Payroll Assistant

Location: Millbrook Proving Ground - Bedford, UK
Job Reference - HR PA 1
Working Monday to Friday 08:00 - 16:30

Reporting to – Payroll Manager

This role requires an experienced and enthusiastic individual who will be a good communicator and competent in payroll and administration.

Roles and Responsibilities

Payroll Processing

The role is to assist the Payroll Manager with the running of the payrolls. In the absence of the Payroll Manager the Payroll Assistant will be expected to run the payrolls.

  • To ensure Sage payroll is ready to run within the agreed timelines. Process information on starters, leavers, weekly timesheet hours, overtime, bonus, SSP, SMP, completion of P45 and P46 information, payments and deductions, etc
  • Input of time and attendance data into Sage on a weekly basis, checking data and raising queries if required. Running additional checks at month end to ensure Sage data is correct.  Querying any discrepancies
  • Dealing with payroll related tasks and queries
  • All day to day queries relating to Time Card Entry System hours and holidays, corrections and updates
  • Maintain “holiday and overtime” file on a regular basis
  • Record benefits and expenses for preparation of annual P11d returns
  • Produce P11d returns in line with HMRC reporting timelines
  • Payroll filing and archiving of payroll information and associated materials (timecards, timesheets, etc)
  • Maintaining reports for Aviva Pensions, (joiners, leavers, changes and payment files) on a monthly basis
  • Maintaining reports for Equiniti for SIP, (joiners, leavers, maintenance files) on a monthly basis
  • Liaising and assisting finance with reconciliation of data
  • Maintaining new starters and leavers in dynamics and Time Card Entry Systems on a weekly basis
  • Maintenance of Who’s Who (internal org chart). This is driven by Dynamics and Time Card Entry Systems
  • Act in accordance with the behaviours for Millbrook staff at all times
  • Preparing Annual Gender Pay Gap reporting data
  • Assisting with CEO Pay Ratio reporting data for Spectris, (annually or as and when required)
  • Reporting monthly sickness for board report for HRBP and collating reporting data for the Facilities Director within recognised timelines
  • Sickness reports for Managers relating to their staff as and when required
  • Preparing Return to Work information for HR on a weekly basis
  • Liaising with the Senior Managers – Compliance and Risk and maintaining data for call cascade
  • Produce reports for HR Director from Sage as and when required
  • Providing data for various grants throughout the year (For Finance, CAPEX and Vehicle Group
  • Liaising with Zenith in respect of company cars, making sure orders and vehicles are processed in a timely manner
  • Arranging short term hire vehicles
  • Administrator for Allstar Fuel Cards
  • Order and maintain staff full cards, raise PO for invoices, reconcile staff fuel costs for P11d purposes
  • Administrator for Medicash
  • Add new starters, remove leavers, deal with staff queries, and reconcile staff charges for P11d purposes
  • Administrator for Perkz, assisting staff with joining the scheme, removing leavers and assisting with queries
  • Filing, photocopying and scanning of documents
  • Checking invoices – Zenith, All Star and raising Purchase Orders (Using Dynamics)
  • Assist HR administration when required
  • Reception cover if and when required

Person Specification

  • Good general level of education
  • Experienced in Sage payroll (essential)
  • Computer literate (essential)
  • Experience working with Microsoft Excel (essential). Using and creating pivot tables, basic formulas, VLOOKUP (extremely beneficial)
  • Experience of working in a fast paced environment
  • Excellent communicator both verbal and written
  • Excellent time management and organisation skills
Personal Behaviours
  • The ability to gain a good understanding of Millbrook processes, procedures & functions
  • Meticulous attention to detail
  • Good team player
  • The ability to work on your own initiative
  • Flexible and adaptable
  • High level of confidentiality and integrity
  • Willing to undergo a Criminal Record Disclosure
  • Flexibility to travel and when required
  • NOTE: Millbrook is not easily accessible by public transport therefore own transport is essential

To apply, please email a copy of your CV, stating the job reference number and your salary expectations, to

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