Position description. Background. Department. Nature of environment. Baker Heart and Diabetes Institute

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1 Position title: Payroll Officer Employer: Baker Heart and Diabetes Institute Department: Human Resources Supervisor/Manager: Payroll Manager Date: April 2018 Background The Baker Heart and Diabetes Institute is an independent, internationally renowned medical research facility focused on cardiovascular disease (including stroke and hypertension), diabetes and their complications, such as kidney disease. We have a long and distinguished history, spanning more than 90 years with our work critical to today s healthcare challenges. The Baker Institute is well positioned to address these challenges, with multidisciplinary teams comprising medical specialists, scientists and public health experts all focused on translating laboratory findings into new approaches to prevention, treatment and care. Headquartered in Melbourne, with research teams based in Alice Springs, we are a key player in research, translation, education, advocacy and health promotion with a staff of more than 450 (including scientists, clinicians and students). Our senior staff represent us on a broad range of government advisory boards, from health and wellbeing to science and innovation. We also collaborate with leading international research groups as part of our commitment to assisting vulnerable communities around the world. Funded through a diverse range of sources including competitive grants, Federal and State Governments, service and clinical income and philanthropic support. Department The HR Department is integral to supporting the research agenda that forms the Baker Institute s mission. We provide customer focused services across the full gamut of the HR spectrum to the Baker Institute and AMREP AS. Payroll services are provided to these two entities as well as to Nucleus Network a former Baker Institute subsidiary. Key contacts Internal: HR Team Finance Team Baker Institute employees Nucleus Network Ltd employees AMREP Animal Services Staff Members OHS Team External: Australian Taxation Office Advantage Salary Packaging Superannuation Clearing House Technology One Nature of environment Page 1 of 5

2 The Baker Institute has a project oriented environment, encompassing a local and multi-site (including interstate) organisational structure. The staff comprise mainly research, scientific and specialist clinical personnel engaged in the capacity of permanent, grant specific and casual employment. The atmosphere is collegial, usually relaxed and informal though busy and often dynamic with frequent deadlines that must be met. The environment is often demanding and challenging with a strong team orientation but also provides the opportunity to work independently and show initiative. The nature of the work also requires a focus on accuracy and detail. Key job requirements, responsibilities and duties Delivering a payroll function to Baker Institute staff including AMREP AS and Nucleus Network Ltd. Providing a wide range of administrative/payroll services such as payroll and salary administration, superannuation, leave entitlements, records management and customer advisory services. Meeting audit requirements and deadlines associated with payroll and HR policies and outside service provider requirements. Provision of reporting for HR and management including enhancement/redesign of existing custom reports and creation of new reports. Providing accurate interpretation of legislation, the Baker Institute Enterprise Agreement as well as Baker Institute and Nucleus Network policies and procedures. Delivering accurate and professional advice and interpretation in a timely and customer service focused manner to the Baker Institute and Nucleus Network community, including the provision of appropriate solutions to payroll issues and problems. Paying, disbursing, checking and ensuring that reconciliation procedures are in place and undertaken in a timely manner. Applying salaries, allowances, entitlements and general conditions of service in accordance with advice from Human Resources staff. Contributing to the development and maintenance of a proactive team environment within the department, including the establishment of constructive working relationships with staff in the Human Resources, Finance and Administrative areas. Contribution to projects, for example, the introduction of Employee Self Service. Provision of advice in areas of expertise with minimal supervision. This role may be directed to perform other duties as directed by the manager from time to time and it is a condition of employment that this role complies with any such reasonable requirement. Meet statutory requirements of the company Maintain up to date and accurate knowledge in: OH&S legislation. EEO legislation. Privacy legislation. Confidential Information Policy. PD-Payroll Officer Page 2 of 5

3 Baker Heart and Diabetes Institute Code of Conduct. Australian Code for the Responsible Conduct of Research. Baker Heart and Diabetes Institute Intellectual Property Agreement. Relevant Nucleus Network policies. Statutory requirements of the Payroll Department: Maintain up to date and accurate knowledge in: PAYG taxation legislation. Superannuation legislation. Salary sacrifice legislation. Privacy Legislation. Payroll System (e.g. Technology One). Problem solving complexity Sound conceptual and problem solving skills, including the ability to interpret and effectively communicate Human Resource policies, procedures and strategies within a complex and often sensitive environment. To assist in the coordination and participate in the resolution of operational and system related problems and issues. Exercise professional judgement in relation to advice and recommendations provided to staff and management in relation to payroll functions. Develop an understanding of internal and external constraints in dealing with problems and contributing to providing realistic and innovative solutions to ensure that business objectives and staff requirements are adequately addressed. Discretion to innovate within own function and take responsibility for outcomes. Design, develop and test complex equipment, systems and procedures. Undertake planning involving resources use and develop proposals for resource allocation. Manage change within general area of accountability. Requirements of position holder Education level Essential A relevant Business, Finance or HR related tertiary qualification, or Extensive experience and relevant specialist expertise. Experience 5 years general payroll experience. PD-Payroll Officer Page 3 of 5

4 Demonstrated knowledge of, and experience with, computerised systems, particularly Human Resource Management Information Systems: Technology One a strong advantage and Excel One. Demonstrated successful experience in payroll administration function including reporting. Knowledge of relevant legislation and procedures in relation to payroll processing. Demonstrated ability of a highly effective and professional customer service focused manner. Demonstrated ability to effectively respect and deal with highly confidential issues and comply with privacy requirements. Demonstrated ability to work under pressure, and meet tight deadlines. Organisational knowledge Perform tasks/assignments which require proficiency in the work area's existing rules, regulations, processes and techniques and how they interact with other related functions, and to adapt those procedures and techniques as required to achieve objectives without impacting on other areas. Contributes to management and organisational forums. Is responsible for service levels to wider organisation from area of expertise. Drives development and utilisation of services. Communication/interpersonal skills Excellent oral and written communication skills. Demonstrated ability to develop effective working relationships with staff at all levels. Demonstrated ability to contribute to the development of a positive and cooperative team environment. A high level of interpersonal skills, which enable the appointee to liaise effectively with a wide range of people at a variety of levels internal and external to Baker Institute. Demonstrated ability to participate positively in a team. Knowledge Knowledge of Microsoft Word, Microsoft Excel, Microsoft Outlook, and preferably Technology One and Excel One are required. Excellent computer literacy and accuracy skills, including word processing and spreadsheet software. Excellent planning and organisational skills, including the ability to manage a range of tasks with conflicting priorities. Abilities Demonstrated ability to meet deadlines without compromising close attention to detail and accuracy. Proven ability to work as a member of a team as well as autonomously without close supervision. PD-Payroll Officer Page 4 of 5

5 Demonstrated ability and willingness to take initiative and to improve and enhance existing systems and procedures (quality assurance). Demonstrated ability to maintain confidentiality and comply with privacy requirements. Summary of position The Payroll Officer will provide payroll, reporting and administration services to managers, staff and external customers across a range of payroll, and HR functions. The Payroll Officer is accountable on a day-to-day basis to the Payroll Manager for the provision of these services. The incumbent is expected to operate under general direction with minimal supervision, and to exercise appropriate judgement as to when matters should be referred to the Payroll Manager. This would include issues of a sensitive and/or complex nature or issues which have Institute-wide implications. As the Baker Institute evolves to meet its changing strategic and operational needs and objectives, so will the roles required of its staff members. As such, staff should be aware that this document is not intended to represent the position which the occupant will perform in perpetuity. This position description is intended to provide an overall view of the incumbent s role as at the date of this statement. In addition to this document, the specifics of the incumbent s role will be described in Key Performance Indicators (KPIs) developed by the incumbent and relevant supervisor as part of the Baker Institute s performance appraisal and development process. The Baker Institute is an Equal Opportunity Employer and we welcome interest from Aboriginal and Torres Strait Islanders for roles within the Institute. We value diversity and gender equity and are proud members of the SAGE Athena Swan pilot. Last updated April 2018 PD-Payroll Officer Page 5 of 5