HR and Payroll Administrator - Venus

You will be responsible for managing payroll processes, maintaining HR systems, ensuring compliance with employment legislation, and supporting employee lifecycle activities. This role requires strong attention to detail, excellent communication skills, and proficiency in HR and payroll systems.HR Systems and Reporting

Maintain and update the HRIS with accurate employee information.Manage personnel files (digital and physical): create new files, archive old ones, and securely dispose of outdated records.Generate HR metrics and reports including headcount, turnover, and absence data to support business insights.Send weekly employee reports to Booker HR Admin for SAP processing.Notify People Data Queries of new joiners to request SAP position numbers, then forward the details to Booker HR Admin.Provide weekly operations clock card, pulse and period reports to the Accounts Assistant.Set up Supervisor and employee portal login details and share custom step-by-step user guides.Create and maintain monthly organizational structure charts.Manage statutory leave processing, including SSP, SMP, and SPP.General HR Administration

Monitor daily clockings for all staff, liaise with managers/supervisors regarding anomalies or missing data, and gain approval for overtime.Manage and process employee data change requests (e.g., personal info, job titles, hours).Maintain holiday entitlement records by generating and sending leave balance reports to managers to prompt holiday planning throughout the year.Draft, email, and post formal employee letters (e.g., contract variations, welfare meetings, disciplinary invites, pay increases, proof of employment).Provide employment references for ex-employees upon request.Manage Right to Work compliance, including setting reminders for document expirations and prompting managers to obtain updates.Arrange accommodation and travel for new joiners (now passing this responsibility to managers).Employee Benefits

Email employees’ pension auto-enrolment letters and manage opt-out process, ensuring correct documentation and follow up.Enroll employees into their pension and submit their contributions.Assist with the annual private healthcare scheme renewal process.Request replacement employee discount cards and follow up on any outstanding issues.Performance and Development

Track probation periods and remind managers of upcoming reviews via email and attach the probation review template for ease.Chase completed probation forms for recordkeeping and file.Prepare and issue probation extension letters where applicable.Track training completions and store all staff training certificates.Arrange external training courses for employees as required.Coordinate internal Booker training sessions (e.g., GDPR, Competition Law, Anti-Bribery, Information Security, HICOM).Advise managers on formal processes for addressing underperformance.Support managers with drafting and managing PIPs.Create and issue training agreements when applicable.Payroll Duties

Generate and submit journal reports to Accounts monthly.Download and reformat monthly staff timesheets.Ensure all overtime is authorized prior to starting payroll.Input SSP, SMP, and SPP days into payroll system, ensuring correct documentation is provided.General HandS Responsibilities

Report and assist in investigating incidents or nearMaintain my HandS folder with all documentation (e.g., PAT tests, lighting checks, audits)Distribute the HandS handbook and Employee handbook to all new startersManage uniform inventory and maintain supplier relationshipCoordinate the Health and Safety Committee. Track and communicate outstanding action items.Arrange annual HandS audits and Legionella audits and follow up on action pointsImplement DSE assessments and ensure any action points are addressedLiaise with Booker HandS team when neededKeep product data sheets current and accessibleMaintain compliance checklists (e.g., racking, Legionella) and ensure proper usage across teamsConduct and log regular fire alarm testsArrange fire extinguisher servicing as requiredAssist in evacuation drills and liaising with emergency servicesKeep fire marshal contact lists current and visibleEnsure the stock in the first aid kits on site are maintainedRecord and report incidents in both the accident book and digital system and report incidents to HICOMKeep First Aider lists up to date.Key People I work with, in and outside Venus

Senior Leadership TeamEmployees across all depotsBooker People Partner: CentralPayroll / Legal / LandD and Pension TeamsPayroll Expertise

Understanding of payroll systems (e.g., SAP, ADP, Sage)Knowledge of UK payroll legislation (e.g., PAYE, NI, pensions, statutory payments)Accuracy in processing salaries, deductions, and benefitsHR Administration

Familiarity with HR policies and proceduresExperience with onboarding, contracts, absence management, and employee recordsUnderstanding of GDPR and data confidentialitySystems and Technology

Proficiency in HRIS and payroll softwareStrong Excel skills (pivot tables, formulas, data validation)Ability to troubleshoot system issues and support integrationsFounded as a family business over 50 years ago, Venus has grown from a small start-up into a trusted partner for the UK’s leading bars, restaurants, and hospitality venues. With decades of industry experience and a passion for exceptional service, we are dedicated to helping our customers create drinks offerings that truly stand out.Since joining the Booker Group in June 2024, we have combined our strong heritage with enhanced logistics and resources. This allows us to provide seamless delivery and offer an outstanding range of premium wines and spirits. Our headquarters are located in Tottenham, London. We also operate distribution depots in Leeds, Bristol, Manchester, Birmingham, and Soho in London where Gerry’s, one of the country’s most renowned spirits shops, is located.Our reputation is built on the quality of our products, our expertise, and our unwavering commitment to exceptional customer ..... full job details .....