HR Payroll Partner

Purpose of the role:

This role is a core function of the HR team and has responsibility for the payroll processing for approximately 320 employees in GB Austria.

The payroll calculation and processing is currently outsourced to an external company and this role is also responsible for developing a close working relationship with our external provider.

This is an exciting role due to the fact that it has a high impact on our employee experience and therefore it is high profile. Attention to detail and an excellent communication style along with a very good understanding of Austrian Employment Law, in relation to payroll, is key to making this role successful.

Responsibilities:

Operational

• Is responsible for the completion and timely processing of the Austrian monthly payroll in accordance with the payroll schedule and deadlines by:

• Collecting, preparing and transmitting data to the external payroll provider for monthly processing

• Provides timely and effective support for payslip related queries;

• Has responsibility for the management of payments related to overtime and holidays;

• Ensures that payroll is processed in accordance with internal Standard Operating Procedures (SOPs) and the payroll provider's agreed timeline;

• Is responsible for ensuring that all documents are in order to carry out any changes including salary increases, promotions, bonus payments and any variances that occur;

• Works closely with the HRBPs to process terminations or contract changes;

• Ensures that all new hires are registered appropriately with any local authorities, payroll providers etc;

• Supports the HRBP providing advice to local and international Managers on Payroll and HR administrative related issues;

• Owns the relationship with the local external payroll provider;

• Operates using DPW (a local Austrian database used for absence management) and the HRIS system, Workday for the effective management of employee data;

• Responsible for conducting regular audits of the payroll processes, making the necessary recommendations to the Senior HRBP for amendments as appropriate;

• Produces regular updates and reporting to the Senior HRBP and HRBPs within the team on all payroll anomalies so that appropriate and immediate remedial action can be taken;

• Responsible for checking calculations on any payroll reports and submitting changes, as needed;

• Builds strong working relationships with other HR colleagues and keeps an open dialogue to ensure a seamless and accurate process of any payroll related issues;

• Responsible for the processing and administration of reports, as directed, for financial analysis and information;

• Works closely and in collaboration with Global HR, Finance and the General Services Team

• Set up and revise employee documents during the whole life cycle (amendments, confirmations, documents to authorities);

• Responsible for administering maternity leave payments and any other social security benefits for Austria e.g. maternity leave;

• Provides responsive and proactive support to both Line Managers and employees on any payroll query;

• Main point of contact for dealing with any ad-hoc queries and monthly reports asked by Finance;

• Provides input and advice in the set-up and implementation of the new time tracking system;

• Works closely with the HRIS team in the implementation or roll out of any changes to Workday that directly impact payroll;

• Has effective tracking processes in place for the management of ad-hoc loans and payments to employees;

• Undertakes manual adjustments (as directed by the Senior HRBP) for the rounding up and down of holidays in Workday;

• Is responsible for fully understanding SOX regulations and adhering to those rules.

Governance

• Seeks to find ways to develop or improve existing processes so that information is easily accessible by the team and accuracy is maintained;

• Is fully familiar with all internal key HR policies including but not limited to the code of conduct, disciplinary, grievance and terminations;

• Understands HR SOX obligations and the impact of non-compliance; can effectively discuss such topics with a good understanding;

• Always conducts work in a confidential and professional manner.

Workday

• Has responsibility for ensuring that Workday contains correct information and works with the HR team to correct any errors or anomalies as identified through the administration of the payroll;

• Has joint responsibility with the wider HR Team for ensuring that the data input to workday is accurate and regularly audited;

• Liaises with the HRIS team, when necessary, to request support or guidance;

• Takes responsibility for ensuring Workday skills are up to date;

• Conducts regular audits of data within Workday by proactively running reports to check for gaps and effectively fills any gaps;

• Proactively makes suggestions on how to improve the administration of tasks.

Group HR

• Ensures a good relationship is built with the wider HR team;

• Supports and shares good practice;

• Ensures personal knowledge of policies, processes and documentation is up to date.

Competencies:

• A good knowledge of payroll process and related labour legislation;

• Takes the initiative, is proactive, not reactive in approach;

• Takes ownership and responsibility for tasks;

• Ability to work under pressure and to deadlines;

• Has strong attention to detail and takes pride in the quality of their work;

• Ability to prioritise work;

• Has an approachable manner.

Skills:

• Very good time management skills essential;

• Experience, knowledge of Workday desirable;

• Excellent word

• Very good Excel knowledge including operations like pivot tables, vlook up etc.

• Excellent standard of written communication;

• Fluent knowledge of both German (C1 - level) and English (C1 - able to discuss business topics in international environment);

• Flexible and highly organised.

Qualifications and education requirements

• Has previous, relevant work experience of managing payroll in Austria, at least minimum of 3 years
• Degree educated or relevant qualification (WIFI Certified Payroll trainer and preferably Labour law degree)