Full job description Payroll & Fleet Administrator | Kings Hill, Kent (Hybrid - 3 days in office) | Paying £30k - £35k DOE
We’re seeking a highly organised and detail-focused Payroll & Fleet Administrator to join our client’s Finance team. This role is ideal for someone with strong UK payroll experience who enjoys variety, values accuracy and thrives on working to fixed deadlines. You’ll deliver UK and Irish payrolls, support Maltese payroll, manage the company vehicle fleet and provide day-to-day finance support.
Key Responsibilities:
UK Payroll (Primary Focus):
*Run the monthly UK payroll end-to-end and act as first point of contact for payroll queries.
*Process starters, leavers, contract changes, tax codes, sickness and parental leave, ensuring approvals are obtained and evidenced.
*Calculate, load and reconcile commission, bonuses, referral payments and ad hoc or zero-hour payments.
*Administer pension auto-enrolment and submit monthly contributions to the provider.
*Process student and postgraduate loan deductions, attachment of earnings and other court-ordered deductions.
*Complete pre-approval checks, including variance and gross-to-net analysis, headcount reconciliation and National Minimum Wage checks.
*Verify bank detail changes, issue payslips, submit RTI returns (FPS/EPS) and post payroll journals.
Ireland Payroll:
*Run the monthly Irish payroll in BrightPay, covering starters, leavers, pay changes, commission and bonuses.
*Process PAYE, USC and PRSI in line with PAYE Modernisation, retrieving RPNs and submitting to Revenue via ROS.
*Process statutory and company sick pay, family leave top-ups and pension contributions, including auto-enrolment.
*Prepare the SEPA payment file, journals and bonus reports, and issue payslips.
Malta Payroll Support:
*Support the Maltese payroll with the external provider, including FSS deductions and FS5 / FS7 returns.
*Ensure data is accurate and submitted on time.
Fleet Management:
*Own the fleet tracker as the single record of all company and salary sacrifice vehicles, drivers, allocations, changes and returns.
*Ensure car benefits are correctly reflected in UK and Irish payroll, including BIK calculations and employee contributions, reconciling monthly to provider reports.
*Administer personal mileage deductions and follow up missing records with line managers.
*Manage vehicles for starters, leavers and extended leave, liaising with leasing providers.
*Coordinate servicing, maintenance, MOTs, insurance and renewals.
*Monitor fleet costs and flag variances.
*Act as the main contact for vehicle-related queries and prepare for mandatory payrolling of company car and fuel benefits from April 2027.
Finance & Accounting Support:
*Post and manage employee expenses on the Irish expenses platform.
*Update Revenue (ROS) reporting weekly for expenses paid.
*Assist with accounts payable invoice posting when required.
Governance & General Administration:
*Maintain the payroll calendar, monthly checklists and process documentation, filing all reports, approvals and evidence.
*Work closely with the People team, Finance and approvers.
*Support year-end activities (P60s, P11Ds) and internal and external audits.
*Handle employee data confidentially and in line with UK and EU GDPR.
*Contribute to process improvements across payroll, fleet and finance.
What You’ll Bring:
*Proven experience processing UK payroll end-to-end, including PAYE, NI, RTI, statutory payments and pension auto-enrolment.
*Good understanding of company car and salary sacrifice benefits, including BIK.
*Experience using a payroll system alongside an HR system.
*Strong Excel skills, particularly for calculations and reconciliations.
*Excellent accuracy and the ability to work to fixed monthly deadlines.
*Clear communication with internal stakeholders and external providers.
*Ability to handle confidential information professionally.
*Desirable: Irish payroll (BrightPay, Revenue PAYE Modernisation) and/or Maltese payroll experience.
*Desirable: Experience administering a company vehicle fleet or salary sacrifice car scheme.
*Desirable: Experience calculating commission and bonus payments.
*Desirable: Experience with NetSuite or a similar finance system.
*Desirable: Payroll qualification (e.g. CIPP or IPASS), or working towards one.