Payroll and Systems Coordinator

Human Resources London, United Kingdom


Position at Havas Media

The Role

 Our people have always been a key focus for our business and as such, we’re looking to expand our team by hiring a Payroll and Systems Coordinator to help us ensure we are processing accurate payroll, employee data and benefits across our clients groups.

 A key focus for this role is administration and supporting the wider people team. As such, you will be required to work closely with the wider People Team to ensure you’re supporting the business in the right way. 

This is a really varied role covering payroll data collection and manipulation, reporting, data administration, new joiner management, on-boarding of new hires and payroll and employee benefits. You will also work closely with the Compensation and Benefits Manager to ensure you’re supporting our employees as the first point of contact for benefits information across the Group. This role is really key for the success of our team and has potential for growth into various areas across the Comp and Ben piece.

 Working alongside a strong People Team, you will have autonomy to input into new processes, ideas and ways of working: we actively want to hear about what you can do to support our business better! It’s a lively team and an even livelier company with plenty of opportunity for career development, training and most importantly – enjoying your job.

Responsibilities include:

  • You will be responsible for the new starter process in our H.R system, Cascade. This involves accurate creation of the records on Cascade and collecting tax documents for new joiners.
  • You will conducting background checks (references and eligibility to work in the UK) and training new starters on our people team systems.
  • You will take ownership for the leaver process including calculating remaining holidays, liaising with payroll and drafting leaver letters for the People Operations Manager.
  • Act as the first line of contact with employees to manage questions and queries about Havas Media Group benefits.
  • Maintain relationships with external benefit providers, alongside the Compensation and Benefits Manager
  • Assist with the different benefit platforms, ensuring these are kept up to date (PMI, gyms, season ticket loans, etc.)
  • Housekeeping for benefit eligibility – e.g. probation packs.
  • Liaise with Havas Shared Service centre to communicate monthly employee updates for payroll. This includes salary changes, benefit deductions, childcare vouchers, and new starters and leavers.
  • Ensure all payroll updates are accurate and sent to the shared service team in line with payroll deadlines.
  • Be a front facing contact for all employees on payroll queries and answer tax queries.
  • Assist the Compensation and Benefits Manager on compensation projects such as the twice yearly salary review. (Including the preparation of the letters)
  • Data management of Cascade across Havas Media Group.
  • Keep Cascade up to date with employee details and employee lifecycle changes.
  • Assist with management of all data within the Cascade system and own assigned reporting for the business as required.
  • Track and report starters/leavers from Cascade, ensuring data is kept up to date at all times.
  • Conduct monthly employee information reconciliation.
  • Provide log in details to all new joiners for Cascade.
  • Keep the monthly dashboards updated for distribution to the business

Who we’re looking for :

  • You will have at least 6 months Payroll experience, ideally with a focus on systems and data. 
  • You will have some exposure or a keen personal interest in working within media, creative or marketing agency environment. 
  • You must be able to provide support to the wider HR team and business, with advanced Excel, PPT and Word skills.
  • A team player who will muck in.
  • You should have a high level of accuracy and attention to detail.
  • You should not be afraid to challenge and ask why?
  • You should be a confident communicator