HR and Payroll Administrator - Venus

You will be responsible for:

HR Systems & Reporting

• Maintain and update the HRIS with accurate employee information.
• Manage personnel files (digital and physical): create new files, archive old ones, and securely dispose of outdated records.
• Generate HR metrics and reports including headcount, turnover, and absence data to support business insights.
• Send weekly employee reports to Booker HR Admin for SAP processing.
• Notify People Data Queries of new joiners to request SAP position numbers, then forward the details to Booker HR Admin.
• Provide weekly operations clock card, pulse, and period reports to the Accounts Assistant.
• Set up Supervisor and employee portal login details and share custom step-by-step user guides.
• Create and maintain monthly organizational structure charts.
• Manage statutory leave processing, including SSP, SMP, and SPP.

General HR Administration

• Monitor daily clocking’s for all staff, liaise with managers/supervisors regarding anomalies or missing data, and gain approval for overtime.
• Manage and process employee data change requests (e.g., personal info, job titles, hours).
• Maintain holiday entitlement records by generating and sending leave balance reports to managers to prompt holiday planning throughout the year.
• Draft, email, and post formal employee letters (e.g., contract variations, welfare meetings, disciplinary invites, pay increases, proof of employment).
• Provide employment references for ex-employees upon request.
• Manage Right to Work compliance, including setting reminders for document expirations and prompting managers to obtain updates.
• Arrange accommodation and travel for new joiners (now passing this responsibility to managers).

Employee Benefits

• Email employees’ pension auto-enrolment letters and manage opt-out process, ensuring correct documentation and follow up.
• Enrol employees into their pension and submit their contributions.
• Assist with the annual private healthcare scheme renewal process.
• Request replacement employee discount cards and follow up on any outstanding issues.

Performance & Development

• Track probation periods and remind managers of upcoming reviews via email and attach the probation review template for ease.
• Chase completed probation forms for recordkeeping and file.
• Prepare and issue probation extension letters where applicable.
• Track training completions and store all staff training certificates.
• Arrange external training courses for employees as required.
• Coordinate internal Booker training sessions (e.g., GDPR, Competition Law, Anti-Bribery, Information Security, HICOM).
• Advise managers on formal processes for addressing underperformance.
• Support managers with drafting and managing PIPs.
• Create and issue training agreements when applicable.

Payroll Duties

• Generate and submit journal reports to Accounts monthly.
• Download and reformat monthly staff timesheets.
• Ensure all overtime is authorized prior to starting payroll.
• Input SSP, SMP, and SPP days into payroll system, ensuring correct documentation is provided.

General H&S Responsibilities

• Report and assist in investigating incidents or near-misses.
• Maintain my H&S folder with all documentation (e.g., PAT tests, lighting checks, audits).
• Distribute the H&S handbook and Employee handbook to all new starters.
• Manage uniform inventory and maintain supplier relationship.
• Coordinate the Health & Safety Committee. Track and communicate outstanding action items.
• Arrange annual H&S audits and Legionella audits and follow up on action points.
• Implement DSE assessments and ensure any action points are addressed.
• Liaise with Booker H&S team when needed.
• Keep product data sheets current and accessible.
• Maintain compliance checklists (e.g., racking, Legionella) and ensure proper usage across teams.
• Conduct and log regular fire alarm tests.
• Arrange fire extinguisher servicing as required.
• Assist in evacuation drills and liaising with emergency services.
• Keep fire marshal contact lists current and visible.
• Ensure the stock in the first aid kits on site are maintained.
• Record and report incidents in both the accident book and digital system and report incidents to HICOM.
• Keep F