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The Gap, Inc. Payroll & HR Admin Coordinator (6 Months FTC) in United Kingdom

About Gap

Our past is full of iconic moments — but our future is going to spark many more. Our brands — Gap, Banana Republic, Old Navy, Athleta, INTERMIX and Hill City — have dressed people from all walks of life and all kinds of families, all over the world, for every occasion for more than 50 years.

But we’re more than the clothes that we make. We know that business can and should be a force for good, and it’s why we work hard to make product that makes people feel good, inside and out. It’s why we’re committed to giving back to the communities where we live and work. If you're one of the super-talented who thrive on change, aren't afraid to take risks and love to make a difference, come grow with us.

About the role

As a member of the HR Shared Services Team you will be required to support the business by

providing a professional and accurate service to all Employees, Business Partners and Third parties. You will be responsible for working with our outsourced payroll vendor (SD Worx – formally known as Ceridian) to ensure payrolls are processed accurately and on time for our 4-weekly and monthly payrolls. You will also be responsible for dealing with and resolving any queries related to Payroll and HR Administration.

What you'll do

  • Work with our payroll vendor to ensure payroll input and documentation is submitted accurately and on time. This will include validating the payroll data and ensuring corrections take place during the trial payroll runs.

  • Calculate back pay and part period payments where job changes have a mid period effective date.

  • Checking the timely submission of the stores time and attendance data (Workforce Management) and proactively chase up on late returns whilst ensuring they are tracked so that regular reporting identifies non-compliance.

  • Run the payroll interface for the Distributions Centre (DC) monthly time and attendance (Kronos) and assist the DC Managers with any queries related to Kronos. Remove leavers from the system.

  • Run reports and review Ceridian exception files for necessary data validation i.e. missing NI numbers and Bank Account details prior to any payroll run and ensure that data is accurate and up to date in support of RTI and in accordance with the payroll schedule.

  • Reconcile the payrolls, submit the payroll journal and prepare the Inland Revenue documentation.

  • Support the production of any payroll documentation prior to the Payroll and HR Admin Team Lead’s approval of each payroll.

  • Produce payroll costing information for finance on a weekly basis..

  • Respond to queries from employees on matters of employee data, pay and tax, and external agencies such as tax authorities, banks and government organisations via telephone, letter or email

  • Manage and prepare advance payments to correct errors where necessary and approved, and ensure correct notification to our payroll vendor for recovery, including the handling of BACS rejects when notified by our payroll provider.

  • Working to established systems and processes, deliver administrative services including the completion of forms, letters, correspondence, documentation and systems data entry for all employee lifecycle events from new starters to leaver processing

  • Proactively checking and challenging the accuracy of information provided before entering into any systems

  • Accurately enter employee details into PeopleSoft where MSS or Workforce Management PANs are not available within scheduled deadlines according to the relevant payroll calendar, for new hires, job data changes and terminations

Who you are

  • Worked within an HR or payroll administration environment handling sensitive data, specifically with an understanding of Up to gross & gross to net payroll processing & the ability to manually calculate a payslip

  • Familiar with HR administration processes, procedures and a knowledge of employment basics

  • Experienced in Payroll principles relating to the calculation of up to gross and gross to net pay & Tax and NI principles including end of year requirements

  • Experienced in Company policies and procedures affecting payments

  • Good knowledge of Payroll timetables

  • Excellent attention to detail and administrative skills

  • Computer literate with an intermediate level of capability in Microsoft Excel

  • Highly Organised and able to meet deadlines

  • High level of Confidentiality and discretion

Benefits at Gap

  • Merchandise discount for our brands: 50% off regular-priced merchandise at Gap, 30% off at Gap Outlet, and the ability to purchase discounted merchandise during international travel at Banana Republic, Athleta, Intermix and Old Navy.

  • Pension schemes available, depending on role.

  • Market-leading private medical healthcare and well-being programme.*

  • Voluntary medical cash plan open to all employees.

  • Performance-related discretionary bonuses.*

  • Access to our Employee Support Programme for overall well-being.

*For eligible employees