HR & Finance Assistant

Our client is currently recruiting for an HR & Finance Assistant. Based in London, the role is on a contract basis and offers hybrid working.

ROLE

The jobholder covers two assisting functions namely HR and FIN. Under the HR Manager’s supervision, implement, stabilize and sustain the HR operations related to the HRIS system needs. Assisting in On and Off Boarding, Recruitment, Training, Pay & Reward, Benefits, Evaluation & Performance, Absence Management and Time Sheets, mainly review/validation after self-service entries by employees. For Finance, assume the key roles of payments to third parties including employees’ expenses claims.

RESPONSIBILITIES

HRIS project implementation (about 3 months):

• Assist and supporting the HR Manager in the automation and configuration of HR policy credentials and employee entitlements in a multi-platform HRIS and payroll systems.
• Help to define and record the HR and payroll road map in terms of deliverables and interfaces for the HRIS and Payroll system implementations.
• Coordinate with representatives from HR, IT, Payroll, Finance and other stakeholders to identify workflows and end to end processes for the shared service deliverables.
• Support the testing, configuration, security and interface dependencies for the optimization of the systems, and for post go-live audits & activities.
• Coordinate cross-functional dependencies and data between the HRIS & Payroll system and other HR partner platforms such as expenses, travel and wellbeing hubs.
• Liaising with the system vendors and project implementation managers in regard to any changes and variations as required. Logging implementation progress and milestones, maintaining a risks and mitigations register, and providing updates for the wider project plan.
• Supporting with data migration uploads and checking data credentials against hard data sources, both for the payroll and the HRIS systems.

Post HRIS project assisting HR Manager in operations:

• Key User for HRIS - maintaining HRIS records and instructing payroll for employees
• Maintains HRIS and interfaces, including system testing and enhancements
• Prepares and analyses/interprets data, producing periodical reports
• Supports to ensure effective processes and procedures are being followed
• Other tasks to be defined based on the needs post HRIS
• HR administrative tasks or support some needs from Company Administrative Assistant.

FIN:

Invoice processing, supplier payments and customer refunds:

• Process and verify invoices for payments and prepare files for the periodical payment runs.
• Review of employee expense reimbursement reports (under self-service) for validation before payment process and provide analysis reports to Financial Controller.
• Process all 3rd party payments in compliance with payment terms.
• Verify payment details and bank details to ensure accurate and timely payments.
• Address payment inquiries in liaison with business teams.
• Manage periodical customer refund requests efficiently and in accordance with company policy and contracts.
• Prepare, monitor and manage prepayments, ensuring they are accurately recorded and applied, and reconcile them at the end of accounting period.
• Investigate and resolve any discrepancies in a timely manner.
• Maintain and update financial spreadsheets and records in the Company Sharepoint.
• Other ad hoc support requested by the management.

Creation of Purchase Orders (PO):

• Based on the requests from business requestors, create/revise POs and release them for necessary approvals, follow up and send out to the vendor. 
• Coordinate periodical reviews of open POs which are aged more than 6 months so that the business owners can confirm the validate of the remaining PO values. 

REQUIREMENTS

• 5 years’ + general HR/Payroll experiences
• Preferably CIPD or CIPP qualified or part qualified
• Experience with bambooHR HRIS or similar SME oriented HRIS systems.
• Experience with payrolling systems. Payfit Payroll experience preferred but not essential
• Current knowledge of HMRC tax requirements and regulations, and prior experience in administrating UK payrolls
• Good general knowledge of employment laws and practices in the UK
• It would be helpful to have experience of benefits enrolments and pension administrations
• Excellent ability with Microsoft Office tools particularly advanced Excel skills
• Proactive mindset, displaying eagerness to learn, excellent team player
• Strong ability to work efficiently and effectively within tight deadlines, showing a capacity to operate independently and deliver results with minimal supervision.