Human Resources & Payroll Administrator

Our client, that operates within the Hospitality sector, is currently looking to recruit a Human Resources and Payroll Administrator to join their team.

The HR & Payroll Administrator is responsible for providing comprehensive
administrative support across the Human Resources function, with particular ownership of the end-to-end payroll process, employee documentation, work and residence permit administration, leave management reporting and HR reporting.

The role also supports recruitment and selection activities and ensures that employee records and HR systems are maintained accurately, confidentially and in accordance with company procedures and applicable employment legislation.

Location: Mellieha (on-site)
Schedule: Monday to Friday
Salary: €25,000–€30,000 gross per year, depending on experience.

Responsibilities:

• Payroll Administration & Reporting

  • Take responsibility for the full end-to-end payroll process, from payroll preparation through to finalisation.

  • Collect, review and validate monthly payroll information, including hours worked, overtime, allowances, bonuses, deductions, leave, sick leave and other payroll-related adjustments.

  • Verify employee attendance and payroll information prior to payroll processing.

  • Process new starters, leavers, salary changes, promotions and other employment changes affecting payroll.

  • Ensure payroll information is complete, accurate and processed within established monthly deadlines.

  • Perform payroll checks and reconciliations before payroll is finalised.

  • Investigate and resolve payroll discrepancies and employee payroll queries.

  • Maintain accurate payroll records and supporting documentation.

  • Prepare monthly payroll reports and analyses for the Directors and Management, highlighting relevant payroll costs, movements, variances and other key information.

  • Assist with payroll-related year-end processes, statutory requirements and reporting as required.

  • Maintain strict confidentiality when handling salary and employee information.

• Vacation Leave & Attendance Reporting

  • Ensure leave taken, adjustments and entitlements are correctly recorded within the HR/payroll system.

  • Prepare a comprehensive Vacation Leave Report at the end of every month for management review.

  • Highlight high outstanding leave balances, discrepancies or other areas requiring management attention.

  • Liaise with employees and Heads of Department regarding leave balances and corrections where necessary.
    Support the HR Manager with attendance, absenteeism and leave-related reporting.

• Work & Residence Permits

  • Manage the administration and follow-up of work and residence permit applications, renewals and related documentation.

  • Coordinate documentation required for new and existing employees requiring employment permits.

  • Liaise with employees and the relevant authorities/agencies regarding applications and outstanding documentation.

  • Monitor permit expiry dates and initiate renewal processes within the required timeframes.
    Maintain an accurate tracker of applications, renewals, expiry dates and application status.

  • Ensure employee files contain the necessary permits and supporting documentation.

  • Keep abreast of relevant changes affecting the employment and documentation requirements of foreign employees.

• Recruitment & Selection

  • Support the HR Manager throughout the recruitment and selection process.

  • Assist with posting vacancies and coordinating recruitment activities.

  • Review applications and CVs and assist with initial candidate screening where required.

  • Contact candidates and schedule interviews, ensuring effective coordination between candidates and hiring managers.

  • Prepare interview schedules and relevant recruitment documentation.

  • Participate in interviews and other recruitment and selection processes as requested.

  • Assist with reference checks and pre-employment documentation.

  • Maintain accurate recruitment records and candidate information.

  • Communicate professionally with candidates throughout the recruitment process.

  • Support the preparation of offers and documentation for successful candidates.

• Employee Administration

  • Prepare and maintain employment documentation, including contracts, amendments, employee letters and other HR documentation.

  • Process new employees, employee changes and terminations within the HR system.

  • Maintain accurate and up-to-date electronic and physical employee records.

  • Ensure employee documentation is appropriately filed and readily available when required.

  • Support the onboarding process for new employees.

  • Assist employees with general HR, payroll and administrative queries.

  • Ensure confidentiality and appropriate handling of personal employee information.

• HR Reporting & General Support

  • Prepare regular and ad-hoc HR reports requested by the HR Manager, Directors or Management.

  • Maintain HR trackers and ensure information is updated accurately and on time.

  • Support the HR Manager with HR projects, employee initiatives and other departmental activities.

  • Assist in ensuring HR procedures and company policies are consistently followed.

  • Provide general administrative support to the HR Department as required.

  • Any other tasks commensurate with the role.

Requirements:

• Must have: Strong knowledge and practical experience in end-to-end payroll processing.

• At least 2 years of experience in a similar payroll role.

• Excellent numerical ability and attention to detail.

• Strong organisational and administrative skills.

• Ability to work accurately within strict payroll and reporting deadlines.

• Good understanding of HR administration and employment procedures.

• Experience or knowledge of work/residence permit processes would be considered an asset.

• Good recruitment and candidate coordination skills.

• Strong Microsoft Excel skills, particularly for payroll analysis and reporting.

• Ability to analyse information and prepare clear reports for senior management.

• Excellent communication and interpersonal skills.

• High level of discretion, integrity and confidentiality.

• Ability to prioritise workload and manage several HR processes simultaneously.

• Proactive, dependable and solution-oriented approach.

Qualifications & Experience:

• Diploma or qualification in Human Resources, Business Administration, Payroll or a related discipline would be considered an asset.

• Previous experience in an HR administration and/or payroll position.

• Hands-on experience processing payroll from start to finish is highly desirable.

• Experience working with HRIS/payroll systems.

• Previous exposure to recruitment and work permit administration would be advantageous.

• Proficiency in Microsoft Office, particularly Excel.

Key Deliverables:

• The HR & Payroll Administrator will be expected to ensure:

  • Accurate and timely completion of the monthly payroll cycle.

  • Reliable monthly payroll reporting for Directors and Management.

  • Vacation Leave Report completed and submitted at the end of every month.

  • Work/residence permit applications and renewals are monitored and followed up within the required timeframes.

  • Recruitment interviews and selection activities are efficiently coordinated.

  • Employee and payroll records remain accurate, complete and confidential.

  • HR deadlines and statutory/administrative requirements are consistently monitored and met.