HR & Payroll Specialist

Job Summary

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In this role the incumbent will manage all aspects of pay and benefits for all employees and ensuring the HR system, including T&A contains accurate data. Responsible for processing the monthly payroll and for administering all benefits, applications and queries associated with pension, medical insurance and annual bonus payments. Additionally, the role is responsible for all HR administration and assisting with recruitment, training and development and HR inductions. The role reports to the Human Resources Manager.

Essential Duties and Responsibilities:

Assist with the recruitment and selection for all hourly positions (screening, interviews, aptitude tests, references, medicals, offers etc.). Support the recruitment process for all other roles within the organization as needed. Assist with employee on-boarding, ensuring robust induction and training plans are in place for all new hires. Support department managers with induction training for all new hires, via Connect 2 West and with promotions / talent development via LMS. Set-up of starters, leavers and organizational changes as well as all other payroll amendments for active employees in the West SAP system including annual increases and bonus payments. Accurate data input of all employee and employer pension contributions, attachment of earnings and statutory payments directly to the ADP payroll system. Reviewing the ADP T&A system for data accuracy, including overtime, unpaid absences and company sick pay. Reviewing payroll results after a trial payroll run and making any necessary corrections. Raise service desk tickets as necessary in the ADP Communications portal. Review and approval of the final run, reconciliation of the bank transfer total and providing authorization for BACS Release. Reconciling all pension related wage types and upload of auto enrolment and payment information to the AVIVA portal. Reconcile all other 3rd party payments in the same way. Creating manual payment requests for AVIVA and all other 3rd party payments and upload to GFS Payments with reconciliation spreadsheets. On receipt of the FPS Submission data, update the WTR files with PAYE deduction data and send to GFS Payments with manual payment requests for the HMRC submissions. Respond effectively to all payroll related queries from employees. Set-up of starters and leavers plus any other amendments for pensioners payroll including annual increases and arrears adjustments direct to the ADP payroll system (liaising with Mercer/Aptia and the DB Scheme trustees for accurate information) . Review of trial, final, and sign – off process for pensioners payroll (same process as for active employees). Ensure advice to Aptia for the bank transfer required from the Trustee bank account. Attending monthly production call with ADP. Reconciling ADP invoices. Providing month end reports for Finance and HSE. Managing employee benefits relating to employee stock purchase, stock options and RSUs and submission of the ERS report to HMRC via PAYE online Provision of accurate BIK data for P11Ds Support the design, implementation and ongoing administration of key compensation and benefit arrangements. Liaising with providers and organizing employee briefings as required. Support training for the site through the LMS system and establish training curricula/matrix for each role. Provide guidance in the development of training material. Maintenance and continuous improvement of the HR software systems to include liaison with the relevant software suppliers and corporate IT eg (SAP HC, ADP, WTG, HR Sharepoint etc). Responsible for the coordination and/or support of various HR/business initiatives, eg Employee Wellness, Investors in People, West without Boarders etc. Responsible for the monthly reporting of all key HR KPI data and Employee metrics. Lead and demonstrate corporate social responsibility through both corporate and local initiatives. Act in accordance with the Company’s Guiding Principles and adherence to the corporate Code of Conduct. Compliance to all local site Environmental, Health and Safety regulations. Compliance to all local site company policies, procedures and corporate policies. Other duties as assigned.

Health, Safety & Environment

Take reasonable care for their own safety, health and welfare and that of any other person, who may be affected by his/her acts or omissions while at work. Work in a safe manner and stay alert, in order to avoid injury to themselves or other employees and avoid damage to the company’s equipment and property. Follow all safety rules and requirements and provide feedback to co-workers working unsafely. Use any personal protective equipment or clothing, suitable appliance, equipment or other means for securing his/her safety, health and welfare while at work. They shall not perform a job that for they were not trained to perform and they shall inform their supervisor in this case. Partner with management on all the provisions taken by West to ensure the safety, health and welfare of its employees. SEE-DO-SAY Something: Respond to unsafe conditions, unsafe acts and near misses. Apply mitigation measures, and report to supervisor. Stop Think Act: Discuss problems openly with colleagues and leaders before taking action in a non-routine situation. Employees will not intentionally or recklessly interfere with or misuse any appliance, protective clothing, equipment or other means provided. Each employee will attend and follow training required by West. Employees shall not be under the influence of intoxicating substances such as alcohol or drugs and inform their supervisor of a disease, illness or prescribed medication that may add to risk.

Basic Qualifications:  

Preferably degree or HNC qualified or able to demonstrate competence gains from a similar role.

Preferred Knowledge, Skills and Abilities:

5+ years of experience in a HR Generalist/Payroll role with emphasis on payroll and HR administration. Demonstrable experience in year end reporting. Experience with excel. Excellent interpersonal skills with the ability to work effectively with staff at all levels of the organization. Experience in stakeholder management. Experience of operating in a continuous process improvement environment. Manage conflicting priorities to tight deadlines and to a high quality. Excellent communication skills. Self-starter. Ability to work on own initiative, pro-active. Strong competence in IT.

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