HR & Payroll Administrator

About this role

HR & Payroll Administrator

Job Title: HR & Payroll Administrator

Department: Human Resources

Reporting To: Payroll Lead

Location: Burmarrad, Malta

Working Hours: Full-Time

Status: Indefinite Contract

Role purpose

The HR & Payroll Administrator will support the HR & Payroll Specialist throughout the end-to-end payroll cycle, while providing comprehensive administrative support to the Human Resources function. The role contributes to accurate payroll processing, effective employee record management, statutory compliance, and work permit/e-licence administration.

The key duties and responsibilities of the role are as follows:

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• Assist in the preparation, compilation, and execution of the monthly payroll process from start to finish.
• Process payroll and HR-related requests, including the preparation of letters and the issuing of employment or tax-related documents.
• Assist with maintaining accurate and up-to-date information in HR systems.
• Provide administrative support for the day-to-day operations of the Human Resources Department.
• Maintain employee records, including creating physical and/or digital files for new employees and keeping these files accurate and up to date.
• Process new hire documentation and accurately enter employee information into the payroll system, ensuring all records are complete and up to date.
• Maintain the payroll system and records by handling changes in a timely manner. This includes changes in personal details, wages, leave records etc.
• Liaise with third parties, including Jobsplus, on employment-related matters such as engagements, terminations, and work-permit applications.
• Maintain vacation and sick leave records for all employees and issue related reports.
• Manage maternity leave administration, including planning leave arrangements, liaising with employees and managers, updating records, and following up on the required documentation.
• Apply for reimbursements of leave-related benefits, ensuring all required documentation is submitted accurately and on time.
• Submit statutory reports in a timely manner and issue relevant reports to internal departments as required.
• Manage the company’s mobile telephony service, including liaising with the service provider on new connections, terminations, and monthly reporting for payroll and accounting purposes.
• Provide ad hoc support to the HR Department as required.

Core competencies, knowledge, and experience

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• Minimum of 2 years’ experience in an HR or payroll role.
• Practical experience in payroll administration and work permit processes.
• Familiarity with HR and payroll systems will be considered an asset.
• Proficient in basic IT skills and confident in using Microsoft Office applications, particularly Outlook, Excel, and Word.
• High level of integrity and discretion when handling confidential and sensitive information.
• Positive, proactive attitude with the ability to work independently and take initiative.
• Strong attention to detail with the ability to manage multiple tasks accurately and meet established deadlines.
• Excellent organisational and problem-solving skills.
• Excellent verbal communication skills, with fluency in English.