HR & Payroll Coordinator (Europe)

Location: Nottingham (on-site, 5 days per week) with support across European entities.

Reports to Finance Director with day-to-day partnership with the HR Business Partner (Europe).

Role Purpose

This role exists to remove administrative workload from the HR Business Partner by taking ownership of core HR operations and payroll coordination across a small European population (c. 190 headcount).

The position is not an Employee Relations (ER) / casework role; ER investigations, formal processes, and complex people matters remain with the HR Business Partner.

The ideal candidate enjoys structured, repeatable work, thrives on accuracy and deadlines, and is comfortable operating in a lower-volume environment where the priority is getting the essentials done exceptionally well.

Key Responsibilities

1) Payroll Coordination

* Collect, validate, and reconcile payroll inputs each month (starters, leavers, contractual changes, absence data, statutory items) for monthly payroll cycles where applicable.

* Liaise with the external payroll provider to ensure accurate and timely processing, resolving queries and correcting discrepancies before submission deadlines.

* Maintain accurate payroll documentation and audit trail in line with GDPR and internal controls.

* Support year-end payroll activities and reporting as required.

* Prepare annual pay review files and support processing changes.

2) Pension Administration

* Administer pension scheme activity: enrolments, opt-outs, and changes, ensuring compliance with statutory requirements and scheme rules.

3) HR Administration

* Own day-to-day HR admin tasks that sit below HRBP level, including:

* Adding new starters and maintaining employee records across HR and holiday/absence systems.

* Maintaining and auditing electronic personnel files (GDPR compliant).

* Producing routine reports (headcount, org charts, trackers) and maintaining accuracy of HR data.

* Preparing standard letters and documentation (contracts, offer letters, variations) and ensuring correct filing and version control.

4) Recruitment Coordination

* Support drafting and posting job adverts/specifications and coordinate the candidate pipeline.

* Arrange interviews and manage scheduling/logistics.

* Ensure timely communication to candidates (updates, feedback, outcomes).

* Complete right-to-work checks and ensure documentation is compliant.

5) Onboarding & Offboarding

* Prepare welcome packs, contracts, and onboarding schedules; maintain accurate employee records throughout.

* Coordinate leaver administration, including exit documentation, system access closure, company property returns, and final payroll inputs.

6) Absence, Holiday & System Support

* Track and maintain absence and leave records; ensure work patterns/schedules are accurately reflected.

* Act as first point of contact for HR systems/holiday system queries, providing guidance to users and escalating issues as needed.

7) HR Support (first-line, policy-based)

* Provide first-line guidance on basic HR policies and processes, escalating anything complex to the HR Business Partner.

* Support HRBP with meeting prep and team meeting packs (collating data, trackers, actions).

What We're Looking For

* Proven experience in HR administration with a strong operational focus.

* Demonstrable experience coordinating monthly payroll with an external payroll provider (data gathering, validation, submissions, query resolution).

* Confidence with payroll fundamentals (e.g., statutory items, starters/leavers, pensions inputs, and common payroll queries).

* Highly organised, deadline-driven, and meticulous attention to detail.

* Comfortable with on-site work 5 days per week.

* Strong Microsoft Office skills (Excel, Outlook, Word, Teams).

Preferred

* Working toward (or holding) a CIPP qualification (Level 1-2) or equivalent payroll learning focus.

* Experience supporting multi-country or multi-site HR administration in Europe (even if payroll is UK-led via a provider)