Recruitment/Payroll Administrator

ASCO - Workforce Solutions; Aberdeen City; Hybrid; GBP 23,000 - 31,000; Full time

Job summary

ASCO Workforce Solutions is seeking a Recruitment/Payroll Administrator to support the recruitment team, reconcile timesheets, process payments and invoicing, and assist with onboarding of contractors. The role requires strong numeric, planning and reporting skills, with hybrid working in Aberdeen.

The successful candidate will maintain confidentiality, coordinate with finance, and ensure compliance requirements for training and accreditations are met.

Qualifications

• Experience in business financial administration or payroll support.
• Ability to build relationships with colleagues and customers.
• Comfortable in a fast-paced environment with changing workloads.
• Strong written and verbal communication skills.
• Ability to work independently while supporting the wider team.
• Demonstrated commitment to accuracy and confidentiality.

Responsibilities

• Coordinate weekly/monthly timesheet approvals with supporting receipts.
• Process contractor payments and holiday accrual with high accuracy.
• Raise back-up invoices and liaise with finance for billing.
• Provide monthly statistics on holiday accrual and man hours.
• Assist with contractor pay rate changes and backpay calculations.
• Set up new workers in the recruitment ATS and alert finance.
• Verify bank details for starters before payroll entry.
• Approve manual/advance contractor payments when needed.
• Ensure compliance training and accreditations are up to date.
• Produce HR reports on medicals, starters and leavers.

Skills

Customer focus

Relationship management

Adaptability

Interpersonal communication

Independent work

Continuous improvement

Planning & organisation

Microsoft Office

Education

National 5 English & Maths

Tools

Recruitment ATS

Job description

Hours of Work: Monday to Friday 37.5 hrs per week (Hybrid working available)

Recruitment/Payroll Administrator

Employment Type: FTC (12 months)
Location: Aberdeen
Closing Date: 19 October 2026

The successful candidate will act as a focal point to ASCO Workforce Solutions. 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.

Roles & Responsibilities

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

• Process manual contractor payments via internal ATS such as bonus payments and holiday accrual, ensuring a high level of accuracy.

• Raise back-up invoices for timesheets, expenses and any 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 contractors pay rate changes, including the calculation of any backpay and updating relevant systems and teams.

• Setting new workers up on the internal recruitment ATS and notifying finance team of new starters.

• Verify bank details for new starts 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.

• Responsible for encouraging innovation by constantly monitoring and improving Business Support processes.

• Always maintain confidentiality and discretion.

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

• Accustomed to working effectively in a fast-paced environment, flexible and can adapt to changing workloads and priorities, where high standards are not compromised under pressure

• Strong interpersonal and communication skills both verbal and written

• Ability to work stand-alone while positive contributor to the wider team

• Motivated to achieve the highest standards of performance and customer support, maintaining a culture of continuous improvement and innovation

• Solutions based with strong planning, organising and numeric skills, and excellent attention to detail

• Computer literate with well-developed IT skills across the Microsoft suite and a practical understanding of data entry and reporting applications

Minimum Qualifications

• National 5 English, Maths or equivalent

Desirable Qualifications/Competencies

• Payroll management

• Experience with Recruitment ATS system