Office and Payroll Administrator

Job Summary

Working in conjunction with the Office Manager and wider HR team, this role will be responsible for a wide range of tasks and will create opportunity to bring new ideas and processes into the team.

This role is central to the smooth running of the office, involving tasks across HR, recruitment, office supplies, reception, payroll and other office/HR related activities. 

Hours: 8am-4:30pm, in the office primarily 5 days per week to cover reception duties for part of the day. There may be some flexibility to offer hybrid working for some afternoons as required.

What does this role Involve

% are approximate

Office & Reception Support (30%):
•    Administration for external/internal meetings – tasks to include catering, clearing rooms, transportation (e.g., taxis) and other related tasks.
•    Replenish office and catering supplies and maintain inventory.
•    Replenish hot drinks machines and ensure related items are available.
•    Support with mail outs and ad-hoc administrative tasks.
•    Provide administrative support for community liaison activities and events.
•    Assist with processing purchase orders and invoices.
•    Act as the first point of contact for visitors at peak times during the working day (will be variable depending on daily meetings/activities).
•    Responsible for ensuring Reception area is kept clean/ clear.
•    Responsible for keeping noticeboards up to date and looking professional.
•    Support with banking checks on ad-hoc basis.

Payroll (40%): 
•    Assist with monthly payroll processing and reporting in line with legal and company requirements.
•    Coordinate with HR, Finance, and external providers to ensure timely and accurate submissions.
•    Coordinate with payroll provider to resolve any discrepancies or issues that may arise during processing.  Ensure all payroll data is correctly calculated and reported.
•    Respond to employee queries regarding payroll, tax, payslips, holiday booking, etc.
•    Maintain accurate employee payroll records and update HR databases.
•    Ensure employee data is accurate and confidential at all times.

Benefits (5%):
•    Assist in managing benefits including pensions, ensuring enrolment, contributions and compliance are in line with pension regulations.
•    Liaise with pension providers to address any queries or concerns and ensure smooth operation of the schemes.
•    Communicate pension related information to employees.

Compliance & Reporting (10%):
•    Collaborate closely with Finance Team and submit payroll data as required.
•    Prepare ad-hoc reports on payroll/benefits related metrics as requested.
•    Support audits and internal controls related to payroll and rewards.
•    Support internal communications related to pay and benefits.

HR & Recruitment Administration (10%):

•    In conjunction with the HR Advisor, provide support for the management of the HR inbox and respond or escalate queries appropriately where required.
•    Provide post-offer recruitment support including:
•            Pre-placements questionnaires.
•            Following up on references and Right to Work documentation.
•            Issuing reference letters.
•            Updating and maintaining recruitment trackers.
•            Supporting with interview scheduling and temporary staff arrangements.
•            Regular tracker reports issued to team e.g.. probation/Bradford Factor scores.
•    Assist in demonstrator recruitment coordination as required.

Documentation & Filing (5%):
•    File employee documentation into personal files (PFs) accurately and securely.
•    Ensure records are up to date for compliance (e.g., probation periods, RTW, BF trackers).

What are we looking for

Essential:
•    Strong organisational and time management skills.
•    Excellent written and verbal communication.
•    Ability to manage multiple tasks simultaneously with attention to detail.
•    Working knowledge of systems, ability to be able to deal with input of data.
•    Strong numerical and analytical skills, attention to detail and strong accuracy is essential.
•    Ability to handle sensitive and confidential information with discretion.
•    Collaborative mindset and team player with a willingness to learn.
•    Ability to work autonomously, take initiative and prioritise tasks to meet tight deadlines.
•    Reliable, self-motivated, proactive and able to work unsupervised.
•    Experience in administrative roles.
•    Experience of recruitment administration.
•    Confident using MS Office (Outlook, Word, Excel, PowerPoint) and other IT packages.
•    The ability to adapt to change and meet deadlines, whilst remaining calm under pressure.

Desirable:
•    Qualification in Human Resources, Finance, Accounting, or a related field along with 1-3 years of experience in payroll and/or compensation and benefits.
•    Proficient in Microsoft Excel and associated commands (e.g., VLOOKUPs, pivot tables).
•    Experience with office finance procedures (POs, invoices etc).
•    Experience using HRIS systems.
•    Experience working with external payroll provider.
•    Understanding of UK employment Laws and payroll compliance.