Payroll Coordinator

Chiesi

We have an exciting opportunity for a Payroll Coordinator to join our HR Team

At Chiesi it is our people who are at the heart of what we do and achieve. A proud family business we are a Top Employer and a Great Place to Work in the UK. 

• We provide an excellent benefits package, including:
• competitive salary
• annual performance related bonus
• 25 days leave plus 2 additional paid well-being days
• flexible smart working (3 days in the office and 2 at home with flexible start and finish times)
• group personal pension scheme with flexible contributions
• private medical insurance
• private dental insurance
• group life assurance
• employee assistance programme
• salary sacrifice and employee discount schemes
• annual high-performance incentive awards
• enhanced maternity, paternity and adoption policies
• paid carers leave
• professional development opportunities 
• 2 dedicated volunteering days per year 

We are committed to an inclusive recruitment process and will provide reasonable adjustments upon request.

If this sounds like the next step in your journey, we’d love to hear from you! 

Job Purpose

We are looking for a Payroll Coordinator to play a vital role in the efficient administration of payroll and employee benefits. Working closely with HR, Finance, and the external payroll provider (ADP), this role is responsible for processing payroll with ADP, administering employee benefits (including benefits in kind), maintaining accurate employee records, and managing invoicing activities. The position ensures that payroll, benefits, and financial processes are delivered accurately, compliantly, and on time, contributing to smooth organisational operations and a positive employee experience.

Key Responsibilities

Payroll Administration

• Act as the primary point of contact for the outsourced payroll provider (ADP), coordinating all payroll related activities and processing. 
• Liaise with ADP to maintain and update employee records, including starters, leavers, contractual changes, salary reviews, bonuses, and other ad hoc or non-standard payments. 
• Update an internal payroll checklist to track all monthly payroll changes, working with internal stakeholders to ensure all payments are included and accurate
• Independently calculate and perform detailed validation of all payroll outputs, including thorough checks of payslips and payments processed by ADP, ensuring accuracy and compliance with company policies. 
• Investigate, analyse, and resolve payroll discrepancies by liaising effectively with ADP and internal stakeholders. 
• Review and reconcile final payroll data reports in partnership with ADP ahead of final sign-off and monthly submission deadlines.
• Prepare payroll sign off presentation reports for the Senior Director and Finance Manager, highlighting monthly variations
• Send the BAC’s file report to Finance by the required deadline and support any financial reconciliations
• Support internal and external audits by providing accurate payroll documentation, reports, and audit trails.
• Conduct regular data audits between the HR system (C-People) and ADP to ensure accurate and complete data flow
• Record, monitor, and maintain absence data to ensure correct payroll processing.
• Track occupational sick pay levels, produce monthly absence reports, and proactively escalate trigger points to HR Business Partners
• Prepare and submit the monthly pension contribution file to Aviva, ensuring accuracy and delivery in line with payroll deadlines.
• General payroll administration, including ad-hoc reporting, maintaining the payroll inbox, answering queries and preparing maternity schedules

Fleet & Company Benefit Administration

• Maintain and manage accurate company fleet records, ensuring timely and precise submission of monthly vehicle data to ADP to support payroll and benefit reporting
• Calculate all car and company benefits Benefit-in-Kind (BIK) data and ensure it is accurately reflected in payroll.
• Maintain accurate employee records all benefits platforms including new enrolments, changes, and terminations
• Upload and reconcile benefits data, including pensions and other schemes 
• Act as a point of contact for benefits-related queries
• Maintain the Reward and Recognition system with updates to starters, leavers and manage the perk budget allocations
• Assist HRBP with annual benefits window activities and system updates

Invoice Processing

• Process HR related invoices in SAP ensuring correct coding, cost allocation, and timely purchase order creation
• Track outstanding invoices and follow up with suppliers, managers, or Finance as to resolve issues.
• Support Finance with reconciliations and provide necessary documentation and reports

Education and Experience

• Proven experience in payroll processing
• Ability to work independently and manage payroll deadlines
• Strong analytical and problem solving abilities
• Demonstrates the ability to manage competing priorities and meet tight payroll deadlines, ensuring timely and accurate payroll delivery.
• Strong attention to detail and high accuracy in data entry.
• Excellent communication and interpersonal skills.
• Proven ability to handle confidential information with discretion.
• Working knowledge of Microsoft Excel
• Ability to manage multiple tasks and meet deadlines
• Experience using third party payroll provider (ADP) and/or SAP system is highly desirable.