Deputy Payroll Manager EMEA

Contract - 6 months, inside IR35

Hybrid role - onsite 3 days per week

Location - Colchester, Essex

The Role

Reporting to the EMEA Payroll Operations Manager, you will help manage the effective delivery of the company's payroll services, working with multiple external payroll providers for the EMEA region, which currently covers approximately 34 separate payrolls, across more than 12 countries.

Working within a team of seven, this position must review and maintain payroll controls, compliance and governance. The company takes the security and privacy of company, colleague and customer data seriously; the role is responsible for ensuring that payroll activities are fully compliant with all data privacy laws and policies.

Key Responsibilities

• Work with the EMEA payroll Bureaus ensuring all payrolls are processed accurately and on time.
• Work with HR and the benefits team to facilitate the smooth submission of people data to the relevant payroll bureau and be the main contact for any payroll related issues.
• Carry out Monthly payroll checks ensuring the payrolls are accurate, compliant and ready for approval
• Prepare the monthly payroll analysis reports and payroll approval documentation to present to senior management for payroll approval
• Ensure the payment of salaries and third party payments through the relevant on-line banking platforms are done accurately and on time, whilst also ensuring the accounts are sufficiently funded.
• Responsibility for month end payroll reporting; to include:
• Running and reconciling the payroll journals and accurately uploading them into the finance system for reporting purposes
• Reconciling the HMRC payments made against the HMRC Government Gateway
• Prepare the pension and benefit reports for review and audit by the benefits team
• Providing ad hoc reports to Finance, HR, and Managers regarding payroll costs
• Produce the monthly payroll KPI reports
• Work with the finance team to help reconcile the payroll control accounts monthly.
• Oversee the year end payroll obligations regarding P11D and Class1A submission to the HMRC
• Regularly review the company car data to ensure the Benefit in Kind (BIK) values are maintained on the payroll system for "payrolling of benefits".
• Maintain and develop accurate and up to date payroll procedures ensuring all tasks and processes are fully documented
• Promote the requirement for continuous process improvement and proactively encourage the team to review and improve process
• Monitor the payroll bureau's performance to ensure compliance with the terms of service agreement, taking appropriate corrective action where required, facilitate the monthly service meetings and review SLA and KPI outputs
• Manager the weekly HR and benefit interface files and rectify any deficiencies or interface rejections
• Support the Payroll team and employee's on issues relating to pay, tax, national insurance, pensions and benefits processed through the payroll
• Help plan and prioritise the work within the department ensuring resources meet the work demands
• Carry out regular audits to ensure the integrity of the payroll data is maintained
• To provide system administration support e.g. resetting passwords as required
• Promptly reply to all payroll enquires within the agreed timelines
• Keep up to date with all current payroll statutory legislation and provide advice to the business on HMRC payroll related enquiries
• Assist the EMEA payroll operations manager with payroll related initiatives whilst supporting the wider business, Finance and HR teams
• Archive and retain relevant payroll information in-line with business procedures
• Ensure compliance with the General Data Processing Requirements (GDPR) when dealing with payroll data and records

People Management Responsibilities

• Deputise for the EMEA Payroll Operations Manager, and support with the management of the payroll team
• Ensure a robust communication structure is in place across the team to ensure all key messages are communicated
• Participate in Recruitment & Selection processes
• Provide assistance in identifying career development opportunities for team members
• Actively support a culture of team engagement
• Act as a role model to others
• Work closely with HR to ensure all people management processes and policies are being adhered to
• Support communication structures and training initiatives across the team to ensure all key messages are communicated
• Provides coaching on both soft and technical skills within the team

Experience Required

• IPPM Qualified (desirable)
• A sound knowledge of payroll statutory regulations, financial control principles and accounting practices
• Several years Payroll experience of working in a complex organisation
• A payroll subject matter expert
• Experience of working on EMEA payrolls (desirable but not essential)
• Knowledge of pension schemes and AE
• Experience of administering flex benefits and salary sacrifice arrangements through payroll
• Experience of working with ADP using IHCM (preferable)
• Proven ability to work to stringent deadlines
• Highly organised, diligent, with attention to detail and the ability to maintain these skills whilst working under pressure
• Excellent relationship management skills
• Strong communication and negotiation skills
• Flexible and adaptable
• Excellent excel skills essential - vlookup/data analysis