HR and Payroll Administrator

Job content

Role ResponsibilityHR and Payroll Administrator (Fixed Term Contract)G4S Care and Rehabilitation ServicesHMP Parc, Bridgend, CF35 6APSalary £12,408.24 per annumTemporary, Part Time, 20 hours per week (6 months FTC)Benefits: Company Pension, free on-site parking, on-site canteen, local Gym discounts, ongoing training and development and access to High Street Shop discounts.Within Care and Rehabilitation Services, the philosophy of our prisons is to rehabilitate offenders and equip them to re-integrate into mainstream society on release. We seek to normalise prison conditions as far as possible to reflect life in the outside community. Our aim is to create an environment in which staff and prisoners feel safe and causes of prison stress are minimised. Central to our philosophy is the relationship between staff and prisoners. Our training and operational practices emphasise the need to treat prisoners with dignity and respect and G4S staff build positive and supportive relationships with the prisoners in their care. HMP & YOI Parc accommodates 1038 convicted male adult prisoners and remand/ convicted young offenders and young people in a secure but modern environment.We now have an opportunity for a HR & Payroll Administrator to join our team at HMP Parc.The successful candidate will provide administrative support to the HR function to ensure quality standards are met in compliance with relevant employment legislation and Company policy and procedures, with responsibility for the processing monthly payroll for directly employed staff and to provide a full vetting and screening service at the establishment.Key ResponsibilitiesPayroll

• Responsibility for the administering of the monthly payroll system and processes for directly employed staff.
• Processing monthly payroll data load including calculating Statutory Sick Payments and Company Sick payments. Reconcile monthly Gross Cash File and processing amendments.
• Answering employee pay queries to ensure accurate payment.

HR Administrative Responsibilities

• Provide administrative support to assist in the smooth running of the onsite HR department
• Support other team members to ensure the efficiency of the department.
• To support HR enquiries in a professional manner, escalating as appropriate, to resolve queries or enable actions to be taken.
• Collate, produce and distribute regular and ad hoc HR data, statistics and reports so that individuals and departments receive accurate up to date information.
• Prepare standard letters and other documentation as required, to ensure department needs are met.
• Create and maintain accurate electronic filing systems so that information can be readily accessed.
• Undertake minutes of meetings such as investigations, sickness disciplinaries, grievances and welfare support meetings etc, to support members of the HR Team and managers carrying out such meetings.
• Managing the HR mailbox responding in a timely manner to various types of enquiries and requests from employees and external parties.
• Deal effectively with incoming and outgoing mail ensuring it is opened, date stamped and issued to appropriate team members.
• Organise and co-ordinate meetings, diaries, and events ensuring individual and departmental objectives are met.
• Communicate effectively, both verbal and written, with all internal and external stakeholders, in line with company policies and procedures.
• Create and maintain personnel records, ensuring records are accurate and current.
• Develop and maintain effective systems of work, ensuring that all correspondence and documentation is dealt with in a professional manner.
• Order office stationery supplies as requested so that appropriate stock levels are maintained and supplies are available as required.

Vetting Contact Point (VCP) Responsibilities

• As a trained Vetting Contact Point (VCP) undertake Security Vetting interviews for newly appointed staff, subcontractors and renewals, supplying and clarifying information and advising as necessary to ensure that the security screening process complies with both National Offender Management Services and Company standards.
• Manage and undertake all vetting and Disclosure and Barring processes across the establishment for internal candidates and external third parties such as Aramark, Healthcare, etc ensuring that the vetting policy is adhered to.
• Identify any risks associated with any candidates and liaise with the appropriate parties such as the Director/G4S Vetting and Screening.
• Liaise with HMPPS and G4S Screening Teams and/or the Home Office to ensure vetting and screening are finalised in a timely manner and any screening that is not reaching target is dealt with in a timely manner.
• Maintain full records of vetting activities and decisions made to ensure that decisions are transparent and open to audit and review.
• Act as a first point of contact for all vetting and screening matters in order to provide advice and guidance and to support colleagues in the gathering and interpretation of data.
• Liaise with managers in tracking any employees who are not adhering to the process in a timely manner.
• Provide any data or statistics as requested by the HR Team regarding vetting and screening statistics.
• Assist in the promotion of creating a positive Health & Safety culture across the site leading by example, this includes reporting accidents and near misses in a timely manner & follow the applicable safe systems of work for the role.
• G4S is committed to safeguarding and promoting the wellbeing of children and adults at risk and the post holder must support these goals.
• The duties and responsibilities listed within this job description are not exhaustive and the job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary from time to time.

The Ideal CandidateEssential Skills

• GCSE English & Maths or equivalent
• CIPD Level 3 Foundation Certificate in HR Practice or working towards.
• Skilled in the use of IT packages, systems and databases.
• Strong communication and interpersonal skills
• Excellent organisational skills
• Able to work as part of a team
• Experience of working within a HR environment or similar.
• Experience of working in a payroll department or experience of calculating SSP/CSP, etc

Desirable Skills

• CIPD Level 5 Intermediate Certificate in HR Practice or working towards.
• Previous experience of SAP
• A passion for working in a fast-paced and dynamic environment
• Problem Solving

If you join us, you can be sure that you’ll find a secure, friendly and professional working environment and be given all the support, training and encouragement you need to build and develop a successful career with us.HMP Parc encourages applications from Welsh speakers.For more information on HMP Parc, please visit https://hmpparc.co.uk/Equality and Diversity is an important part of G4S Care and Rehabilitation Services. We actively encourage applications from all backgrounds and are a fully inclusive employer who aims to support all employees to be their true selves. We are happy to discuss any reasonable adjustments for either the role or during the recruitment process.G4S Care and Rehabilitation Services is committed to safeguarding and promoting the wellbeing of children and adults at risk and each employee is expected to support these goals.Please note that these vacancies are subject to a 5 year checkable history and the strict vetting standards set by G4S and the Secretary of State for the Home Office and are exempt from the Rehabilitation of Offenders Act.You must be eligible to work in the UK and must have been resident in the UK for a minimum period of 3 years. You will also need to provide full details of your employment and education history for the last 5 years as part of the security screening process for this role.