Human Resources & Payroll Administrator

About Our Client

Our Client operates within the hospitality sector, providing high-quality accommodation and guest services to both local and international markets. The Business places strong importance on creating positive guest experiences while maintaining professional standards across its operations.

Role Overview

Heroix is collaborating with our Client within the hospitality sector to recruit a Human Resources & Payroll Administrator. This position combines payroll coordination with broader HR administration, supporting the employee journey from recruitment and onboarding through to ongoing employment and eventual departure. The successful candidate will manage monthly payroll activities, employee records, leave information, employment permits and HR reporting, while providing day-to-day support to the HR function.

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.

What Heroix Offers

• Confidentiality and Discretion: Your job search will be handled with the utmost confidentiality and professionalism.

• CV Review: Receive candid & constructive feedback to enhance your CV.

• Interview Planning: Get personalised prep sessions prior to your interviews.

• Cultural Fit Assessment: Understand the company culture to ensure it's the right environment for you.

• Long Term: Gain insights into the role and company for a long-term, stable career move.

• Exclusive Opportunities: Access a broader range of job opportunities.

• Personalised Candidate Profile: Stand out with a detailed profile highlighting your strengths and skills.

• Ongoing Support and Guidance: Benefit from continuous support throughout your job search process.

• Networking Opportunities: Leverage our extensive network of industry contacts for exclusive positions.

• Time Efficiency: Save time and effort with our efficient and effective recruitment strategies.

• Tailored Job Matching: Find the perfect fit with customised job matching based on your skills and career goals.

• Feedback Loop: Stay informed and engaged with regular updates and feedback on your application status.

Heroix - Rise to New Heights

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