HR & Payroll Administrator (Interim)

Job Summary

As an HR & Payroll Administrator (Interim), you will manage the day to day payroll, HR operations and administration provide support to the HR department in various administrative tasks and functions. This role is crucial in maintaining HR records, assisting with recruitment processes, and ensuring overall smooth operations within the HR department.

*This is a Fixed Term, 11 Month contract (maternity cover).

*3 days office attendance required.

*Preferred start date: April 1st.

Key Responsibilities:

Payroll:

• Day to day payroll processing and query resolution.
• Submission, review and amendment of monthly payroll ensuring deadlines are met and salaries paid on time
• Manage the Time & Attendance system ensuring monthly reconciliations are completed, verify employee attendance, working hours, and overtime, resolve employee queries, action manual adjustments, extract data for payroll submission
• Ensure accurate recording and processing of regular overtime, on-call rota overtime, sick leave etc. for submission to payroll
• Check payroll calculations, including base salary changes, joiners/leavers, hourly wages, overtime, bonuses, sick pay, SMP etc.
• Coordinate with Head of HR and finance team to resolve payroll discrepancies
• Provide finance team with relevant payroll reporting data
• First point of contact for employee queries relating to payroll
• Oversee Employer of Record payroll for overseas employee

Onboarding and Offboarding:

• Prepare offer letters, employment contracts, and processing of new hire paperwork
• Complete right to work checks for all new joiners and reviews for existing employees where required
• Conduct reference checks
• Run new hire orientation sessions
• Ensure proper documentation and completion of onboarding procedures and training (e.g. compliance/GDPR)
• Manage the setup of new employees across payroll and benefits systems
• Provide support to managers for new joiner IT set up if required
• Assist in offboarding procedures, including drafting required documents, directing managers on IT process, collecting company assets where required

Benefits Administration:

• Managing employee benefit enrolments, changes, and inquiries
• Ensure accurate submission of monthly pension uploads managing any discrepancies or issues promptly with our provider
• Monitor and oversee pension auto enrolment and opt-outs to ensure they are managed without issue
• Processing enrolments, changes, and terminations across the different benefits systems
• Address employee questions about coverage, eligibility, etc.

Administrative Support:

• Maintaining and ensuring HR records and master data files are up to date
• Ensure employee electronic files are maintained with documents and correspondence added accordingly
• Manage probation process through multiple reminders to managers, flagging performance issues or signposting managers for additional support and issuing successful probation completion letters
• Prepare other HR documents as require, such as employment change of employment terms, flexible working trials/completions, terminations, reference responses etc.
• Assist in organizing HR projects and events
• Provide support to the Head of HR as required

Communications:

• Draft and distribute group wide HR communications as and when required
• Monitor the HR inbox and respond to any queries and messages received

Annual Processes:

• Support annual processes including performance reviews, salary reviews, bonus process, pension changes window and others as necessary
• Provide assistance on these annual processes by coordinating communications and processes, submitting updates to payroll and pensions, bulk mail merging, distribution of documents/forms, add documents to employee files

Recruitment and Hiring:

• Coordinate job postings and advertisements via LinkedIn
• Ensure roles being hired are approved for recruitment
• Screen resumes, distribute to hiring managers and schedule interviews
• Coordinate communication between candidates and hiring managers

Employee Relations:

• Act as a point of contact for employees who have questions or concerns about company policies and procedures, workplace behaviour, or conflict resolution
• Provide guidance on basic HR policies and escalate serious concerns to HR management
• Support ER cases where required with disciplinary/grievance processes and investigations

HR Compliance:

• Ensure HR policies comply with labour laws and company regulations
• Assist with updating and distributing the employee handbook and HR policies
• Assist in preparing reports and documentation for audits
• Complete monthly headcount reports

Skills & Experience Required:

• Previous experience of payroll, in particular an outsourced service including submission, review and understanding of calculations is essential
• Exceptional attention to detail
• Good technical skills are needed, particularly in Excel
• Well organised and able to juggle multiple tasks and priorities at the same time
• Good understanding of pensions submissions, auto enrolment and opt-outs
• Has previously managed on and offboarding
• Experience in coordinating recruitment via a job board
• Good time management and able to work well autonomously
• Knowledge of HR policies and basic statutory requirements
• Good communication skills to confidently engage with employees face to face, via email and through video calls
• CIPD qualification or equivalent experience is required