Recruitment/Payroll Administrator

ASCO Group Limited; Aberdeen City; On-site; GBP 25,000 - 35,000; Full time

Job summary

A recruitment and workforce solutions firm in Aberdeen City is seeking a Recruitment/Payroll Administrator. This role includes coordinating timesheet approvals, processing contractor payments, and managing onboarding and invoicing. Candidates should have National 5 / Higher Level qualifications in English and Maths, strong customer-service skills, and experience with Microsoft Office and ATS systems. This position supports continuous improvement within the team and ensures compliance with training certifications.

Qualifications

• Customer-focused with a proven track record in financial administration.
• Strong interpersonal and verbal communication skills.
• Ability to work independently and adapt to changing workloads.

Responsibilities

• Coordinate weekly and monthly timesheet approvals.
• Process manual contractor payments ensuring accuracy.
• Raise backup invoices for expenses and associated payments.

Skills

Customer-focused

Interpersonal skills

Organizational skills

Attention to detail

Communication skills

Computer literacy

Education

National 5 / Higher Level in English, Maths and Arithmetic or equivalent

Tools

Microsoft Office

Recruitment ATS systems

Job description

We are currently recruiting for a Recruitment/Payroll Administrator to act as a focal point to ASCO Workforce Solutions workers. This role will perform administrative duties to support the day to day activity of the ASCO Workforce Solutions recruitment team, undertake timesheet reconciliation passing payment actions to the payroll team, invoicing (customer and worker), assisting with the onboarding of contractors, PPE orders and dealing with contractor queries.

Key Responsibilities

Coordinate weekly and monthly timesheet and expense approvals, ensuring relevant evidence such as receipts are attached.

Process manual contractor payments via the internal ATS (e.g. bonus payments and holiday accrual), ensuring a high level of accuracy.

Raise backup invoices for timesheets, expenses, and associated payments (such as bonuses) to be sent to finance for billing.

Liaise with the finance team to provide monthly statistics such as holiday accrual and man hours.

Support contractor pay rate changes, including calculating any backpay and updating relevant systems and teams.

Set up new workers on the internal recruitment ATS and notify the finance team of new starts.

Verify bank details for new starters prior to entry into the HR payroll system.

Coordinate and obtain approval for manual or advance contractor payments when required.

Ensure all workers hold valid, in-date training certifications and accreditations in line with compliance requirements.

Produce and maintain business reports, including monthly reporting for HR relating to medicals, new starters, and leavers.

Provide administrative support to the recruitment team, responding to queries from contractors and clients.

Manage and coordinate the ordering and distribution of PPE for contractors.

Carry out general administrative duties to support the wider Business Support and recruitment teams.

Encourage innovation and process improvement by monitoring and improving Business Support processes.

Maintain confidentiality and discretion at all times.

Minimum Qualifications

National 5 / Higher Level English, Maths and Arithmetic, or equivalent.

Minimum Competencies (Skills, Knowledge and Behaviours)

Customer-focused with a proven track record within a business financial administration role.

Experienced in developing and maintaining effective relationships with colleagues and customers.

Comfortable working in a fast-paced environment, adaptable to changing workloads while maintaining high standards.

Strong interpersonal and communication skills, both verbal and written.

Ability to work independently while contributing positively to the wider team.

Motivated to achieve high standards of performance and customer support, supporting continuous improvement.

Solutions-focused with strong planning, organisational, and numerical skills, and excellent attention to detail.

Computer literate with well-developed Microsoft Office skills and experience with data entry and reporting systems.

Desirable Qualifications / Competencies

Experience using Recruitment ATS systems.