Job Description

Process Excellence Manager - Timesheet Payroll

My Client employs approximately 2,000 people to work at 400 client sites in the London area, this is a business-critical role to ensure that we know who is working at which site and between what times, they need this data to ensure that we can accurately pay wages, ensure our service delivery is in accordance with the contract, and to optimise our workforce.

Their largest expense is payroll and accounts for 64% of business costs. The company has invested in T&A systems to help improve clocking compliance and manage their biggest expense.

This role would suit a person who has experience of driving change through an organisation, engaging with all the business departments and ensuring the processes and procedures are being adhered to.

This role is responsible for monitoring the time and attendance system, processing and analysing the data and managing the fortnightly and four weekly payrolls. Due to the nature of the work, this role would suit someone who is comfortable with complex data, IT systems and process mapping. You will also need to have management experience as a team of 4 report into the role.

Candidates from finance, payroll, process excellence, IT or data analyst backgrounds will be preferred. This is an exciting time to make your mark on an established company that is undergoing a period of transformation with ambitious growth plans.

Principal duties and responsibilities:

1. Process improvement and driving clocking compliance throughout the business

- Monitoring and analysing T&A - drive the process by engaging with all departments and ensuring all queries are resolved
- Observing biometric/phone devices ensuring all staff are using the devices and investigating queries
- Supporting area managers and divisional directors with sites where T&A is compliance is below 70%

2. Management of payroll team

Ensure the payroll team are performing their duties:

- Daily arbitrations of time and attendance of cleaning operatives
- Communicating with supervisors, area managers to drive improved clocking compliance
- Confirming those who have worked overtime and reasons for the overtime
- Updating staffing on Timegate
- Answering payroll queries: phone calls, queries from sharepoint portal, and queries in wages email folder
- Mentoring and development of the team
- Staff appraisals

3. Oversee the processing of payroll on a fortnightly, four weekly and monthly basis

- Processing of wages from Timegate to Sage Payroll 50
- Update Sage - sick notes/attachment of earnings/CRBs etc
- Payroll submissions
- Yearly P60s

4. Reports

Monthly reports:

- Balance sheet reconciliations
- PAYE and attachments of earnings report and payment
- Other adhoc reports requested
Fortnightly reports:

- Back payment reports
- Open posts reports

Software applications:

- Time and Attendance (T&A) - Biometric devices and phones
- Timegate - To be used for daily arbitrations for payroll processing
- Sage Payroll 50 - Timegate feeds into Sage Payroll
- Daily Wages - internal built system used for view purposes
- Goldmine - Information on contracts

Person Specification:

- Experience of driving change in a business
- Knowledge of process and data system improvements in a business
- Technically savvy with IT systems
- Proactive and forward thinking
- Highly organised with great attention to detail
- Ability to work to tight deadlines
- Able to work well under pressure
- Timegate knowledge would be desirable
- Payroll experience would be an advantage
- Languages: Spanish and Portuguese would be an advantage