Provides HR and payroll administration across the employee lifecycle. Coordinates monthly payroll with an outsourced provider, maintains accurate confidential records, handles employee queries, and supports recruitment, offers, onboarding, employee relations, and wider HR activities. The role requires strong organization, numerical accuracy, communication, customer service, deadline management, problem-solving, and proficiency with HR systems, Microsoft Office, and spreadsheets.
The HR & Payroll Administrator provides efficient, accurate and responsive administrative support across the employee lifecycle, with particular responsibility for coordinating payroll and recruitment processes.
The role acts as the key administrative link between PFEW and its outsourced payroll provider, ensuring employee and payroll information is accurate, complete and submitted within agreed deadlines. The postholder will also coordinate recruitment processes from vacancy approval through to appointment and onboarding, while providing high-quality administrative support to the wider HR team.
The role acts as the key administrative link between PFEW and its outsourced payroll provider, ensuring employee and payroll information is accurate, complete and submitted within agreed deadlines. The postholder will also coordinate recruitment processes from vacancy approval through to appointment and onboarding, while providing high-quality administrative support to the wider HR team.
Key Responsibilities
Payroll Administration
- Coordinate the monthly payroll process, collating, checking and submitting accurate payroll information to the outsourced payroll provider within agreed deadlines, including starters, leavers, contractual changes, absence and other relevant payroll changes.
- Act as the day-to-day point of contact with the payroll provider, responding to queries, investigating discrepancies and errors, and ensuring appropriate corrective action is taken.
- Check payroll reports and information received from the provider, working with HR and Finance colleagues to ensure changes have been processed accurately and maintaining appropriate payroll records and audit trails.
- Respond to employee payroll queries, liaising with the payroll provider where necessary and escalating more complex matters appropriately.
Recruitment and Onboarding
- Support the Talent & Reward Manager with recruitment processes from vacancy approval to appointment, including preparing and posting advertisements, arranging interviews, communicating with candidates and maintaining accurate recruitment records.
- Prepare offer documentation and contracts, undertake pre-employment processes and coordinate onboarding activities to ensure new starters receive an efficient and professional experience.
- Where required, support managers throughout the recruitment process, providing guidance on recruitment processes and ensuring appropriate documentation is completed.
HR Administration and Employee Lifecycle
- Provide comprehensive HR administration across the employee lifecycle, including starters, contractual changes, family leave, absence and leavers, preparing correspondence and working with the Data and Systems Analyst to provide accurate information to ensure they can keep HR records and systems updated accurately and promptly.
- Manage the HR Mailbox and act as a first point of contact for routine HR enquiries, responding directly where appropriate and referring advisory or more complex matters to the relevant HR colleague.
Team Support
- Provide administrative support for employee relations activity, including arranging meetings, preparing correspondence and documentation and taking notes where required.
- Support wider HR and L&D activities, projects and team priorities as required, contributing to an efficient and responsive HR and L&D service.
NB Please note that these duties and responsibilities are not exhaustive and may be changed from time to time in line with the reasonable requirements of the Police Federation and as directed by the line manager, on behalf of the CEO.
Skills, Knowledge and Expertise
Experience
Essential
- Experience in an HR, payroll, recruitment or equivalent administrative role.
- Experience of processing and maintaining accurate, confidential employee or payroll information.
- Experience of working with HR, payroll or other business information systems.
- Strong administrative experience with responsibility for managing deadlines and competing priorities.
- Experience of delivering a high standard of internal or external customer service.
Desirable
- Experience of administering payroll in house or in conjunction with an outsourced payroll provider.
- Experience of coordinating recruitment and onboarding processes.
- Experience within a busy HR or People team.
Skills and Knowledge
- Excellent organisational and administrative skills, with strong attention to detail and accuracy.
- Good numerical skills with the ability to identify and investigate discrepancies in payroll and employee information.
- Strong written and verbal communication skills.
- Confident working with HR systems, Microsoft Office and spreadsheets.
- Ability to manage recurring deadlines and prioritise work effectively.
- Ability to handle sensitive and confidential information appropriately.
- Strong customer service skills with a helpful, responsive and professional approach.
- Ability to work collaboratively while taking ownership of allocated processes and responsibilities.
- Good problem-solving skills and the confidence to follow up outstanding information and resolve routine issues.
- Understanding of confidentiality and data protection requirements within an HR environment.
Qualifications
- Good standard of general education, including English and Maths or equivalent.
- CIPD or payroll-related qualification would be advantageous but is not essential.
Benefits
We offer multiple benefits to our HQ employees including: working flexibly, hybrid working, competitive salary, life assurance, private healthcare, enhanced pension contribution, enhanced leave, employee assistance program, onsite free lunches and refreshments, free onsite gym, free onsite parking, 26 days holiday (increasing with length of service), mental health clinics, support for continuous professional development, employee discounts and more….
About
The Police Federation of England and Wales is the staff association representing 150,000 police officers and special constables up to and including the rank of chief inspector. We have a statutory obligation to ensure the views of our members are accurately relayed to government, opinion formers and key stakeholders. To ensure this we measure the work we do and what we seek to achieve against our organisational aims and objectives.
Police Federation of England and Wales Mole Valley, England Office
Mole Valley, United Kingdom
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