Payroll Officer

Payroll Officer | London

For over 35 years, Aesop has carefully cultivated an inspiring and inclusive environment in which our employees are supported and encouraged to thrive. As a global retail organisation, we offer professional development and advancement opportunities to complement career goals and aspirations.

Our approach to skin care involves meticulous attention to detail, using only the most efficacious ingredients to create formulations which stir the self and senses. The same meticulous approach is taken during our recruitment process, seeking out considered and inspired individuals with a wealth of perspectives who bring out the best in themselves and others.

We aim to strike the right balance between people, planet and profit, actively reducing our footprint on the planet that generously sustains us. So far, this journey has led us to become a certified B Corp. We are committed to building a more sustainable and inclusive society.

Role purpose

The Payroll Officer manages and provides full Payroll administrative assistance to the DACH & Italian Region. With particular focus on Switzerland and Italy (ca. 50 employees in the CH, 2 pay runs & ca. 40 employees in Italy working with our 3rd party payroll provider to ensure the accurate and timely delivery of monthly payrolls) The Payroll Officer – DACH & Mid-Sized Markets supports the other Payroll Officer who is responsible for DE and AT payrolls and provides support where needed to the wider EU Payroll Teams for all of Aesop countries.

Role responsibilities include, but not limited to –

• Responsible for completing the monthly payroll input templates for the DACHI & Mid-sized Market payrolls, liaising with the People Services teams to ensure all payroll related changes are captured accurately and processed in accordance with the monthly payroll deadlines, ensuring all necessary payroll documentation (local New Hire and registration docs, along with ID and RTW documents are checked where applicable) and are downloaded and shared with various providers.

• Support the implementation / integration of systems and processes in partnership with the European Payroll Strategy, operations and projects across the DACH & Italy region, working closely with the Payroll Officer, for DACHI based in Germany, Cologne [AT & DE] and wider EU payroll teams and Head of Payroll.

• Monitor regulatory environment and ensure changes are understood, planned and incorporated into the countries Standard Operating Procedures (SOP).

• Prepare all static Master Data files for submission to payroll providers such as New Hires, Leavers and pay related changes. Prepare all variable pay for Retail Store worker Hours via Aesop Time & Attendance system in line with Payment & Deduction Templates.

• Collaborate with Payroll Officer, DACHI for support and any necessary payroll checks and validations prior to payroll approvals.

• Act as first line support for Switzerland & Italy payroll related queries via Zendesk ticketing system providing responses in accordance with payroll internal SLA’s.

• Prepare the monthly payroll reports for Financial Accountants.

• Updating internal absence systems WhosOff with (Hires, Leavers, Changes)

• Seek validation of payroll absences before calculation of annual leave entitlement

• Management of leaver payroll related documents (Insurance documentations).

• Monthly administration of employee benefits and processing of company pension scheme.

• Reconciliation and preparation of social security / tax payment. Management of social insurance allowances and compensations (family allowance, parental, military compensation). Management of the accident and long-term sickness insurance.

• Reconciliation and distribution of yearly employee tax certificates (CH) only.

• Issuing employer certificates and documents for unemployment office.

• Identify areas for improvement in existing payroll-related processes, tools, reports, taking initiative to propose and drive through changes

• Work with the HRIS team to develop and extract monthly reports from our HRIS Workday system and assist with potential data feeds to payroll to help streamline payroll processes.

This is a full position operating with a hybrid working pattern.

What we are looking for

• Open mindset and deep curiosity seeking to understand others, listen without judgement and act on diverse perspectives

• Commitment to fostering an inclusive and psychologically safe work environment

• Intermediate to Advanced Excel skills (VLOOKUPs, IF Statements, Pivot Tables)

• Microsoft Office Suite experience

• A minimum of 18 months payroll experience in Switzerland & Italian Payrolls.

• Strong understanding of market specific payrolls from start to finish.

• Solid previous payroll administration experience

• Ability to speak and read Italian would be a distinct advantage

• Strong knowledge of CH and IT statutory payroll regulations

• Experience of working with an outsourced service model

• Experience of using HRIS software including reporting (preferably Workday) and T&A program

• Thorough attention to detail and the ability to spot inconsistencies/mistakes in data

• Flexible approach and the professionalism to handle sensitive and confidential information

• The ability to work on own initiative and under pressure in order to meet tight deadlines

• Strong communication and organisation skills

• Desire to instigate change and improve and simplify processes

• Previous experience within the Retail sector is preferred

• Local country Benefit Administration experience

What’s on offer

We take a holistic approach to employment, promoting professional development, career growth, employee wellbeing initiatives and encouraging deep connections with the local community through the Aesop Foundation, volunteering and matched giving programs. Employee benefits include -

• Flexible, hybrid working pattern

• Generous product discount allowance and bi-annual complimentary product allocation

• Paid volunteering allowance for all employees

• Bonus opportunity based on personal, and business, performance

• Suite of options to aid development, including complimentary access to LinkedIn Learning, in-house Product and Core skills training and study support opportunities

• Access to employee assistance programmes, complimentary subscription to Headspace mindfulness app and summer hours options.

Aesop is committed to attracting, developing and retaining the very best people by offering a creative and inclusive workplace where talent is truly recognised and rewarded. We are committed to promoting inclusion for all with the belief that diversity, inclusion and belonging plays an important role in the success of our organisation. We actively encourage everyone to consider becoming a part of our journey.