HR & Payroll Administrator in Kilmarnock

The Payroll and HR Administrator is responsible for the accurate and timely delivery of all elements relating to UK Payroll, Benefits and Pensions whilst maintaining high standards of data integrity within HR systems, including Workday. The role plays an important part in ensuring payroll and benefits processes are compliant with UK legislation and HMRC requirements, while also contributing to continuous improvement and transformation initiatives across payroll, HR and Benefits administration. This includes optimisation of systems, improving processes and driving efficiencies through effective use of HR technology and data.

The position acts as a key link between employees, HR, Finance, payroll and benefit vendors to deliver a high-quality employee experience and strong governance across payroll and reward operations. Additionally, they will provide administration support across more general areas of HR, including being the first point of contact for the UK HR Helpdesk, assigning and escalating HR related queries to HRBP’s where appropriate, generating insightful reports and handling confidential information with the utmost discretion.

• Payroll & Benefits Administration: Prepares and submits monthly payroll input for UK employees via the Workday system and associated systems. Processes payroll changes including starters and leavers, salary changes, bonuses, overtime and allowances, statutory payments. Maintains accurate employee payroll/benefits data within Workday and associated HR systems. Supports Year-end payroll processes and benefits reporting, including production and monitoring of the annual payroll and benefits calendar. Ensures payroll processes align with HMRC regulations, PAYE, national insurance and pension auto enrolment requirements. Liaises with 3rd party payroll provider, employees, line managers, and Workforce Management to ensure correct payroll calculations for colleagues on variable pay. Administers employee benefits including pension schemes, private medical insurance, life assurance, salary sacrifice benefits, and other voluntary benefits. Responsible for benefits renewals and annual benefits administration, including benchmarking and producing business proposals. Maintains an up-to-date working knowledge of company and legislative requirements in area of responsibility and able to clearly advise colleagues on the impact of any changes. Keeps up to date with changes in payroll legislation and best practices. Responsible for leading Payroll audits with external/internal auditors. Responds to employee payroll queries in a timely and professional manner.
• HR Administration: Supports the management and recording of Legal Right to Work checks and ensures pre-employment checks are completed in accordance with the UK Onboarding Process and in line with our UK Sponsorship License requirements and Background Screening Policy. Supports contract and offer administration processes. Processes leaver terminations in Workday and associated systems, ensuring accuracy of final pay data and relevant documentation. Produces and analyses reports and MI relating to HR operations, identifying areas for improvement and where value can be added to the business. Identifies opportunities and creates business proposals for any renewals or potential changes, specifically to UK policy and process, however, supporting other locations in the EU where required.
• Systems, Transformation & Continuous Improvement: Maintains the HR Helpdesk, HR and Payroll Inboxes. Acts as a key user of Workday, for employee data management and payroll-related transactions. Supports improvements to Workday processes, workflows and data quality. Proactively identifies opportunities to streamline payroll and HR administrative processes whilst horizon scanning for suggesting new initiatives and enhancements. Contributes to continuous improvement and HR transformation initiatives, including automation, process standardisation and systems optimisation. Supports testing and implementation of system updates, payroll changes and process enhancements. Responsible for improving documentation of payroll/benefits and HR operational procedures. Supports and enhances the colleague experience by promptly managing queries but also identifying where improvements could be made to encourage self-service opportunities for colleagues and managers. Responsible for administrative duties as reasonably requested by the HR Business Partners. Produces and analyses reports and MI relating to HR operational activity.
• Stakeholder Management: Delivers a positive, professional, and customer orientated experience for both internal and external customers. Responds and resolves routine enquiries, issues, and complaints; escalates as appropriate to HRBPs when required. Manages and responds to third party information requests, references and HMRC information. Executes and delivers all employee communications relating to Payroll and Benefits, encouraging use of self-service resources where available.

• Essential: CIPP or equivalent Payroll Technician Certificate. Previous experience in payroll processing and HR Administration. Knowledge and understanding of UK statutory and legislative regulations and compliance requirements. Knowledge of UK Benefits market, including experience of conducting regular reviews and presenting a business case to ensure the most cost-effective solutions are being offered to employees. Strong time management, organisation, self-direction, and prioritisation skill set. Works effectively in high-pressure situations. Strong drive for problem solving whilst striving to support business needs. Comfortable communicating and supporting employees at all levels within the organisation. Balances numerous tasks/priorities whilst meeting SLA deadlines. Works well within global and virtual teams.
• Desirable: Knowledge of Workday.

Understanding of governance and risk in relation to the role, especially within a regulated environment, and keeping up to date with any regulatory changes in your local region and Europe. Responsible for ensuring adherence and working in accordance with the PRA Group compliance policies, including participation in the management of risks. Responsible for ensuring compliance with applicable laws, regulations and company policies across areas of organisational responsibility. Completion of mandatory training that may adversely affect the business, interests or reputation of any Group Company. Understand and ensure compliance with all applicable laws, regulations and guidelines including those governing securities activities, company law, anti-money laundering, terrorist financing and sanctions; the Group’s policies and procedures; and the Group Code of Conduct. Take personal responsibility for understanding the risk and compliance requirements of the role. Effectively and collaboratively identify, escalate, mitigate and resolve risk and compliance matters. Embed the Group’s Values and Group Code of Conduct to ensure adherence with the highest standards of ethics. Comply with relevant policies, processes and regulations, as part of the culture.