Payroll Specialist

Job Description

Job Title : Payroll Specialist

Location : Remote

Job Type : Full-Time, Monday to Friday

CTC : £700 - £1000 per month (Roughly INR 74,600 to 106,600 per month) **No deductions and this is in hand

Working Hours : 9 AM - 5 PM [BST]

Company Overview:

Ace Pro Services Ltd. is a facilities management company headquartered in London, UK. We offer a wide range of services tailor-made according to the clients’ requirements. With a state of the art software and a highly trained workforce, we are spread across the UK, satisfying the property needs of hundreds of customers.

Key Responsibilities:

Employee Payrun Management:

• Ensure 100% accurate preparation of Timesheets on the Templa Content Management System (CMS).
• Implement additions or deductions of employees on Select Pay with precision.
• Submit statutory leave entitlement and bank holiday requests through Templa CMS.
• Import tax codes from HMRC and update them in Select Pay.
• Conduct payroll cycles in a timely manner, guaranteeing 100% accuracy.
• Share P45s and Payslips with employees as per required frequency.
• Generate journal entries for the Xero Accounting Software.
• Complete the payroll cycle and update statutory returns (e.g., FPS and EPS) on Select Pay.

Self Employed and Sub-Contractor Invoice Processing:

• Efficiently process invoices for self-employed individuals and subcontractors, ensuring accuracy and compliance with UK payroll management standards.
• Download timesheets from Templa CMS and accurately prepare invoices using automated templates.
• Incorporate or deduct expenditures or charges from invoices as necessary.
• Conduct rigorous validation of all invoices and ensure timely processing.
• Integrate bank details from Templa into invoices for seamless payments.
• Thoroughly validate time-off requests and timesheets managed through Hubstaff for corporate staff.
• Provide timely resolution of any grievances related to payments.

Pension Management:

• Calculate employee and employer contributions with a high degree of accuracy, taking into account specific pension scheme requirements.
• Establish and verify the justification for zero earnings in employee records, guaranteeing compliance and accurate reporting.
• Accurately input earnings data for pension contributions, minimizing errors and discrepancies.
• Ensure the completion and submission of pension contributions on a fortnightly basis to meet regulatory deadlines.
• Stay updated with the latest pension regulations and standards, ensuring full adherence to UK pension management regulations.

RTI and P60 Submissions Management:

• Complete and successfully submit Real-Time Information (RTI) reports, ensuring compliance with regulatory requirements for the year-end process.
• Distribute P60 forms to all employees promptly and securely, adhering to confidentiality standards.

Policy Development and Implementation:

• Actively engage in the creation and revision of company policies to reflect the latest government guidelines and regulations.
• Develop clear, concise, and compliant policy documents.
• Draft guidelines specific to the needs of staff located outside the UK, considering international regulations and standards.
• Regularly update the Hubstaff Manual to incorporate changes in work practices, promoting efficiency and compliance.
• Periodically update the employee handbook for UK staff to align with changes in regulations, especially minimum wage adjustments.

Data Management:

• Manage and organize workforce records while adhering to General Data Protection Regulation (GDPR) guidelines, ensuring data confidentiality and compliance.
• Methodically organize and manage all company staff records, maintaining a structured and accessible record-keeping system.
• Conduct regular internal audits of company records (ex contracts, documents, photographs etc) to validate accuracy, completeness, and compliance with GDPR guidelines.
• Implement appropriate security measures to protect sensitive personal information and maintain the integrity of data.
• Regularly review and update data documentation to reflect changes in regulations and laws, ensuring data accuracy and legal compliance.
• Promptly respond to data subject requests and inquiries, providing the necessary information and assistance as required.

Attendance Sheet Management:

• Ensure accurate tracking and management of staff attendance, enabling timely and error-free payroll processing in compliance with UK payroll management standards.
• Compile a weekly site attendance sheet, incorporating hours for compensation.
• Incorporate any new sites into the attendance sheet, maintaining up-to-date records.
• Eliminate terminated sites from the attendance sheet to ensure data accuracy.
• Conduct weekly validation of the attendance sheet via Ezitracker, promptly addressing and resolving any discrepancies between the attendance sheet and Ezitracker data.

Staff Attendance Management:

• Maintain a vigilant watch over employee staff hours, including those with zero working hours and individuals on leave, ensuring effective attendance management and workforce productivity

Attendance Report and Analysis:

• Consistently compile comprehensive weekly attendance reports that accurately document site-wise work hours and attendance.
• Promptly address and rectify any queries in coordination with the Part-Time department
• Regularly compare the current attendance data with the previous fortnight’s data to identify trends and address any anomalies or discrepancies.
• Prepare fortnightly reports on zero working hour employees and staff on leave ensuring effective attendance management

Budget Expenditure Report:

• Systematically generate fortnightly site reports and determine whether expenditure matches, falls below, or exceeds the allocated budget, supporting financial control and decision-making

Corporate Staff Salary Reports:

• Prepare detailed salary reports for corporate staff, compiling averages for activity, time-off, salary, and deductions; enhancing transparency and financial oversight.

Manager-wise Budget Analysis:

• Perform a detailed analysis of budget allocation across different managers, contributing to resource optimization and cost control.

Attrition Analysis:

• Conduct periodic attrition analysis to monitor workforce trends and proactively address retention strategies.

Compensation Benchmarking:

• Perform internal and external compensation benchmarking analysis to maintain competitive and equitable salary structures within the company.

Manpower Budget Analysis:

• Analyze the manpower budget to optimize resource allocation, ensuring efficient utilization of human resources.

HR Metrics and Analysis:

• Conduct comprehensive analysis of HR metrics to assess workforce performance, productivity, and key HR indicators.

Gap Analysis:

• Implement gap analysis in areas such as skills, technology, and compliance to identify improvement opportunities and enhance overall workforce management.

Corporate Staff Onboarding:

• Negotiate their salaries, taking into account budget constraints, ensuring competitive compensation.
• Promptly address and resolve concerns raised by self-employed individuals.
• Provide detailed guidance to self-employed individuals regarding corporate attendance management software and policies to enhance their efficiency.
• Facilitate the installation of Hubstaff and provide comprehensive training to ensure its effective utilization.

Employee Letters:

• Prepare, send, and ensure the timely distribution of various employee letters (e.g., Increment, Reference, Promotion, Role Change Letters) using platforms like Eversign, while following up with team members for any pending signatures.

Separation:

• Manage the separation process, ensuring compliance with regulations, guiding departing employees on property return, and overseeing exit interviews.
• Maintain confidentiality, collaborate with relevant teams to process final paychecks and benefits, and resolve outstanding matters while treating employees fairly.

Compliance:

• Ensure compliance with statutory regulations like SMP, SSP, and SAP, and report deviations promptly.
• Submit EPS reports monthly, provide compliance guidance to team members, and collaborate with legal helplines for complex issues.
• Uphold equal opportunity policies, ensure legal adherence in operations, and support teams in processing final pay checks and benefits.

Grievance Handling:

• Develop and implement a structured grievance-handling process, ensuring clear communication, documentation, and timely resolution.
• Ensure confidentiality, fairness, and collaboration with team members, management, and legal helplines to address grievances effectively.
• Regularly review and improve the process based on feedback, while ensuring prompt handling of disciplinary and performance-related grievances.

Qualifications:

• A Master's degree in Human Resource.
• Minimum 4-7 years of Industry experience in the same or related field.
• Minimum 1 year of managerial experience is the same or related field.

Skills:

• Good understanding of statutory compliance.
• Strong knowledge of Human Resource concepts and Excel.
• Effectively allocate time and resources to meet deadlines and optimize productivity.
• Can process employee payruns with 100% accuracy and adhere to timeline.

Attitude:

• A willingness to adapt to changing circumstances, technologies, and industry trends.
• Taking proactive steps to identify areas for improvement and implement changes.
• A commitment to meeting the needs and expectations of company
• A meticulous approach to ensure accuracy and precision in all payroll tasks.

Knowledge:

• Familiarity with payroll processes, workflow optimization, and best practices.