Role Summary

Coordinate and administer end-to-end payroll operations across multiple international jurisdictions, ensuring the accurate and timely delivery of payroll services through a combination of in-house processing and outsourced payroll providers. Act as a payroll resource within the global HR function, the role applies technical payroll knowledge, strong analytical judgement and a high level of confidentiality to support accurate payroll delivery, employee service, payroll controls and statutory compliance. The role is responsible for payroll validation, ensuring payroll controls are adhered, statutory compliance, employment tax coordination, expatriate payroll administration, stakeholder management and continuous improvement of global payroll processes while ensuring compliance with Company policies and Internal PAY Controls.

Responsibilities

• Coordinate end-to-end payroll processing activities across multiple international jurisdictions for both in-house and third-party payrolls.
• Validate payroll input sheets for in-house payrolls against employee records in HRIS, process approved changes within the payroll system where applicable, and calculate pro rata payments for new hires, leavers, promotions, demotions, transfers and other contractual changes, including variable pay.
• Prepare, validate and submit third-party payroll input templates, ensuring all payroll-related changes, including new hires, leavers, transfers, promotions, demotions, temporary uplifts, variable pay and other contractual amendments, are accurately captured.
• Process approved employee expense claims through payroll, ensuring approved claims are accurately paid in the appropriate payroll cycle in accordance with Company procedures and payroll deadlines.
• Provide payroll support and guidance to employees and internal stakeholders on payroll-related matters, using technical payroll knowledge to interpret payroll queries, explain payroll processes and support timely resolution of employee pay matters.
• Perform detailed payroll output validation, investigate and resolve discrepancies with payroll providers and internal stakeholders, and ensure payroll data is approved for processing in accordance with Company procedures. Maintain payroll calendars and ensure payroll deadlines are met across multiple jurisdictions.
• Coordinate and process approved off-cycle payroll requests, including salary advances, payroll corrections, termination payments and other exceptional payments, ensuring all calculations are accurate, appropriately authorised and processed within agreed timelines and in compliance with Company policy and statutory requirements.
• Administer manual salary payments for employees not included in the monthly bank file, including cases relating to bank detail formatting or urgent post-run requests, ensuring manual payment requests are completed, independently reviewed, appropriately approved and submitted to Accounts Payable for processing in line with PAY.CONTROLS.
• Action payroll-related workflows within the HRIS, including reviewing and processing absence requests, assigning new hires to the appropriate payroll and pay group, and verifying employee bank details to ensure accurate and timely payroll processing, confirming that accounts are held in the employee's personal name, contain a valid SWIFT/IBAN where applicable, and are capable of receiving transfers in the contractual salary currency. Receive new-hire documentation from
• onboarding workflows, including offer letters, contracts and joining documents, to ensure accurate and timely payroll set-up in Workday.
• Prepare gross-to-net payroll reconciliation and comparison reports to support payroll validation and approval processes, including a summary overview highlighting key changes, variances, exceptions and relevant considerations for approvers.
• At the HRIS settlement stage, verify net pay figures and employee headcount against payroll reports to ensure alignment; where discrepancies are identified, investigate items changed, added or approved outside the standard process and ensure corrections are made in line with PAY.CONTROLS.
• Manage the submission of payrolls through the approval workflow, ensuring appropriate approvals are obtained within agreed timelines and in line with PAY.CONTROLS. Investigate and resolve any payroll anomalies or queries identified during the approval process, updating reports and resubmitting for approval where required.
• Upon final approval, ensure approved payroll bank files are securely shared with Finance to facilitate timely payment processing.
• Provide net pay figures to Accounts Payable and Treasury to enable timely funding of the required bank accounts in the correct amount and currency.
• Manage UK pension administration activities in line with statutory requirements, including monitoring employee eligibility, processing auto-enrolment and changes, maintaining accurate payroll records, and ensuring pension contributions are correctly calculated and submitted within required timelines. Liaise with pension providers and internal stakeholders to resolve queries and support ongoing compliance with pension legislation.
• Prepare monthly pension reconciliations using the HRIS Pay Calculation Report – Deduction Register, reconciling both employee and employer contributions prior to submission to the pension provider. 
• Interface with Human Resources to ensure clarity on employee related information and instructions.
• Support the implementation of payroll operations for new countries, including assisting with payroll set up activities, configuration of payroll-related elements within the HRIS, and validation of country specific payroll requirements. Support the testing and review of new country payroll processes, including system testing, data validation and parallel payroll runs to ensure accurate and compliant payroll processing prior to go-live. Support with the coordination of expatriate shadow payroll, including liaising with HR to obtain expatriate personnel movements; prepare and maintain monthly shadow payroll data, ensuring expatriate payroll and income information is accurate, complete and submitted to external tax consultants within agreed deadlines to support host country tax compliance.
• Prepare and distribute annual Personal Income Tax (PIT) letters to eligible employees, ensuring all information is accurate, complete and issued within agreed timelines to support employees' personal tax filing obligations and statutory reporting requirements.
• Manage the distribution of payslips for externally processed payrolls by uploading, validating and publishing within the HRIS ensuring documents are made available to employees in line with payroll release schedules and statutory requirements.
• Coordinate and administer year-end payroll activities across assigned payroll jurisdictions, including the preparation, validation and distribution of payroll-related statutory employee reports, ensuring compliance with local legislative requirements and prescribed filing deadlines.
• Prepare and submit payroll-related reports and statutory filings to relevant tax authorities within required deadlines, ensuring data accuracy, completeness and compliance with local legislative requirements.
• Maintain accurate payroll records, supporting documentation and audit trails in accordance with data protection requirements. Ensure appropriate documentation is retained to evidence PAY.CONTROLS. Support internal and external payroll audit requests by providing relevant documentation and assisting with the resolution of any findings or control improvements identified. Submit wire payment requests to Treasury for month end pension and statutory payments.
• Support Company initiatives within the company.
• Ensure compliance with applicable laws and payroll tax obligations are being met per regulations.
• Support the creation, review and maintenance of payroll policies, procedures and process documentation to ensure information remains accurate, current and aligned with legislative requirements and Company practices. Identify opportunities to improve payroll processes, controls and ways of working, recommending enhancements to increase consistency, efficiency and service quality across payroll operations.
• Comply with all company policies and procedures.
• Other duties as assigned by Payroll and Compliance Supervisor and/or HR Director - Payroll and Compliance.

Qualifications and Experience

• Chartered Institute of Payroll Professionals (CIPP) qualification is desired.
• Administering multi-country payroll operations within a multinational organisation.
• Understanding of payroll processes, payroll controls, and payroll data validation.
• Experience working with third-party payroll providers.
• Strong numerical and analytical skills with a high level of accuracy.
• Highly organised and responsive, with the ability to handle multiple tasks simultaneously, and work to tight deadlines.
• Ability to maintain accuracy and attention to detail while working in a complex, challenging environment.
• Familiarity with payroll systems such as Workday, ADP, Deel, or similar platforms.
• Knowledge of UK payroll legislation and HMRC reporting requirements, desired but not required.
• Experience supporting expatriate and shadow payroll administration.
• Ability to act as a payroll subject matter specialist, applying payroll knowledge to interpret data, identify risks and discrepancies, support compliance requirements and provide accurate guidance to employees, stakeholders and payroll providers.
• Ability to work as a team and individually, uses own initiative to identify and prioritise.
• The role also requires a high level of confidentiality be maintained.
• HRIS experience, in particular Workday.
• Excellent Excel skills.
• Microsoft Office.