HR Administrator (Payroll)

Transcription

1 Position description HR Administrator (Payroll) Position title: HR Administrator Division/Department: People & Culture Position reference: WEHI/MKPAY Remuneration range: Classification: Work location: Parkville Employment type: Full time on contract Further information: Mabel Kiang, Position reports to: Senior HR Business Partner Closing date: December 2017 Positions reporting to this one: None Position overview The HR Administrator (Payroll) is responsible for the provision of a professional, quality Human Resource service by performing a range of duties such as staff induction, exit interviews, leave, salary packaging, probation and employment confirmation, staff appraisals, classification and reclassification, employee contracts, employee movements, payroll transactions and staff queries and issues. Working closely with the Payroll and Reporting Officer, this position is will assist in administering and processing the fortnightly payroll in a timely and efficient manner, using the Institute s integrated human resources and payroll system (Empower-HR). This includes data entry, gathering data, pay calculations, pay reconciliations, payroll reporting as well as terminations, leave, superannuation, salary packaging and quarterly reconciliation of the payment summaries. The position is also responsible for human resources related activities. The Administrator will need to be able to organise workload, prioritise duties and manage deadlines, whilst also dealing with frequent staff queries. The Administrator needs the ability to maintain good relationships with staff at all levels whilst ensuring P&C policy is adhered to. Organisational environment The Walter and Eliza Hall Institute of Medical Research The institute, established in 1915, currently houses 15 research divisions, containing around 81 laboratories and around 1,000 staff and students, with an annual budget of approximately $100 million (AUD). The institute s research focuses on cancer (breast, cancer, leukaemia, lymphoma, multiple myeloma, lung cancer, colon cancer, and ovarian cancer), infectious disease (malaria, tuberculosis, HIV, and hepatitis) and chronic inflammatory and immune diseases (coeliac disease, type 1 diabetes, rheumatoid arthritis and transplantation) and continues a strong tradition of collaboration and interdisciplinary programs. The institute has a strong national and international reputation for performing highly influential research and for translation that leads to long term improvements in disease, diagnosis and treatment. The institute s main laboratories are located within the Parkville precinct, a vibrant hub for life science research, education and healthcare provision. In addition, the Walter and Eliza Hall Institute Biotechnology Centre is located 30 minutes from Parkville at La Trobe University s R&D Park in Bundoora. The Biotechnology Centre features facilities for high-throughput chemical screening, medicinal chemistry, antibody production and malaria containment. The centre also functions as an incubator for the institute s biotechnology companies. Page 1 of 5

2 Organisational objectives Discovery and translation To make discoveries that shape contemporary scientific thinking, increase understanding and improve prevention, diagnosis and treatment of cancer, immune disorders and infectious diseases. Education and training To educate and train world class scientists and to attract, develop and retain the best and brightest workforce. Organisational culture To provide a vibrant and inspiring organisational culture that encourages, promotes and rewards excellence, collaboration, innovation, creativity and respect. Engagement To engage with our stakeholders to improve outcomes, building support and secure resources for medical research. Sustainability To build infrastructure, professional services and funding that sustains our research and maximises the time our scientists can spend making discoveries. Organisational values Pursuit of excellence Integrity and mutual respect Collaboration and teamwork Creativity Contribution to society Accountability Page 2 of 5

3 Key responsibilities 1. Payroll Assist with all aspects of payroll processing within fortnightly deadlines. This involves full use of the Empower-HR integrated Human Resources and Payroll database and includes; calculation of complex payroll transactions, adding new staff, changes to classifications and levels, changes to time fraction, superannuation, salary packaging, termination payments and payroll reconciliation. Prepare fortnightly pay details, detailing all changes and transactions performed. Prepare correspondence for staff and supervisors confirming changes. Check other colleagues HR/Payroll transactions Manage payroll inbox and general queries Solely responsible for the full end to end payroll process in the absence of the Payroll/Reporting Officer 2. End of Year and Processing Assisting the Payroll/Reporting Officer in the following: Production of payment summaries, process royalty payments to eligible employees and calculate annual leave loading payouts. Process award increases and update salary scales. Undertake regular reconciliation of payroll to general ledger and provide information and reports to the Finance Department using Crystal report writer. Process and monitor all annual/sick leave applications and process travel forms. 3. General HR Administration Organise and maintain staff personnel records Assist with the recruitment and on boarding of new employees, students and visitors Prepare HR documents, such as employment contracts and induction packs Answer employee queries relating to payroll/hr such as superannuation, salary packaging, leave, Employee Self Service (ESS), vaccinations etc Support the P&C Team when required, with ad hoc activities. Participate in the delivery and roll out of P&C people policies and organisational development initiatives Page 3 of 5

4 Key Relationships/Interactions: Head of People & Culture assist and provide information as required. Senior HR Business Partner receive instruction and guidance and perform Payroll/HR tasks as required. Payroll Officer assist with payroll processing as required. P&C Team To receive instruction and guidance to assist with Payroll/HR tasks in a team environment. Finance/Grants Office regular consultation on funding issues, including salary costings and scholarship/fellowship/allowance levels and duration. Institute Staff to answer queries such as leave, payroll, salary packaging and superannuation and daily communication in relation to a range of HR issues. Division/Laboratory/Department Heads Consultation in relation to recruitment requirements. Receive feedback on performance of probation periods, staff appraisals and employee contracts. External Enquires handle external enquires relating to payroll such as superannuation funds, SmartSalary and banking corporations. General Public frequent communication in relation to employment opportunities and current vacancies. Key Challenges Organize workload, prioritise duties and manage deadlines in addition to dealing with frequent staff and external queries. Shared responsibility for performing annual payroll transactions. Maintain good relationship with staff at all levels whilst ensuring that HR policy is adhered to. Maintain accuracy at all times, particularly in relation to payroll related calculations and database transactions, in the face of frequent interruptions. Key selection criteria Personal qualities Ability to quickly establish respectful and productive working relationships with managers and employees. Excellent communication, presentation and coaching skills, including the ability to credibly influence people and decisions. A positive, proactive approach to work activities. Strong organisational skills with the ability to balance workload and conflicting priorities, plan and make decisions. Knowledge and skills Between 1 2 years demonstrated HR Administration experience Sound knowledge of HR policy, procedure and relevant legislation. Sound numeracy skills, attention to detail and accuracy. Experience in payroll and the use of a computerised payroll system or other relevant database (desirable). Proven ability to meet deadlines and identify and deal with problems. Tertiary qualifications in human resource management or experience in a human resources role. Occupational Health and Safety Comply with institute Health and Safety Policies and Procedures. Take reasonable care of own safety and the safety of others around. Use Personal Protective Equipment (PPE) and safety devices appropriately. Report all hazards, incidents and injuries. Attend training programs as documented in individual training needs matrices. Page 4 of 5

5 How and where to apply Applicants are encouraged to submit a cover letter, current resume and three referees to jobapplications@wehi.edu.au quoting the position number WEHI/MKPAY in the subject line. Please address each of the key selection criteria separately in a written document. Diversity The Walter and Eliza Hall Institute is an Equal Opportunity Employer. The institute encourages and welcomes interest from Aboriginal and Torres Strait Islanders for roles within the institute. Privacy notification The collection and handling of declarations and personal information relevant to your employment will be consistent with the requirements of the Privacy Act Page 5 of 5