HR & Payroll Administrator

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 is responsible for providing administrative support across the employee lifecycle while ensuring the accurate and timely processing of payroll. The role supports HR operations, maintains employee records, assists with recruitment and onboarding activities, and ensures compliance with company policies and employment legislation.

Key Duties and Responsibilities

Human Resources Administration

• Maintain accurate and up-to-date employee records and HR databases.
• Prepare employment contracts, addenda, confirmation letters, and other HR documentation.
• Coordinate onboarding and offboarding processes for employees.
• Support employee probation reviews and contract renewal processes.
• Assist employees with HR-related queries and provide administrative support where required.
• Maintain records relating to leave, absences, disciplinary actions, and performance reviews.
• Ensure all employee documentation is filed and stored in accordance with company policies and data protection requirements.
• Assist in the implementation and communication of HR policies and procedures.

Payroll Administration

• Prepare and process payroll data accurately and within established deadlines.
• Maintain payroll records, ensuring all employee information is current and accurate.
• Process changes relating to salaries, allowances, bonuses, overtime, deductions, and benefits.
• Coordinate with Finance and external payroll providers where applicable.
• Ensure compliance with statutory payroll requirements, including tax, social security, and other regulatory obligations.
• Prepare payroll reports and supporting documentation as required.
• Assist with payroll reconciliations and respond to payroll-related employee queries.

Recruitment & Employee Lifecycle Support

• Assist with job postings, candidate coordination, and interview scheduling.
• Support onboarding activities, including document collection and induction coordination.
• Monitor employee contract expiry dates and probation periods.
• Assist in the preparation of HR reports and workforce data.

Compliance & Reporting

• Ensure compliance with employment legislation and company policies.
• Support HR audits and provide required documentation when requested.
• Prepare regular HR and payroll reports, metrics, and statistics.
• Assist with visa, work permit, and employment-related administrative processes where applicable.
• Support continuous improvement initiatives within HR and payroll processes.

Qualifications & Experience

• Diploma or Bachelor's degree in Human Resources, Business Administration, Accounting, or a related field.
• Minimum 2 years' experience in an HR and/or payroll administration role.
• Experience using HRIS and payroll systems.
• Good understanding of employment legislation and payroll practices.
• Proficiency in Microsoft Office applications, particularly Excel.

Skills & Competencies

• Strong attention to detail and accuracy.
• Excellent organisational and time-management skills.
• Ability to handle confidential information with discretion.
• Strong communication and interpersonal skills.
• Ability to manage multiple priorities and meet deadlines.
• Proactive, reliable, and service-oriented approach.
• Strong numerical and analytical skills.

Key Performance Indicators (KPIs)

• Accurate and timely payroll processing.
• Employee records maintained with a high level of accuracy.
• HR administration completed within agreed timelines.
• Compliance with statutory and company requirements.
• Positive internal stakeholder and employee feedback.
• Timely completion of onboarding and offboarding activities.