Workforce Administrator

Workforce Administrator
Location: Milton Keynes
Department: Finance
Hours: 37.5 hours per week, Monday to Friday
Salary: £25,000 per annum
Contract:  Fixed Term 12-Months, Full Time
Reporting to: Head of Finance/Payroll Supervisor

About Us

Foundation Personnel is a specialist recruitment agency supplying temporary workers to clients across the construction sector. Our Finance Team in Milton Keynes makes sure that every worker is paid correctly and on time, and that every client is invoiced accurately.

About the Role

We are looking for a reliable and detail-oriented Timesheet Administrator to join our Finance Team. You will process up to 400 timesheets each week, set up new workers and assignments, maintain accurate system records, and act as a first point of contact for timesheet-related queries.

You will play an important role in ensuring that accurate information is available for payroll and client invoicing. Our workers are paid through a range of arrangements, including PAYE, CIS and umbrella companies. Previous knowledge of these arrangements would be helpful but is not essential, as full training will be provided.

The role follows a weekly payroll cycle, with important deadlines early in the week. You will therefore need to organise your workload effectively, identify missing information promptly and maintain a high level of accuracy during busy periods.

Key Responsibilities

Timesheet Processing

• Receive, review and process up to 400 worker timesheets per week, accurately and within weekly payroll deadlines.
• Validate hours against assignment details and investigate any discrepancies or missing information.
• Chase outstanding timesheets and approvals from workers, clients and internal colleagues ahead of each cut-off.
• Make sure all approved hours are correctly recorded so that payroll and invoicing can run on time.

Worker and Assignment Set-Up

• Set up new workers and assignments, accurately entering pay and charge rates in accordance with approved assignment details and agreed client terms.
• Record each worker's payment arrangement (PAYE, CIS or umbrella) correctly at set-up.
• Update worker, client and assignment records when rates, dates or details change.
• Keep records accurate, complete and up to date at all times.
• Handle worker, client and commercially sensitive information securely and confidentially, in accordance with company procedures and data protection requirements.

Worker and Client Queries

• Act as a first point of contact for workers with questions about missing hours or pay, resolving them promptly and professionally.
• Work with clients and internal colleagues to resolve timesheet and approval issues.
• Escalate complex or unresolved issues to the Payroll Supervisor where appropriate.

Finance Team Support

• Support payroll and invoicing by making sure timesheet data is accurate and complete before each run.
• Assist with audits and compliance checks relating to worker records and timesheets.
• Produce reports and information for the Finance Team when required.
• Carry out general administrative duties to support the wider finance function.

Skills and Experience

Essential

• Strong attention to detail, with a methodical approach to checking your own work.
• Good organisational skills and the ability to prioritise a high-volume workload against fixed weekly deadlines.
• Clear and professional written and verbal communication skills, including the ability to handle sensitive or time-critical queries calmly and helpfully.
• Confident with Microsoft Excel (including lookups and pivot tables) and Outlook.
• Able to work independently as well as part of a team.

Desirable

• Experience of timesheet processing, payroll, or back-office work in a recruitment or staffing business.
• Awareness of PAYE, CIS, umbrella company arrangements or temporary worker payroll processes.
• Experience with recruitment, payroll or timesheet management software.
• Experience in a high-volume administrative role.

What We Offer

• Full training and ongoing support, including development of your payroll and finance knowledge.
• Free parking.
• Company pension scheme.
• Option to join our health insurance scheme after completing your probation period.
• A friendly, supportive team within a growing recruitment business.