Finance and Payroll Officer (Part Time)

DEPARTMENT: Operations  

LOCATION: Bristol Bears High Performance Centre, Abbots Leigh, Bristol, BS8 3TF. Hybrid working opportunities can be discussed during the recruitment process. 

CONTRACT TYPE: Permanent  

WORKING HOURS: 15 hours over 2 days per week  

SALARY: £16,000 per annum (£40,000 per annum FTE) 

DEADLINE: Thursday 26th November at 11.59pm 

ABOUT BRISTOL BEARS

 Bristol Bears Rugby is part of Stephen Lansdown’s sporting group of companies which includes Bristol Sport, Bristol City Football, Bristol Flyers Basketball and each of their respective community charities.  Our ambition is ‘to inspire our community through rugby success’. Our supporters regularly attend Ashton Gate Stadium to watch the team perform in Premiership and European Cup Competitions as well as our Women’s team who play at the highest level of domestic competition in the PWR league.  

ROLE SUMMARY

We are seeking an organised and analytical Finance and Payroll Officer to manage our end-to-end Accounts Payable (AP) and Payroll functions. In this hybrid role, you will be the primary point of contact for both internal employees regarding their pay and day to day payroll operations as well as external vendors regarding invoices and payments. This position is vital for ensuring smooth, accurate internal operations.  

PRINCIPLE RESPONSIBILITIES PAYROLL

Payroll Processing

• Oversee end to end processing of monthly payroll in an accurate and timely manner. 
• Review and validate payroll data including salaries, bonuses, deductions, and benefits. 
• Manage day-to-day payroll administration tasks including starter, leaver, and change processing.
• Ensure all payroll inputs are checked and approved prior to payroll submission. 
• Reconcile HMRC reports and ensure timely submissions. 
• Maintain accurate payroll records and employee data.  

Payroll Administration

• Maintain payroll records and ensure employee data is up to date within payroll systems. 
• Work closely with HR and Finance team to ensure seamless payroll operations 
• Be the key point of contact with the pension provider, Hargreaves Lansdown. 
• Administer the monthly contribution pension reports, including new starters, amendments and bonus waivers.  
• Assist managers in submitting accurate information for casual employees. 
• Monitor payroll mailbox, handle queries from employees and resolve discrepancies. 
• Stay up to date with changes in payroll laws and regulations, implementing necessary adjustments and efficiencies.  
• Regularly audit the payroll function to ensure compliance. 
• Work closely with Employment Hero to ensure we are making the most of the platform and its capabilities. 
• Identify opportunities to improve payroll processes and automation.  

Compliance and Controls

• Conduct regular payroll compliance checks to ensure adherence to statutory requirements. 
• Ensure payroll processes comply with HMRC regulations, tax laws, pension regulations and other statutory compliance. 
• Support internal audits and ensure payroll documentation is maintained. To contribute positively to the Bears vision and culture  

PRINCIPLE RESPONSIBILITIES ACCOUNTS PAYABLE

Accounts payable

• Invoice Processing. Receive, code, and input supplier invoices into our accounting software Xledger, matching them against purchase orders (POs) where applicable and delivery notes. 
• Payment Runs. Prepare and execute fortnightly BACS payment runs for management approval. 
• Supplier Relations. Act as the main point of contact for vendor queries, investigate discrepancies, and perform regular supplier statement reconciliations. 
• Expense Management. Process employee expense claims via Concur and corporate credit card reconciliations. 
• Administration. Monitor the accounts mailbox and respond to queries.  

KEY RELATIONSHIPS

• Finance Team 
• HR Team Player
• Recruitment Team 
• Bears Suppliers  
• Bears Staff and Players   

ESSENTIAL SKILLS

• Proven experience in payroll processing and finance administration. 
• CIPP or other similar accredited payroll qualification.  
• AAT or similar accredited accounting qualification. 
• Experience using payroll systems and accounting software.  
• Knowledge and experience of pensions.  
• Strong understanding of UK payroll compliance, legislation and HMRC processes. 
• High attention to detail and strong analytical skills. 
• Strong organisational and time management skills. 
• Ability to handle sensitive and confidential information. 
• Ability to work independently and manage multiple deadlines. 
• Proactive approach to problem-solving and process improvement. 
• Collaborative and team-focused mindset. 
• Strong IT skills  
• Good communication skills with the ability to respond to payroll, accounts payable queries effectively.  

DESIRABLE SKILLS

• Previous experience of Employment Hero, Xledger and Concur is beneficial but not essential. 
• Previous experience of working within a sporting environment would be advantageous.  

HEALTH AND SAFETY

Responsible for ensuring all health and safety procedures are followed at all times, with relevant documentation to support Report all incidents and accidents as required.

EQUAL OPPORTUNITIES 

We are committed to the principle of equal opportunity and its policies for recruitment, selection, training, development and promotion are designed to ensure that no employee or potential employee receives less favourable treatment on the grounds of race, colour, nationality, religion or belief, sex, sexual orientation, marital status, age, ethnic and national origin, disability or gender reassignment. 

SAFEGUARDING 

Bristol Rugby Club Limited is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all employees to share this commitment. This role would be subject to a Disclosure Barring Service (DBS) check. 

BENEFITS 

As part of our team, you’ll have access to a wide range of benefits, including:   

WORK LIFE BALANCE

• Hybrid working (where suitable for the role)
• 25 days annual leave plus bank holidays (pro rata)  

PAY & FINANCIAL SECURITY

• Hargreaves Lansdown pension  
• Life assurance  

FAMILY FRIENDLY BENEFITS

• Enhanced parental leave   

HEALTH & WELLBEING

• Employee Assistance Programme  
• HPC gym access (subject to player schedules)  
• Company Sick Pay   

TRAINING

•  Career development opportunities through CPD and Apprenticeship levy funding   

TRAVEL & LIFESTYLE PERKS

• Cycle to Work scheme 
• Discounted First Bus travel   

FOOD & ON-SITE BENEFITS 

• Subsidised meals at the HPC on training days   
• Free onsite parking at the HPC   

SPORT, EVENTS & DISCOUNTS

• Matchday tickets for Bristol Bears Men and Women home fixtures   
• Ad-hoc complimentary tickets for other Bristol Sport fixtures  
• Discounts at Ashton Gate food and beverage outlets on matchdays  
• Discounts with a variety of local businesses including attractions, hotels and cafes  
• Discount at the Bristol Sport retail shop  Bears Kit (where applicable for the role)

*Please note that some benefits are non-contractual and may be subject to change as well as subject to terms and conditions.