate regular reviews with pension advisor
  • Coordinate with broker for starters and leavers and coordinate annual review of the scheme with broker
  • Coordinate annual review Life Insurance scheme with broker
  • Maintain the salary extras portal and promote offers
  • Check and approve monthly invoices for electric vehicle scheme and add new EV employees to payroll and complete annual EV data reporting to ADP and HMRC
• HR Administration
  • Maintain employee records: starters, leavers, vacation
  • Conduct right-to-work checks and office induction
  • Prepare employment contracts
  • Download monthly vacation accrual reports and send to Finance
  • Coordinate immigration tasks with Wright Hassell and GOV Sponsor Management System
  • Coordinate background screening checks as required
  • Coordinate apprenticeship tasks with HR, course provider, and Finance and manage apprenticeship portal and PAYE
  • Maintain HR and Facilities areas for the UK, ensuring documents are up to date
  • Administration of the employment recognition portal which include updating budgets, approving invoices, loading adhoc recognitions and monitoring funds.
• Office Management
  • Maintain office supplies and equipment
  • Liaise with IT regarding ordering and allocation of IT equipment
  • Manage annual renewal of Employers’ Liability Insurance
  • Ensure health and safety compliance in the workplace, including risk assessments
  • Liaise with landlord on site matters and emergency procedures
  • Coordinate office events (food, hotels, meeting rooms)
  • Manage reception duties (telephone, visitors, deliveries)
  • Coordinate office maintenance and cleaning
  • Handle DHL and postal duties
  • Request POs as required for HR and office needs and manage purchases, analyze monthly statements, and send to Finance
  • Maintain mobile phone contracts), track SIMs, handsets, and new lines issued and allocate phone bill usage on monthly invoices

Qualifications:

• Certified degree in Human Resources, Business Administration, or a related field.
• Proven experience working in a multinational environment in HR, payroll and office management roles, preferably in the computer software industry.
• Good understanding of organizational behavior, HR best practices, and employment legislation.
• Excellent communication and interpersonal skills, with the ability to build relationships and influence at all levels.
• Demonstrated ability to handle sensitive information with discretion and maintain confidentiality.
• Proficiency in HR software and Microsoft Office Suite; experience with HRIS systems is a plus.
• Strong problem-solving skills and the ability to manage multiple tasks in a fast-paced environment.