Recruitment/Payroll Administrator

ASCO Group; Aberdeen City; Hybrid; GBP 22,000 - 28,000; Full time

Job summary

ASCO Group is seeking an organised administrator to support the ASCO Workforce Solutions recruitment team. The role includes timesheet reconciliation, payroll liaison, invoicing for contractors and clients, and assisting with contractor onboarding and PPE orders.

You will coordinate approvals, process contractor payments, maintain monthly reports, verify bank details for new starters, and ensure compliance with training requirements. Hybrid working is available.

Qualifications

• Customer-focused with a proven track record in financial/administrative administration.
• Experience building effective relationships with colleagues and customers.
• Able to adapt to a fast-paced environment with changing workloads and high standards under pressure.
• Strong verbal and written communication skills.
• Able to work independently while contributing to the team.
• Motivated to maintain high performance and continuous improvement.
• Strong planning, organising and numeric skills with attention to detail.
• Proficient with data entry and reporting applications.

Responsibilities

• Perform admin duties to support the recruitment team and day-to-day activity.
• Reconcile timesheets and pass payment actions to payroll.
• Handle invoicing for customers and workers; assist onboarding of contractors.
• Coordinate weekly/monthly timesheet and expense approvals with receipts attached.
• Process manual contractor payments and back-pay where applicable.
• Raise back-up invoices for timesheets and expenses for finance.
• Provide monthly HR statistics and reports (medicals, starters, leavers).
• Verify bank details for new starters; coordinate contractor payments with approvals.
• Maintain PPE ordering and distribution; support wider Business Support teams.

Skills

Customer focus

Relationship building

Adaptability

Interpersonal communication

Team player

Attention to detail

Data entry

Numeric skills

IT skills

Tools

Microsoft Office

Job description

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

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.

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