Payroll & Reward Assistant

Job description

We are dynamic, empowered and entrepreneurial.
We pride ourselves in being an equal opportunities employer and diversity and inclusion is at the heart of what we believe in. IPG Mediabrands are committed to increasing the diversity of our workforce and welcome applications regardless of gender identity, race, sexual orientation, disability, age, religion or belief.

ABOUT THE ROLE
The UK HR team consists of 16 staff headed up by the HR Director, UK & Ireland.
The department adds strategic value to the agencies within IPG Mediabrands by providing operational support, best practice and advice across all areas of the employee lifecycle. We work alongside the EMEA HR team (4 people) who provide support to the market HR contacts and drive projects across the region.
We are looking for a Payroll and Reward Assistant with superb administrative skills and a passion for HR to join our fast paced, fun and friendly team. You will understand the importance of confidentiality and discretion, have a service minded approach and be happy working in a matrix structure as you will be providing administrative support for a number of different agencies with three HR Business Partners and Advisors. We work in an industry where things are continually changing and evolving so you will need to be flexible and adaptable. Working in a team where Business Partners, Learning and Development, Reward and Talent Acquisition all sit and work closely together, this is a great opportunity for someone looking to gain a broad understanding and develop their HR career.

KEY TASKS AND RESPONSIBILITIES
Onboarding & New Starter Administration
 Prepare offer letters and contracts of employment
 Collate all new starter on-boarding forms for payroll, verifying accurate completion
 Create New Starter e-files and move leaver e-files when an employee leaves
 Maintain the HR Starters and Leavers spreadsheet, ensuring it’s up to date at all times with new starters, leavers, fixed term contractors, freelancers and maternity/paternity details. Send weekly Starters and Leavers file to relevant groups
HR Systems Administration & Reporting
 Main contact for HRLink (self-service HRIS) queries
 Responsibility for administration of our performance management system, running reports when required for activities such as goal setting and appraisals
 Compile Quarterly HR Analytics Dashboard for the team in order to provide recommendations on HR initiatives using these insights
 Reporting from HRIS (HRLink) to collate and provide employee data for salary benchmarking, census and diversity surveys
 Assist with the preparation of data for IPG and external HR Audits
Payroll & Benefits
 First point of contact for employee payroll queries, escalating to Reward Manager as needed
 Collate monthly payroll instructions across all UK & Ireland business units in accordance with the payroll timetable and deadlines
 Accurate administration of payroll changes via HRIS
 Accurate preparation of the monthly payroll forms to be provided to the IPG Shared Services payroll team
 Work closely with IPG Shared Services to ensure payroll is processed accurately and on time, resolving any queries
 Collate final payroll files for Group Financial Controller to review and approve
 First point of contact for employee benefit queries, escalating to Reward Manager as needed
 Collate monthly employee changes information (including new starters, leavers and ‘lifestyle changes’) to provide to our flexible benefits provider
 Collate monthly employee data for other external benefit suppliers, including our financial education tool and employee perks site
 Manage company season ticket loan requests and other perks including long service awards and eyecare vouchers
 Coordinate our regular wellbeing activities, including on-site massages, beauty treatments and flu jabs
 Manage regular benefits communications, including email updates and drop-in sessions
 Prepare the monthly pensions reports, capturing all changes for review and approval by the Group Financial Controller
 Assisting the Reward Manager with the Annual Benefits Enrolment activities
 Arrange annual on-site benefits presentations, including the Pensions Presentation and Mortgage Seminar
 Organise the monthly Benefits & Development induction for new starters
 Work with Finance to ensure timely payment of benefit supplier invoices
Compensation :
 Support the Reward Manager and HR Business Partners with annual compensation and bonus activities – running reports from the HR system and preparing compensation review templates for each business area
 Prepare salary review and bonus letters (mail merge)
General Administration
 Manage the AskHR mailbox, responding to general HR queries within the designated timeframe, including reference requests (employment references, letting agent and bank references), letters for visa applications and business invitation letters for foreign travel
 Maintain team stationery levels, re-ordering when required
 Ad-hoc team assistance for away days, team events etc.

ABOUT YOU
You will be personable, well organised and looking to progress your career within HR. You will have an excellent eye for detail and methodical approach.

Experience:
 Office/admin experience is essential, ideally within an HR, Payroll or Finance team
 Excellent (intermediate to advanced) knowledge of Microsoft Excel (including formulas, vlook-up and pivot tables)

Competencies:
 Passionate about a career in HR and can articulate the role of HR and how it adds value to the business
 Strong aptitude for IT systems
 Confident interacting with people at all levels of seniority
 Exceptional eye for detail, rigour and process
 Good numeracy skills
 High regard for confidentiality (whilst working in an open plan environment)
 Flexible, can adapt to manage new priorities as they arise and willing to roll sleeves up and get stuck in
 Pro-active, a self-starter who works well on their own initiative
 Solutions orientated with natural problem solving skills
 Highly organised, efficient and able to multi-task and remain calm under pressure
 Honest and open
 Good relationship-building skills

The Package

THE PERKS
We guarantee that your career with us will be varied and exciting. Every day in this fast paced environment presents a different challenge and if you work smart and are the best at what you do, your time here will produce endless possibilities for your future.
You will get our support in developing your skills at every step of your career journey with us. Your manager will help you create a tailored career path and through our in-house experts, and online performance management and learning and development tool, you will have access to a wide range of internal and external courses. In addition to this there are always plenty of internal sessions on the latest developments in the industry, e-learning courses, bite-size learning sessions and on the job training and development.

We aim to provide all of our people with a supportive and fun work environment where you can develop your full potential and benefit from the broad range of opportunities within the agency both in the UK and globally. When you join us, we want to make sure you feel valued – and that you are rewarded for your fantastic work. So we also offer a range of benefits:

- 25 days annual leave. In addition to your annual holiday entitlement, the office usually closes between Christmas & New Year
- Additional holiday for long service
- Group Income Protection (after 2 years’ service)
- Life Assurance
- Private Medical Insurance or Health Cash Plan (dependent on level)
- Group Personal Pension Plan with matched contributions from 3-6%
- Core Hours (Mon-Thurs, flexible start/finish times)
- Early finish Fridays
- Generous Maternity & Paternity Pay
- Wellbeing programme, including subsidised massages
- Paid time off for Volunteering
- Independent mortgage advice
- Financial education
- Employee Assistance Programme
- Interest free season ticket loan
- Free breakfast
- Subsidised Café
- Free eye tests
- Regular Bar Night
- Retail discounts
- Flexible benefits including Dental, Travel insurance, Ride2Work, GymFlex and many more!

HOW WE PROTECT YOU
The manner in which IPG Mediabrands processes your personal data is set out in the eRecruitment Privacy Notice. By submitting your data you are stating that you have read and understand how your personal information will be used and processed by IPG Mediabrands.
www.ipgmediabrands.

The Agency

IPG Mediabrands

WHO WE ARE
We are IPG Mediabrands, a new world agency group designed with dynamic marketing at its core. We are 10,000 marketing communication, media and technology specialists in over 130 countries. We are a diverse group of innovators, technologists, designers, scientists, musicians, strategists, buyers, thinkers, planners and mathematicians that are committed to building new solutions for the world’s top brands.

The IPG Mediabrands EMEA umbrella includes agencies such as UM, Initiative, the Reprise Digital Network and its roster of speciality services including Orion, Rapport, MAGNA and Cadreon, plus many others. In EMEA we manage and invest over £3 billion for some of the largest companies and employ over 3,400 people across EMEA.

We are dynamic, empowered and entrepreneurial.
We pride ourselves in being an equal opportunities employer and diversity and inclusion is at the heart of what we believe in. IPG Mediabrands are committed to increasing the diversity of our workforce and welcome applications regardless of gender identity, race, sexual orientation, disability, age, religion or belief.