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:
- 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
- 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.
