Responsibilities

To carry out all administrative duties for the Human Resources function, including:

• Undertake all HR administrative activities, ensuring the accurate, efficient and timely delivery of HR services across the employee lifecycle.
• Provide guidance to managers and employees on HR policies, procedures and systems within established guidelines.
• Coordinate HR data and processes with OTOC Shared Services, including Payroll, Benefits, Pensions, Mobility and Tax, and support related projects and initiatives.
• Maintain and update employee data within ESS, HR4U, absence management and payroll systems, ensuring data integrity, system alignment and a high level of accuracy.
• Prepare and submit monthly payroll changes, ensuring Payroll is informed of all employee movements and compensation and benefit changes within agreed deadlines. Complete monthly BACS sign-off and net pay analysis approvals.
• Produce regular and ad hoc HR reports using HR systems and Excel to analyse, interpret and present data to support business and HR requirements.
• Provide reporting and analytical support to the HR team and other departments, including monthly, annual and ad hoc reporting.
• Maintain and regularly update HR Hub content, ensuring information remains accurate and relevant.
• Manage Short-Term Business Visitor (STBV) reporting and related compliance activities.
• Prepare and submit the annual PAYE Settlement Agreement (PSA) to HMRC.
• Coordinate the provision of HR, payroll and company car data for insurance renewals, compliance reporting, audits and HSE requirements.
• Manage the Company Car Scheme, including vehicle allocation, policy compliance, driver behaviour monitoring, driver training coordination, fines administration, P11D reporting, supplier liaison, invoice reconciliation and reporting.
• Process HR-related invoices, ensuring accuracy, obtaining appropriate approvals and liaising with suppliers and Finance to ensure timely payment.
• Support the recharge process by validating recharge files, coordinating invoice requests and approvals, maintaining service level agreements and monitoring the timely settlement of intercompany charges.
• Support internal and external audits by providing data, analysis and management reporting, and act as the HR representative throughout audit processes.
• Support the Deputy Head of HR and the Head of HR with projects, initiatives and continuous improvement activities.
• Ensure effective HR processes and controls are implemented, maintained and continuously improved.