HR and Payroll Administrator

Daiwa Capital Markets Europe Ltd; Greater London; Hybrid; GBP 32,000 - 42,000; Full time

Job summary

Daiwa Capital Markets Europe Ltd is seeking an HR Admin professional to support payroll and benefits administration within the People Operations team. The role focuses on accurate payroll inputs, benefit reconciliations, and data integrity across HRIS systems.

You will handle employee changes, queries, recruitment tasks, and ensure compliance with GDPR and labour laws while leveraging AI tools to drive efficiency and accuracy.

Qualifications

• Experience in HR administration or payroll preparation.
• Qualification in HR or Payroll is advantageous.
• Proficiency in Microsoft Excel for data preparation and reporting.

Responsibilities

• Prepare monthly payroll input files for review and approval.
• Process employee changes including starters, leavers, salary changes, and updates.
• Validate information from employees, managers, and external providers.
• Ensure payroll inputs are accurate and meet deadlines.
• Support year-end payroll activities and distribution of tax documents.
• Administer employee benefit schemes and reconcile provider invoices.
• Respond to routine employee queries and manage the Payroll & Benefits mailbox.
• Maintain and update employee records in the HRIS ensuring confidentiality.
• Administer recruitment activity from job posting to feedback collection.
• Ensure compliance with employment laws and data protection requirements.
• Utilise AI tools to improve efficiency and document processes.

Skills

HR administration

Payroll preparation

Microsoft Excel

Education

HR or Payroll qualification (CIPD Level 3 or Payroll Technician Certificate)

Tools

Microsoft 365 Copilot

Job description

To provide administrative and operational support within the People Operations Team, focusing on employee data management, payroll preparation for our outsourced provider, and general HR administrative duties. The role ensures data accuracy, compliance with company policies and labour laws, and the delivery of excellent service to employees and stakeholders.

Payroll Administration (Outsourced):

• Prepare monthly payroll input files for review and approval.
• Process employee changes including starters, leavers, salary changes, benefit deductions, and personal information updates.
• Validate information received from employees, managers, and external providers.
• Ensure payroll inputs are prepared accurately for review and within agreed deadlines.
• Escalate discrepancies, errors, or missing information where appropriate.
• Conduct post-payroll checks to verify the accuracy of payments and resolve discrepancies.
• Support year-end payroll activities, including reconciliation and distribution of tax documents (e.g. P60s).

Benefits Administration:

• Administer employee benefit schemes, including enrolments, amendments, and leavers.
• Prepare monthly benefit payment schedules and supporting information for review.
• Reconcile benefit provider invoices against employee records.
• Liaise with external providers to resolve routine queries.
• Support the People Ops (Payroll and Benefits) Coordinator with annual renewals and employee benefit communications.

Employee Queries and Mailbox Management:

• Manage the Payroll & Benefits shared mailbox.
• Respond to routine employee queries in a professional and timely manner.
• Maintain records of ongoing requests and ensure actions are completed.
• Escalate complex or sensitive matters appropriately.

People Services:

• Provide support and cover to People Operations Coordinator to:
• Administer employee lifecycle processes, on-boarding contract generation, role changes, and off boarding.
• Maintain and update employee records in the HRIS system, ensuring accuracy and confidentiality.
• Respond to routine employee inquiries related to HR and payroll through shared service platforms, ensuring prompt and accurate resolution. Escalate more complex or sensitive queries appropriately.
• Administer recruitment activity, from job posting to CV management, interview arranging and collating interview feedback, ensuring a positive candidate experience.

Data Accuracy, Confidentiality and Compliance

• Handle sensitive employee information with the highest level of confidentiality.
• Ensure all employee data is complete, accurate, and maintained in line with company policies and data protection requirements.
• Identify and elevate data risks and inconsistencies.

Technology and Continuous Improvement

• Utilise Microsoft 365 Copilot and other AI-enabled tools to improve efficiency.
• Support the automation and simplification of administrative processes.
• Maintain process documentation and knowledge articles.
• Contribute ideas to improve employee experience and team operations.

Compliance and Auditing:

• Ensure compliance with employment laws, payroll regulations, and organisational policies.
• Support internal and external audits by providing required data and documentation.
• Maintain data confidentiality and security in accordance with GDPR or equivalent standards.

Skills and Experience needed:

• Strong organisational and multitasking abilities.
• High attention to detail and accuracy in handling numerical and employee data.
• Excellent communication and stakeholder management skills.
• Problem-solving skills and a customer-focused approach.
• Has excellent attention to detail and takes pride in producing accurate work.
• Understands the importance of handling confidential employee information.
• Is organised and capable of managing multiple priorities.
• Enjoys working with data and systems.
• Has strong written and verbal communication skills.
• Is proactive and willing to take ownership of tasks.
• Is curious about technology and comfortable using AI-powered tools.
• Enjoys working as part of a team and building positive relationships with colleagues, employees, and external partners.

Qualifications:

• Previous experience in HR administration, and/or payroll preparation is preferrable.
• Qualification in HR or Payroll (e.g., CIPD Level 3 or Payroll Technician Certificate) advantageous.
• Proficiency in Microsoft Office Suite, particularly Excel for data preparation and reporting.