Job Title: HR Team & Payroll Administrator

Job Description

Job Title: HR Team & Payroll Administrator

Department: Human Resources

Directorate: Human Resources

Responsible to: Senior HR Business Partner, London Zoo & Central Functions

Dotted line to: Payroll Manager (Finance)

Job role split*: HR Team Administrator: 0.6

HR Payroll Administrator: 0.4

*It is envisaged that this role will spend 1 day a week plus the payroll processing week in the Finance department and the rest of their time within HR.

Job Description

Key Purpose of the Job

Payroll purpose: To support the Payroll & Pensions Manager with the monthly payroll processes, actioning amendments, preparing overtime data and to interrogate payroll data.

HR purpose: To provide effective and efficient HR administrative support to the HR department and assist the HR Director with administrative support and diary management. To organise and manage the staff events held at the ZSL Regents Park site.

Responsibility for Resources

People

This role has no supervisory or line management responsibilities. Some delegation may be required to seasonal or temporary administrative staff.

Other

· Plant, machinery, equipment, materials and products

o Normal office equipment and meeting resources.

· Financial resources

o Small budget to spend on staff events in liaison with the HR Business Partner, some administrative involvement in invoice administration and small budget to spend on stationary.

· Confidentiality

o High confidentiality is needed as the post holder has full access to staff records and payroll data. Also, the post holder will be responsible for taking accurate minutes at confidential employment relations related meetings.

o Keep up to date with GDPR and retention schedules.

· Animals

o No responsibility for the safeguarding of animals.

Payroll main duties and key responsibilities

· To be responsible for the internal payroll email inbox, answering queries and preparing data.

· Preparing overtime data for system upload.

· Interrogating payroll data post payroll in conjunction with the Payroll Manager.

· In the absence of the Payroll Manager, run the monthly payroll process from start to finish, ensuring appropriate authorisation is sought.

HR main duties and key responsibilities

· Assisting the HR Director as required, such as, but not limited to: management of the HR Director’s diary; organising meetings and events, providing refreshments and/or ordering refreshments with internal caterer etc. photocopying, typing and meeting minutes, PowerPoint presentations, collating information.

· Ensures that there are sufficient contract packs prepared for the issuing of employment contracts.

· Processing invoices via the finance systems.

· Ensuring that the electronic HR files are kept in order and are easily accessible for the HR team.

· Being responsible for putting HR notices on the London noticeboards.

· Ordering stationary and other items for the HR Department.

· General upkeep of office, equipment, storage, paper files/documents and electronic files/documents etc.

· Supports the wider HR team and the HR Systems and Contracts Administrator with other administrative tasks such as, but not limited to, filing, minute taking in HR meetings, dealing with internal and external post, scanning & data management & other ad-hoc duties as required.

· Organising and delivering staff events at the Regents Park site e.g. Pub Clubs, Summer BBQ, long service awards, and the Christmas party. Running the regular Regents Park social committee.

· Supporting the wider HR team as and when necessary e.g. taking minutes at disciplinary/capability meetings and committee meetings.

· Dealing and assisting with mail-outs throughout the year e.g. complimentary tickets, pension mailings, annual salary increase letters etc.

· At peak times, assisting the Recruitment Manager and Recruitment Officer with contacting candidates, organising interviews, and supporting seasonal recruitment days.

· At peak times, supporting the Systems and Benefits team with administrative support, e.g. reference requests, and contract extensions etc.

· At peak times, supporting the Training and Organisational Development Coordinator with admin e.g. PDR collation, scanning, and record keeping.

· To support reward panels with process administration.

· To be Intranet HR contact, ensuring it is kept up to date and relevant.

· Ensuring that the HR Department is fulfilling sustainability objectives of ZSL by being the Environmental Champion.

Building relationships

· Tact and sensitivity is needed in the handling of sensitive staff data.

· Communication with staff at all levels is required on a daily basis as well as some external communication.

Mental Demands

· Needs to be able to concentrate on tasks in an open plan office whilst also dealing with a constant stream of visitors and phone calls.

· Accuracy in recording and inputting data is essential.

Flexibility

· Strong ability to be flexible in terms of fluctuating workloads, urgent queries and regular mandatory tasks.

Working Conditions

· This post is office based with an occasional need to work from Whipsnade Zoo.

Expectations of job holder

· To ensure that the equal opportunities policy is adhered to and promoted in all aspects of the post holder’s work.

· To ensure effective quality control and continuous improvement in all aspects of the work and responsibilities attached to this post.

· Demonstrate professionalism towards sensitive and confidential information.

· To comply with and promote Health and Safety policies and procedures and to undertake recommended Health and Safety training as and when necessary.

· To be committed to professional self-development, through participation in in-service training as necessary for the successful carrying out of the job.

· To undertake such other duties as are commensurate with the grade of the post.

NB: This job description is designed to outline a range of main duties that may be encountered. It is not designed to be an exhaustive list of tasks and can be varied in consultation with the post holder in order to reflect changes in the job or the organisation.

Person Specification

Qualifications & Experience

· Educated to A Level standard or equivalent.

· Prior experience in working in a busy payroll team or ideally running a payroll from start to finish

· Previously worked in a busy HR environment in a generalist administrative role

· Experience with HRIS systems, desirably iTrent

· Strong planning and organisational skills with some experience in organising meetings and events.

Knowledge

· Working knowledge of HR database systems

· Knowledge of pensions would be desirable

· Basic knowledge of employee relations processes and procedures.

· Strong understanding of the application of data protection rules in a data sensitive environment.

Skills & Abilities

· Advanced skills in using MS office packages, specifically Excel

· An ability to manage competing priorities and stakeholders from a variety of levels within the organisation

· Excellent communication skills both within the HR team, and across the wider organisation

· Ability to stay calm and work well under pressure

· Able to use initiative, pre-empt problems and take a logical approach to situations.

Other Requirements

· Friendly individual who enjoys working in a team

· Willing to work flexibly during busy times.