Payroll Administrator

JOB TITLE:PAYROLL ADMINISTRATOR

Pertemps is one of the UK’s largest independently owned recruitment solutions providers. Its approach is to develop true partnerships with clients, local workforces and communities to the benefit of all through addressing skills, training and recruitment issues.

Pertemps combines people, management, technology and processes to deliver effective contingent and permanent recruitment and resourcing solutions. The company has high levels of experience implementing and delivering contracts across both the public and private sector, from SMEs to large blue chip corporations.

The Main Purpose of the Job:
– To provide support for any number of temporary workers on a database through availability for queries and processing of an accurate weekly payroll to ensure that they receive their salaries on time.
– To provide support to client and hiring managers and provide accurate invoicing.
– In addition, refer to process guides for the contract for specifics in relation to client

Hours of business
– The Contract requires 24 hour cover
– The recruitment team must be available to deal with the client recruitment requests/queries between hours of 8am and 7pm Monday to Friday (excluding bank holidays).
– Online systems must be operational and capable of receiving orders from the client 24/7. Planned outages must be communicated in advance and where possible planned for outside of core business hours ( 9-5 Monday to Friday).
– All orders that fall outside of the hours 8am-7pm will be automatically updated and allocated the correct level of priority (in line with the SLAs) first thing on the following working day.
– For out of hours requirements a mobile phone will be provided

The Key Accountabilities:
– To produce an accurate weekly payroll to a strict deadline to ensure that workers registered and working through Pertemps get paid for the work that they have done.
– To carry out essential administration of information about work done by temporary workers so that accurate information goes into producing the payroll and any management information
– To provide advice and support for new, existing or potential temporary workers in the branch to facilitate recruitment and retention of workers.
– To ensure that temporary workers receive professional treatment from Pertemps through personal attention to their details, their progress is monitored and the information passed on to performance review procedures.
– To answer client enquiries through informed knowledge of client contracts to facilitate relationship building between Pertemps and their clients.
– Ensure on-line temporary worker system:
– Contains Job descriptions/job catalogue
– Contains client job evaluated salary information to ensure Temp Salary: parity
– Captures all the relevant details of the booking which can be easily translated into the Purchase Order
– System Availability – Planned outages communicated in advance and where possible outside core business working hours.
– Stakeholder engagement throughout the term of the contract, whether the stakeholder is recruiting or not in line with process guide.

The Critical Activities of the Job:
– Administering and producing the weekly payroll by processing essential information in the form of individual electronic time sheets via the PAWS system and Jobmatching
– Uploading full and accurate information regarding the applicant onto the systems in order to provide a payroll service
– Only authorised hours as well as authorised overtime, expenses or any other bonus payment will be paid by the Agency in line with client business expense and overtime policy. The online system will allow hiring managers to authorise/un-authorise timesheets for the previous week up until 4pm every Monday.
– Timesheets must be completed by the candidate on a weekly basis. The Agency will ensure timesheets are completed on time and will escalate failures to comply to this requirement with candidates and hiring managers on a weekly basis. The Agency will carry out checks twice per month on all Temporary Workers that fail to submit their timesheets to ensure that leavers are processed in a timely manner and there is no backlog of the timesheets.
– Invoicing clients using information produced by the payroll.
– Providing general or specific information and advice for contract companies and temporary worker, such as purchase order, cost centres and any other specific information required for invoicing
– To monitor the validity of any given purchase order (purchase order burn) and notify the relevant hiring manager 4 weeks before the purchase order is due to expire
– Liaising between client and temporary workers.
– Time sheet analysis both for errors before payroll input and for performance review purposes.
– Making sure that temporary workers are informed of the timings, location and requirements of their work.
– Representing the company to the public.
– Update and maintain data/records within Pertemps and client system

The Payroll Administrator will ideally express:
– Customer service orientation and a willingness to focus on their needs and concerns.
– Commitment to meeting targets and completion of work.
– Ability to remain calm and work effective in the face of interruption and difficult or uncertain situations.
– Concern for accuracy and attention to detail with consistent adherence to procedure and quality.
– Systematic approach to effective management and prioritisation of tasks.
– Willing co-operation and active relationship building with workers, managers and team members.
– Ability to sustain efforts and persevere with tedious or pressurised tasks to get the job done.
– Ability to work with numbers, ensuring accuracy of payroll and invoicing

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Pertemps is an Equal Opportunities Employer