Job Title:  HR & Payroll Assistant
  
Reports to:  HR Director
  
Location:  Heathrow
  
Role Summary:  Reporting into the HR Director, you are the first point of contact for all HR admin and payroll related queries & will provide ongoing support & assistance across the full range of HR and payroll functions.  This will include ownership of the recruitment process from requisition to onboarding; changes and carrying out the leaver process, ensuring that any amendments are entered correctly into the HR & payroll software, employees are paid correctly, analysing and actioning the payroll and its reports each month.  Positive interaction and engagement with staff at all times and demonstrate that HR are an open and supportive function.
  
  
Duties and Responsibilities
  
This is a list of the main duties of the role and should not be considered an exhaustive list of duties.
  
General
  

•  Responsible for managing accurate end-to-end administration of the whole employee lifecycle; preparation and issuing of contractual paperwork; updating the HR & Payroll system (Moorepay); employee onboarding, and payroll changes according to the agreed timescales. This includes but is not limited to the starter, employment change, long service and leaver processes.
•  Serve as a reliable source of information for employees, promptly answering HR & Payroll questions. Utilise company policies and procedures to ensure consistency of responses.
•  Work with our third-party supplier (Moorepay) to ensure that the HR & Payroll system is updated to reflect changes in reporting lines and structure.
•  Carry out the vetting process for all new starters / renewals to ensure we are compliant with Civil Aviation Authority (CAA) regulations. This includes DBS and 5-year employment checks.  Once confirmed, add individuals to the third-party (TTC) portal for verification. 
•  Be the system expert for the HR & Payroll software. Understand the system updates.
•  Maintain confidentiality of all employee information.
•  Add staff to the All-Day Clocking portal and face recognition console. Pull of weekly clocking reports and share with Managers.
•  Look at continuously improving how we work in HR & Payroll. Identify and share new ways of working with HR Director that will speed the delivery and service whilst maintaining compliance.
•  Support with other business projects and general ad hoc duties as required.

  
HR
  

•  Compile and process employee documentation and records and ensure the Staff Database is updated accordingly.
•  Review new starter / vetting documentation to ensure all information is accurately completed. This includes right to work checks by Managers.
•  Assist the HR Director in formulating policies, procedures, and changes, as well as communicating all updates to employees.
•  Assist with recruiting tasks such as reviewing Vacancy Requisition Forms (VRF’s), creating Job Descriptions, adding vacancies internal and on external platforms (Indeed). Support at interviews when required.  Send hold / regret letters to candidates as required.
•  Support with Employee Relations issues such as Investigations, Disciplinaries, Grievances, Restructuring, Absence & Performance Management to build own experience and understanding. This is following direction from the HR Director.
•  Continuously learn the latest HR best practices to improve workplace efficiency.
•  Add probation review dates in Managers diaries and ensure these are carried. Review completion on a monthly basis and chase accordingly.  Advise HR Director if not completed.
•  Process Maternity / Paternity as required. Check relevant forms for accuracy.
•  Ensure correct holiday entitlement / plans and shifts are added to the payroll software and rollover of annual leave plans each year.
•  Support HR-related training programmes as required.
•  Save training certificates / briefings notes in employee HR files as required.

  
Payroll
  

•  Process starters, leavers, changes (salary, bank details, hours, shifts etc.), overtime, bonus each month in the HR & Payroll system.
•  Prepare the payroll each month, ensuring all changes are made. Meet the deadlines of payroll each month.  Work with Finance to review and finalise the payroll each month.  Produce month end reports such as Exec Summary / Company Summary / Summary of Costs.  Share internally and externally as required.
•  Process monthly payroll tasks such as calculate Amendments, Deductions, Overtime, PAYE, NI, SMP, SSP, Pension Contributions and Attachment of Earnings.
•  Complete Month End / Year End processing and reconciliations including issue of P60s, P45’s, P11D’s.
•  Administer Pension Auto Enrolment, opt out and uploads to the pension provider (Cushon) monthly.
•  Review if the pension salary sacrifice threshold has been met by employees who have a salary change. Move these staff to the relevant scheme in the payroll system.
•  Administer pension reenrolment (every 3 years).
•  Provide 1st line support for payroll queries.
•  Review HMRC tax code changes from report.
•  Work out Average Holiday Pay for employees.
•  Provide information at audits to show compliance to HMRC rules. This could be internal / external.
•  Review National Minimum Wage increases with the HR Director and ensure Circle Express remain compliant with the figure. Add information to the payroll system and send communication to employees. 
•  Review Private Medical Insurance benefit each month and update accordingly if applicable.
•  Ensure there are no discrepancies in payroll financial figures each month.

  
Experience & Qualifications
  

•  HR qualification or working towards one.
•  Payroll experience and working within a payroll team / qualification.
•  Working knowledge of HMRC payroll procedures.
•  Strong experience of payroll systems. Moorepay knowledge would be advantageous.  
•  Excellent organisation skills with the ability to multi-task and work well under pressure.
•  A strong team player who is willing to actively work across both HR and Payroll, adopting a can-do and flexible attitude.
•  Excellent skills at building successful relationships across the company.
•  Accountability and ownership of workload.
•  Excellent communication skills, including the ability to actively listen to others and relay information clearly. Supportive and patient personality.
•  Provides solutions to any challenges encountered.
•  Proficiency in administrative duties such as communications, data entry, and record keeping.
•  Strong knowledge of Microsoft Office (Word, PowerPoint, Excel, SharePoint, Teams).
•  Excel competency to Pivot & V look up level as a minimum.
•  Tact and professionalism when handling confidential information and employee concerns.
•  Proficiency with technology, and the ability to pick up new software easily.

  
Core Attributes 
  

•  Energetic and professional: To be motivated in work and have a positive attitude. Display enthusiasm in the work carried out.
•  High level of personal and team organisation. Strong attention to detail.
•  Respond positively to the needs of Circle Express clients, management and other colleagues.
•  Promote and foster a strong, ethical, friendly and efficient team culture and working environment.
•  “Hands on” and proactive problem solver.
•  Demonstrable ability to work well within a team or autonomously.
•  Ability to convey a professional and personable image in all communications with staff.
•  Constantly maintain an upmost level of confidentiality and discretion with all information pertaining to Circle Express.

  
Special Conditions / Requirements
  
Flexibility in work hours may be necessary.