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Job description

The Payroll & HR Specialist is a genuine hybrid role, responsible for the accurate, timely and compliant processing of payroll across the Phoenix Energy group of companies combined with proactive HR generalist support including recruitment coordination, first-line employee relations support and involvement in wider HR projects. The role ensures employees are paid correctly and on time, statutory and pension obligations are met, and payroll and HR data is maintained to a high standard of accuracy and confidentiality. The postholder reports to and works closely with the HR Manager, providing a joined-up service across the employee lifecycle.

Responsibilities

• Process end-to-end monthly payroll for all group entities using PayCircle (Access UK), including new starters, leavers, contractual changes, overtime, expenses and statutory payments (SSP, SMP, SPP, SAP).
• Ensure accurate processing of deductions, including PAYE, National Insurance, pension contributions (Scottish Widows), student loans, court orders and other authorised deductions.
• Prepare and process holiday pay accurately, including leaving employees, in line with statutory and contractual entitlements.
• Payroll taxable benefits in kind in accordance with HMRC payrolling benefits rules, ensuring accurate in-year tax treatment and correct year-end reporting.
• Administer auto-enrolment pension duties and liaise with Scottish Widows on contribution submissions, opt-outs and re-enrolment cycles.
• Reconcile payroll reports prior to submission, investigating and resolving discrepancies.
• Prepare payroll-related reports and management information as required.
• Support year-end payroll processes, including P60s, P11D(b)s where applicable.
• Coordinate end-to-end recruitment activity, including advertising vacancies, liaising with hiring managers, scheduling interviews, issuing offers and preparing contracts of employment.
• Act as first point of contact for employee relations queries from employees and line managers, providing guidance on policy and process and supporting informal resolution, escalating more complex casework to the HR Manager.
• Coordinate onboarding and induction for new starters, ensuring a positive and compliant new-starter experience.
• Manage absence administration, including monitoring sickness absence, supporting return-to-work processes and liaising with occupational health and the EAP provider as needed.
• Contribute to HR projects and continuous improvement initiatives, such as policy review, process redesign and systems development.
• Support administration of employee lifecycle changes, including promotions, transfers and flexible working requests, in conjunction with the HR Manager.
• Maintain accurate and up-to-date payroll and employee records within the HR system across the full employee lifecycle, ensuring data consistency between HR and payroll systems.
• Respond to payroll and HR queries from employees and managers professionally, confidentially and within agreed timescales.
• Ensure all payroll and HR activity complies with current Northern Ireland employment legislation, HMRC guidance and internal Phoenix Energy policy.
• Maintain strict confidentiality of all payroll, HR and personal data in line with GDPR and internal data protection policy.
• Identify and support continuous improvement of payroll and HR processes and controls, escalating risks or errors to the HR Manager promptly.
• Provide cover and support for other members of the HR team as required.

Skills and Qualifications

Essential Skills

• Payroll qualification (e.g. CIPP Foundation Degree, Payroll Technician Certificate) or equivalent demonstrable experience.
• A minimum of 5 years’ demonstrable experience of processing end-to-end payroll for a multi-entity organisation.
• Experience using payroll software (e.g. PayCircle, Sage, or similar).
• Experience administering workplace pension schemes and auto-enrolment duties.
• Experience handling confidential and sensitive employee data.
• Sound working knowledge of PAYE, National Insurance, statutory payments and current pension legislation.
• Working knowledge of Northern Ireland employment law as it relates to pay.
• High level of numeracy and accuracy, with attention to detail.
• Proficient in Microsoft Excel and general IT literacy.
• Organisational skills with the ability to manage competing deadlines, particularly around monthly payroll cut-off and concurrent HR casework.
• Clear, professional communication skills, both written and verbal.
• Ability to maintain absolute confidentiality and discretion.
• A methodical, process-driven approach with a commitment to continuous improvement.

Desirable Skills

• Full CIPP membership or working towards it.
• CIPD Foundation or Associate level, or working towards it.
• Experience of general HR administration, such as recruitment coordination, onboarding, absence management or supporting employee relations casework.
• Experience within the energy, utilities or a regulated industry.
• Experience working alongside an HR system.
• Experience providing first-line advice to managers on employee relations matters.
• Working knowledge of Northern Ireland employment law as it relates to recruitment, absence and employee relations.