HR and Payroll Administrator - Venus

What's in it for you

At Booker, along with being a great place to work and giving you an opportunity to get on in your career, we also offer the following fantastic package of benefits: A Booker colleague card with 10% off purchases at Booker and double discount events up to three times a year. After 3 months service, a Tesco colleague discount card with 10% increasing to 15% off most purchases at Tesco for a 4 day period after every four-weekly pay day, ie. thirteen times a year. In addition to 10% off at Tesco Cafe and 20% off all F&F purchases. 10% off pay monthly & SIM only deals with Tesco Mobile for yourself, along with further great deals through-out the year. Up to 30% off car, pet and home insurance at Tesco bank. Terms and conditions apply. Free eye test when you spend £50 or more. You can also save 30% when you spend £50 or more on glasses, prescription sunglasses and contact lenses. 50% off health checks at Tesco Pharmacy. Exclusive access to discounted RAC breakdown cover rates An exclusive deals and discounts website saving you money on everyday purchases including a cycle to work scheme. After 3 months service, you can join our annual Save As You Earn share scheme which allows you to buy Tesco shares in the future at a discount. Retirement savings plan (pension) - save up to 5% and Booker will match your contribution. Life Assurance - You are covered for death in service life cover of up to three times annual pay Health and Wellbeing support and resources including our 24/7, confidential Employee Assistance Programme and Virtual GP for you and your family. A great holiday package

About the role

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.

The successful candidate will be employed by Booker, but will be embedded within Venus Wine and Spirit Merchants Ltd, supporting their HR, payroll and H&S operations on a day-to-day basis.

You will be responsible for

HR Systems & 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Manage personnel files (digital and physical): create new files, archive old ones, and securely dispose of outdated records.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 clocking’s 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.

Enrol 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 & 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 H&S Responsibilities

Report and assist in investigating incidents or near

Maintain my H&S folder with all documentation (e.g., PAT tests, lighting checks, audits)

Distribute the H&S handbook and Employee handbook to all new starters

Manage uniform inventory and maintain supplier relationship

Coordinate the Health & Safety Committee. Track and communicate outstanding action items.

Arrange annual H&S audits and Legionella audits and follow up on action points

Implement DSE assessments and ensure any action points are addressed

Liaise with Booker H&S team when needed

Keep product data sheets current and accessible

Maintain compliance checklists (e.g., racking, Legionella) and ensure proper usage across teams

Conduct and log regular fire alarm tests

Arrange fire extinguisher servicing as required

Assist in evacuation drills and liaising with emergency services

Keep fire marshal contact lists current and visible

Ensure the stock in the first aid kits on site are maintained

Record and report incidents in both the accident book and digital system and report incidents to HICOMKeep F