Human Resources & Payroll Administrator

Key Responsibilities

• Payroll Coordination: Manage the monthly payroll cycle from the initial gathering of employee information through to completion, ensuring all relevant data is correctly captured and processed within the required timelines.

• Payroll Data Management: Compile and review information relating to attendance, additional hours, variable payments, deductions, absences and other adjustments that influence employee pay.

• Employment Changes: Update payroll information to reflect joiners, departures, remuneration revisions, internal progression and other changes to employees' terms of employment.

• Payroll Controls: Carry out detailed reviews of payroll data and supporting records, identify inconsistencies and take the necessary action to correct issues before completion of the monthly cycle.

• Management Information: Produce monthly payroll summaries for senior management, providing useful insight into employment costs, changes, differences between periods and other relevant payroll information.

• Payroll Queries and Compliance: Respond to employee questions concerning their pay and contribute to annual payroll activities, statutory submissions and other compliance requirements.

• Leave Administration: Keep employee leave information current, including usage, adjustments and available balances, and prepare a detailed monthly leave report for management.

• Attendance Monitoring: Assist with reporting relating to employee attendance and absence, drawing management's attention to unusual leave balances, inconsistencies or matters requiring follow-up.

• Employment Permits: Coordinate applications and renewals relating to the employment and residence documentation of foreign employees, ensuring supporting paperwork is gathered and submitted appropriately.

• Permit Monitoring: Maintain clear records of permit progress and validity periods, following up with employees and relevant external bodies and beginning renewal procedures sufficiently in advance.

• Recruitment Support: Assist the HR Manager with hiring activities, including advertising opportunities, reviewing applications, preliminary candidate assessment and arranging interviews with the relevant managers.

• Candidate Administration: Maintain recruitment documentation, communicate with applicants, assist with references and pre-employment requirements, and support the preparation of employment offers.

• Employee Documentation: Draft and organise employment agreements, changes to employment terms, HR correspondence and other personnel documentation throughout the employee lifecycle.

• HR Records: Keep digital and hard-copy personnel information accurate, organised and accessible to authorised individuals while maintaining appropriate standards of privacy.

• Onboarding and Employee Support: Assist with the integration of new employees and respond to routine questions concerning HR administration, payroll and employment documentation.

• HR Reporting: Compile scheduled and one-off HR reports for the HR Manager and senior leadership, ensuring trackers and supporting information remain current and reliable.

• Departmental Support: Contribute to HR initiatives, internal projects and the consistent application of Company procedures while providing wider administrative assistance to the HR function when required.

Qualifications, Skills and Attributes

• Education: A diploma or other relevant qualification in Human Resources, Business Administration, Payroll or a related area would be advantageous.

• Experience: Previous experience within payroll, HR administration or a combined HR and payroll position is required, with practical involvement in managing a complete payroll cycle considered particularly valuable.

• HR Systems Experience: Experience using HR information systems or payroll platforms is expected, while previous involvement with recruitment and employment permit administration would be beneficial.

• Language Skills: Excellent command of English is required to succeed in this role. The ability to communicate in Maltese would be an asset.

• Communication Skills: Able to communicate information clearly and professionally with employees, candidates, managers and external parties.

• Interpersonal Skills: Approachable and professional, with the ability to build effective working relationships while handling employee matters with sensitivity and discretion.

• Technical Skills: Strong competence in Microsoft Office, particularly Excel, with the ability to work confidently with payroll information, numerical data and management reports.

• Numerical Accuracy: Comfortable working with figures and able to identify discrepancies while maintaining a consistently high level of accuracy.

• Organisation: Capable of coordinating several HR activities at the same time, maintaining orderly records and meeting recurring payroll, reporting and administrative deadlines.

• Confidentiality: Demonstrates sound judgement, integrity and a responsible approach when dealing with remuneration details, personal information and other sensitive employee matters.

• Self-Motivated: Dependable and proactive, with the initiative to follow tasks through and address matters requiring attention without unnecessary supervision.

• Problem-Solving: Able to investigate payroll or HR administration issues, assess the available information and work towards practical and timely resolutions.

• Reporting Skills: Confident in reviewing HR and payroll data and presenting relevant information in a clear format for management.

• Employment Administration: A sound understanding of HR processes and employment-related administration is required, with awareness of requirements affecting foreign employees considered an advantage.

What's on Offer

• Compensation: A competitive salary.

• Working Hours: A 40-hour working week spread across five days, with working days scheduled between Monday and Friday.

• Company Benefits: Access to a selection of employee perks and discounts available across affiliated brands.

• Career Development: Opportunities for professional growth and advancement within a dynamic and expanding company.