Overview
The HR & Payroll Administrator provides comprehensive administrative support across the employee lifecycle, ensuring HR records are accurate, payroll is processed on time, and staff receive a professional service. The role also contributes to the development of Standard Operating Procedures (SOPs) and quality management processes in line with ISO 9001 standards, supporting the organisation in achieving Living Wage Accreditation and Investors in People (IIP) recognition.
Key Responsibilities
* HR Administration
o Act as the first point of contact for general HR enquiries from employees and managers.
o Maintain and update employee records, both electronically and in hard copy.
o Prepare HR documents, including contracts of employment, offer letters, and references.
o Support the recruitment process by posting job adverts, scheduling interviews, and liaising with candidates.
o Coordinate the onboarding and induction process for new starters.
o Process changes to employee terms and conditions, ensuring accurate records.
o Maintain absence, holiday, and sickness records, producing reports as required.
o Provide administrative support during employee relations processes (e.g., note-taking in meetings).
* Payroll Administration
o Collect, verify, and input payroll data (e.g., hours worked, overtime, absences, and deductions).
o Work with the Finance/Payroll provider to ensure monthly payroll is processed accurately and on time.
o Handle payroll queries from employees in a timely and professional manner.
o Ensure compliance with tax, pension, National Minimum Wage, and Living Wage Foundation requirements.
o Maintain accurate payroll records and produce reports for management as required.
* Quality & Compliance (ISO 9001, Living Wage, IIP)
o Observe HR and payroll processes, identifying gaps and opportunities for improvement.
o Assist in developing, reviewing, and maintaining Standard Operating Procedures (SOPs) to align with ISO 9001 standards.
o Support compliance by maintaining audit-ready documentation for HR, payroll, and quality systems.
o Contribute to the organisation’s Living Wage Accreditation by ensuring pay structures and payroll practices meet accreditation requirements.
o Support the journey towards Investors in People (IIP) by maintaining accurate training, engagement, and development records, and contributing to evidence gathering for assessments.
o Participate in internal and external audits, providing accurate records as required.
* Project & Development
o Assist with HR, payroll, and quality improvement projects.
o Support training and development initiatives by maintaining accurate records and tracking progress.
o Collaborate with managers to ensure HR, payroll, and people management practices support continuous improvement and employee engagement.
Skills & Experience
* Previous experience in HR and/or payroll administration.
* Knowledge of HR processes and employment law basics.
* Experience with payroll software or outsourced payroll providers.
* Familiarity with ISO 9001, Investors in People, or Living Wage Accreditation (advantageous but not essential).
* Strong organisational skills with excellent attention to detail.
* Ability to handle sensitive and confidential information with discretion.
* Proficient in MS Office (Word, Excel, Outlook).
* Confident communicator with strong interpersonal skills.
Qualifications
* CIPD Level 3 (or working towards) desirable but not essential.
* Payroll qualifications (e.g., CIPP) or experience in payroll processing desirable.
* GCSEs (or equivalent) in English and Maths essential; A-Levels or equivalent qualifications preferred.
Interested candidates should send their CV and cover letter to: HR@firstinservice.co.uk by 01/10/2025
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