View Vacancy - Regional HR Advisory/ Payroll & Benefits Officer

The British Embassy is looking for a Regional HR Advisory/ Payroll & Benefits Officer for our Americas Regional Human Resources Team located in our Washington, DC office.

 The Regional HR Advisory/Payroll & Benefits officer is responsible for assisting HR Advisory and Pay & Benefits teams with administrative and clerical duties.  The position will be responsible for assisting in processing payroll for the region; responding to pay & benefits, and advisory related enquiries from staff across the region in a timely and courteous fashion; producing, compiling and maintaining related documentation; leading on administrative tasks; and, providing backup support for the Pay and Benefits Senior Administrator as and when needed. This role is split across both teams on a 50/50 basis. The incumbent will focus on providing support to both teams ensuring the best possible standards of delivery.  

Roles and responsibilities:

Reporting directly to the HR Advisory and Payroll & Benefits Managers, the incumbent will be expected to support both Teams and achieve the following:

 Advisory – 50%

• Monitor the HR Direct inbox and distribute e-mails to the appropriate strand/colleagues; 
• Respond to telephone and email HR enquiries from local staff in the region, according to their urgency and subject matter within relevant SLA targets; 
• Provide support and advice to local FCDO staff on policies and procedures;
• Provide support to fellow Officers on advise related to complex and/or sensitive employee enquiries, ensuring proper escalation if required;
• Monitor and track employee probations and contract end dates; 
• Proactively liaise with managers within the region taking appropriate action on a timely basis – on probation periods, contract end dates, contract renewals, employment confirmation or termination processes;
• Send probation and contract termination notifications to line managers and Post management in a timely manner.  
• Support annual performance appraisal cycle through communications and status reports to encourage consistent process & practice across the region;
• Monitor staff survey results and provide analysis to post leadership
• Create and update employee personnel accounts within the HRIS;
• Compile HR direct metrics and provide assistance on reporting KPIs, metrics, etc.  
• Support by drafting and responding to employee/customer correspondence;  
• Complete requested employment verifications;
• Log enquires. Record relevant data and resolution chain to ensure all services provided are properly recorded and accounted for;  
• Other basic clerical and administrative duties as assigned. 

Payroll – 50%

• Collate and print payroll forms and emails for processing as received.
• Support the team with basic data entry in ADP and other systems as and when needed.
• Assist the Pay and Benefits Team in managing all payroll activities including bi-weekly and semi-monthly payroll processing and payroll reporting for US and Canada.
• Ensure all payroll changes are received from the US Network and Posts in a timely manner allowing sufficient time for processing.
• Assist the Pay and Benefits Team in compiling relevant key documents such as instructional ADP how-to guides and policy manuals for internal use.
• Assist the Pay and Benefits Manager in carrying out large-scale pay related projects such as uploading Performance Pay information, Re-net exercises, Year-End W2/T4 reporting processes, etc. as needed.
• Serve as backup for the Regional Senior Pay and Benefits Administrator as needed.
• Support the Pay & Benefits team in creating initial drafts of employee/customer correspondence letters under guidance from more senior team members.
• Lead on responding to Verification of Employment requests and other pay related correspondence letters which require pay calculations.
• Assist the team in maintaining the Payroll inbox and under guidance from the A2s, assigning emails to relevant Team members as received and responding to emails as instructed by LM
• Manage and organise the Pay and Benefits central e-mail inbox and interface with customers throughout the region by responding to pay-related queries. Route non-relevant enquiries to other team members to ensure they are responded to in a timely manner.
• Maintain Pay & Benefits folders on Teams and flag any issues/anomalies to Line Manager.
• Ensure that all actioned emails are being logged in the Pay & Benefits outlook box and the Teams channels and folders are being maintained on a continuous basis.
• Lead on drafting weekly Pay & Benefits team meeting minutes, and distributing minutes after Line Manager review and approval.
• Perform other job related duties as required and assigned. 

Language: English.

Level of language required: Fluent written and spoken English.

• Minimum one year of relevant work experience in an administrative support role.
• Experience of working in a shared service environment
• Experience of providing customer support and answering queries.
• Good command of spoken and written English is essential.
• Excellent oral and written communication, and multi-tasking skills. 
• Excellent standard of IT skills are required, including Microsoft Excel, SharePoint and Word and the ability to use these systems to produce reports, charts, graphs etc.

Under US State Department requirements, the UK Government in the US may only employ, as non-diplomatic staff, persons who are US citizens, US Permanent Residents or A visa holders with EAD cards*. If you hold a visa other than an A visa you are not currently eligible to work at our office. Please refer to our website for information on exceptions to this policy at www.gov.uk/government/world/usa. All selected candidates are subject to background checks and will require a security clearance prior to starting work. *A visas are acceptable at the Embassy and Consulates. The UK Mission to the UN (UKMIS) accepts G visas, and British Defence Staff (BDS) outposts accept A or NATO visas.