ELIZABETH FINN TRUST
Job Description
Job Title: HR and Payroll Administrator
Department: Human Resources
Reports to: HR Services Manager
Location: Elizabeth Finn Homes Ltd Head Office, Hammersmith
Purpose of the Job: The efficient provision of HR and payroll administrative services to a multi-site operation.
Whilst the HR Department is part of Elizabeth Finn Homes Ltd. (EFHL), this department also provides HR services to Turn2us.
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Key Responsibilities and Accountabilities:
1. Timely and efficient processing of payroll, payroll related information and queries for staff including updates to elements of our payroll and T&A systems
2. Responsible for recruitment and resourcing administration
3. Produce and provide regular reports and information for internal and external contacts
4. Support the delivery of HR services to the organisation
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1. Timely and efficient processing of payroll, payroll related information and queries for staff including updates to elements of our payroll and T&A systems
▪ Enter data into the ADP database ensuring it is up to date and accurately reflects information for all employees; including HR forms relating to employment changes and sickness data for Homes staff.
▪ Provide required payroll related information required to our payroll provider in line with payroll deadlines.
▪ In conjunction with HR Services Manager collate and review monthly timesheets liaising with Administrators if any anomalies. Sending ADP completed timesheets in line with payroll deadlines.
▪ Ensure benefits information and any deductions/contributions are administered correctly and accurately entered on ADP for processing.
▪ In conjunction with HR Services Manager review sickness and pre-commit reports, investigate anomalies and advise ADP of amendments, if required. Ensure all amendments are actioned prior to final commit.
▪ Distribute payslips, P45s and P60s.
▪ Investigate payroll queries and advise Administrators/staff on findings. If applicable action any required solutions.
▪ Enter employee’s pension information on to Legal and General’s database in a timely manner.
▪ Provide monthly payroll and information reports for members of the Senior Management team and Finance.
▪ Updating our HR database and time and attendance system through administrator access following management requests or annual process requirements.
2. Responsible for recruitment and resourcing administration
▪ Provide administrative support for recruitment campaigns including placing Homes adverts of the EFHL website, distributing applications to recruiting managers and sending invites to candidates for roles at Head Office.
▪ Produce pre-employment documentation and contract amendments from templates for HQ staff and General Managers; be responsible for ensuring return of necessary documents from employees or their referees.
▪ Complete appropriate documentation for recruitment of non UK Nationals, such as Work Permits, and monitor expiry of the same ensuring Managers are advised of any impending expiry and action required. Liaise with UKBA when there’s uncertainty to employee’s status.
▪ Ensure all employees’ files are electronically filed and maintained in accordance with the Data Protection Act.
▪ Complete HR inductions for HQ staff including building access and ensuring new starters are registered and trained on the self service system.
▪ Check all PINs for new Homes’ employees. Run monthly reports and checks on the database for expired PINs and advise General Managers accordingly.
▪ Support and advise General Managers and Administrators on DBS process and Capita checking system. Manage DBS checks process for relevant Head Office staff.
▪ Maintain building access records and systems.
3. Provide general information and reports for internal and external contacts
▪ Produce standard and ad hoc reports using HR databases or Excel for management information such as staffing complements, probation progress reports and long service awards etc. and circulate as required.
▪ Monitor holiday and sickness recorded on the ADP database and produce reports for HR Services Manager and line managers as required.
▪ Complete Office of National Statistics reports as required.
4. Support the delivery of HR services to the organisation
▪ Work as a flexible and co-operative member of the HR team; cover for colleagues when absent and at times of peak workload.
▪ Keep up to date with Home Office Asylum and Immigration policy and monitor EFHL’s employee status in regard to work permits, leave to remain etc. informing managers and employees, when these are expiring.
▪ Provide general administrative support to the HR Department including distributing HR post, scanning and filing as and when required and processing invoices.
▪ Arrange and facilitate meetings as required.
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General
Staff in the HR Department will have access to material, which is confidential, staff-in-confidence, or sensitive in some way. It is a condition of their contract of employment that they use great discretion at all times and ensure no confidential or staff-in-confidence material is leaked from the department to unauthorised members of staff.
These are the normal duties, which the organisation requires from the position. However, it is necessary for all staff to be flexible and all employees will be required from time to time to perform other duties as may be required by the organisation for the efficient running of the company and the charity. This Job Description is non-contractual; it will be reviewed from time to time and may be subject to change.
Person Specification
Education Level:
Necessary: Educated to A Level standard
GCSE’s including English and Maths
Desirable: Certificate in Personnel Practice or vocational qualification
Office Administration or other recognised administrative qualification
Skills:
Necessary: Excellent interpersonal and communication skills
Strong analytical skills with a good eye for detail – accuracy in communications and calculations
essential
Excellent IT skills including intermediate Excel skills
Experienced Database user
Good level of numeracy
Able to work to deadlines
Methodical and organised
Proactive, innovative and responsive approach to work
Knowledge:
Necessary: Good working knowledge of all MS Office applications
Understanding of payroll and related processes
Desirable: Understanding of Home Office Asylum and
Immigration policy (training can be provided)
Experience:
Necessary: Experience of working within an HR and payroll function in a similar role
Experience of administering payroll
Office Administration
Experience in HR/payroll databases
Desirable: Experience of using the ADP HR/ Payroll system
Personal Attributes: Confidentiality
Tact and diplomacy
Ability to work within a team
The ability to be organised whilst being adaptable to changing requirements
Must be able to visit EFHL premises when required
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