PRIMARY FUNCTION

Supporting the UK Implementation Team Lead in all aspects of payroll implementations undertaken by the team, with the main focus being on UK Implementations.

Implementing and processing complex payrolls accurately in a timely manner, ensuring that they work effectively with internal and external customers to deliver the work in an efficient and professional manner to the satisfaction of the clients.

Building effective relationships with internal and external customers to deliver the work in an efficient and professional manner to the satisfaction of the clients.

Assisting the UK Team with quotes to payroll clients for services and ad hoc work.

Providing support to Implementation Administrators within the team.

ROLES & RESPONSIBILITIES

Principal Duties

  • Implementation of UK payrolls following current UK legislation
  • Internal set up of new clients using Implementation Set Up Checklist 
  • Preparation of Kick Off Meeting items such as agenda, presentations and templates
  • Attendance at Kick Off Meetings subject to business requirements in line with activpayroll policies 
  • Co-ordination of data flow with the client during implementation
  • Constructive and documented feedback to client during parallel stage of implementation 
  • Preparation of all required inputs for the weekly implementation calls including PSR, project plan and action tracker
  • Ensure strict compliance with agreed deadlines
  • Co-ordinating and participating in conference calls
  • Ensure the Global Implementation Manager is kept informed of any risks for delivering projects or implementations in the agreed timescales
  • Maintain communications with clients, employees, 3rd party vendors & internal stakeholders in an efficient and timely manner
  • Ensure that the Global Implementation Manager is kept informed of any issues or errors that should arise and CAR forms raised if applicable
  • Preparation of payroll calendars and checklists
  • Co-ordinating data as per agreed payroll calendar
  • Ensuring the payroll manual is relevant, up-to-date and is used at all times
  • End to end processing of UK payrolls following current UK legislation
  • Completing and following a Payroll Checklist for every payroll processed
  • Identifying improvements to the payroll team and discussing with the Global Implementation Manager
  • Answering queries from employees, clients and partners
  • Ensuring comprehensive payroll records are maintained and stored as per the agreed filing procedure and naming convention
  • Preparation of monthly governance reports by country for all clients
  • Compliance with company procedures
  • Accurate time recording, to enable invoice procedure
  • Ensuring all monthly paperwork is completed accurately and on time
  • Undertake non-routine, complex project-type work requested by clients
  • Ensuring compliance with data protection regulations
  • Ensuring all areas of the implementation are complete using the Handover Checklist before handing over to ongoing delivery teams
  • Participate in lessons learned sessions following implementations as required 
  • Attending regular implementation meetings and ensuring all actions are completed from these meetings
  • Assisting the Global Implementation Manager in handling queries from potential new clients
  • Assist Administrators with complex queries received internally and externally

Technical / Operations

Main functions may include some or all of the following:

  • Proactively follow and enforce importance of standard business processes with reference to BMS
  • Proactively follow and enforce importance of implementation end-end process 
  • Create and follow Action Trackers for the smooth implementation of new clients
  • Provide guidance / assistance to the Global Implementation Manager when required
  • Proactively keep up to date with UK legislative changes including Pension Auto Enrolment
  • Proactively keep up to date with changes in HMRC legislation including RTI
  • Ensure knowledge of customer service standards
  • Provide technical / professional guidance and support to other team members and departments when necessary
  • Identify opportunities to enhance / improve operational processes, procedures, etc.

General

  • Main functions may include some or all of the following 
  • Must be prepared to work out-with core office hours when required
  • Required to visit new and existing clients at their premises
  • Acts in a professional manner at all times as is consistent with the visions and values of the company

Service Excellence

  • Ensure that all Implementations and projects are within the agreed budget and timescale 
  • Review with Global Implementation Manager implementations and projects once resourced
  • Assistance in the preparation of payroll proposals & quotes

Team Focus

  • Demonstrate ability to work independently and as part of a team
  • Prioritisation of own workload on a day to day basis
  • Participate and contribute in all team meetings
  • Submitting any relevant information that can be discussed at monthly team briefs
  • Ensuring a safe working environment and raising any health & safety concerns immediately
  • Encourage knowledge sharing both internal and external to the payroll team
  • Supporting team members with workload as and when required
  • Share lessons learned and action any change requirements as necessary 
  • Demonstrate awareness of HR policies, procedures and best practice and in compliance with employment legislation.

Commercial Awareness

  • Identifying any process improvement areas and highlighting to Global Implementation Manager Showing initiative with new ideas
  • Identifying and highlighting to Global Implementation Manager, ad-hoc requests and opportunities for work that would incur additional fees
  • Compliance with internal procedure whereby Additional Work Requests / Ad Hoc work are approved by client prior to commencing internally
  • Ensure timesheets are accurately recorded in line with company's policies
  • High level of understanding of client agreements, service levels and billing rates 
  • Maintaining and reinforcing importance of GDPR requirements
  • High Level of awareness of company HR practices and procedures and employment legislation

Professional & Personal Development

  • Keeping up to date with legislative changes
  • Ensure that Appraisal objectives are reviewed with the Global Implementation Manager regularly
  • Feedback to Global Implementation Manager any training requirement identified for individuals or across the team

Competencies

  • Have proven numeric skills
  • Team player and good communicator
  • Positive attitude & approachable within the team 
  • A strong emphasis on accuracy and quality 
  • Ability to multi-task and to co-ordinate a series of different jobs concurrently
  • Ability to work under pressure and to strict deadlines
  • Good level of IT literacy; familiarity with databases and current software packages
  • Competent oral and written communication skills, with ability to evaluate queries and advise clients in a timely and professional manner
  • A high level of personal drive and self-motivation with an ability to work in isolation when required
  • A willingness to learn new tasks and be flexible
  • Customer-focused with a service-orientated approach
  • Payroll qualifications or willing to undertake study 
  • Minimum 5 years’ experience in payroll processing and administration
  • Solid knowledge of statutory processes and legislation in relation to UK payrolls including Real Time Information (RTI) and Pension Auto Enrolment (PAE)
  • Ability to build and maintain effective relationships internally, and externally with clients and third parties
  • Good management skills e.g. time management, people management, communication
  • Highly organised 
  • Self-starter, able to work on own initiative; generate ideas / improvements, etc. 
  • Able to plan and manage own and team’s workload to meet project/client deadlines
  • Project management and planning skills
  • Good working knowledge of PowerPoint, Excel, Word, Outlook, MS Project
  • Excellent working knowledge of payroll systems
  • Good general IT skills, experience of databases, data management, etc
  • Flexible and adaptable to help other activpayroll departments when necessary
  • Proactive approach to problem-solving

Apply now!

Send your cover letter and CV to: recruitment@activpayroll.com