Te hauora o te Matau-ā-Māui: Healthy Hawke s Bay Tauwhiro Rāranga te tira He kauanuanu Ākina

Transcription

1 Hawke s Bay District Health Board Position Profile / Terms & Conditions Position holder (title) Reports to (title) Payroll Team Leader Senior HR Advisor Department / Service People & Quality Directorate Purpose of the position Manage payroll processing to ensure all HBDHB employees are paid accurately according to legislation, contractual requirements and policy and procedures. Provide leadership for projects that improve payroll functionality such as HRIS, Holidays Act Compliance and Leave Manager. Ensure ownership of Advanced Management Systems (AMS) Actor, Kiosk & Leader. System administration for Leader and ACTOR. Manage the payroll team of four providing leadership, training and support. To recognise and support the delivery of the Hawkes Bay Health Sector vision. Working Relationships Internal Executive Provider of Director Services Directorate Leadership Teams (Service Directors, Medical Directors, Nurse Directors) Clinical Nurse Managers Team Leaders Executive Leadership Team Finance All HBDHB Staff External Unions Superannuation Providers DHB Shared Services Other DHB Payroll Managers Government Departments Advanced Management Systems (AMS) Audit NZ Dimensions Expenditure & budget / forecast for which accountable Challenges & Problem solving Number of staff reports Delegations & Decision Payroll Cost Centre Four Ensure the payroll system is configured correctly according to legislation such as (eg. Holidays Act 2003), and various employment agreements. Complexities of various Multi Employment Collective Agreements, local employment agreements and individual employment agreements. Aligning Holidays Act Compliance activity with national approach. Development of appropriate change control and test methodologies. Provides advice and decisions to Executive Director People & Quality regarding system compliance.

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3 Key Accountabilities MANAGE PAYROLL PROCESSING Ensure all employees are paid correctly and on time each week using our roster to pay AMS system. Ensure all legislative requirements are met including Holidays Act and PAYE fortnightly filing. Ensure all collective and IEA agreements are set up accurately and paying accordingly using the Actor/Leader systems. Respond to managers/employees escalated payroll queries/concerns Ensure timely and accurate maintenance of payroll records. Provide advice and training to managers and employees to ensure they follow correct payroll procedures. Ensure proper controls are in place for security and privacy of information held by payroll. Review and analyse current payroll procedures and practises in order to recommend and implement changes leading to best practise operations. Employees are paid in compliance to the Holidays Act Overpayment report shows low errors, and adjustments are recovered quickly and fully. Goals achieved within timeframes set. Excellent Audit NZ reviews feedback. PROJECT LEADERSHIP Provide Leadership role alongside HR and Finance to ensure system compliance to the Holidays Act and any necessary remediation activity is undertaken. Compliance and remediation activity is aligned to DHBSS national project. Development of appropriate change control and test methodologies. Provide Leadership and support for the implementation of Leave Manager alongside Project manager and AMS. Support and assist with future projects that will impact on payroll or rostering. New systems implemented according to the projects terms of reference (TOR). Optimum and accurate use of system. MANAGEMENT OF, AND TRAINING FOR, AMS PRODUCTS Ensure time and attendance system is accurate and efficient, according to payroll legislation and MECA s. Provide training and support to roster administrator on use of T&A rules. Ensure ongoing maintenance and improvement of the payroll system to ensure efficiency of payroll processing. Ensure change control and test methodologies used for system configuration changes. Test, Sign off and Implement system upgrades from AMS. Evidence of conditions and changes being adhered to. Documents updated regularly Configuration changes are documented Efficient systems in place for Award changes. REPORTING SERVICES Ensure regular payroll reports are generated and distributed to all relevant parties on time. Provide ad-hoc reports to managers on payroll related matters. Communicate and report actively with Executive Director People & Quality over payroll related issues. Work alongside workforce analyst to provide payroll information and data as required. Reporting meets business requirements. Information is provided in a timely manner in a format acceptable to the user of the information.

4 TEAM SUPPORT Provide development, training, coaching and mentoring to payroll team and ensure all people management processes are completed (leave requests, performance reviews.) Actively participate and contribute to the achievement of team goals and a collaborative environment. Encourage the team to take on ad hoc projects and looking for best practise ways. Performance Appraisals completed on time. Evidence of training completed. Payroll team has the right skills and equiptment to do their job. OCCUPATIONAL HEALTH & SAFETY Displays commitment through actively supporting all health and safety initiatives. Ensures all staff/colleagues maintain adequate safety standards on the job through consultation, training and supervision. Ensures own and others safety at all times. Complies with policies, procedures and safe systems of work. Reports all incidents/accidents, including near misses in a timely fashion. Is involved in health and safety through participation and consultation. Evidence of participation in health and safety activities. Demonstrates support of staff/colleagues to maintain safe systems of work. Evidence of compliance with relevant health and safety policies, procedures and event reporting. Key Competencies DRIVE FOR RESULTS Demonstrates the ability to drive self and others to deliver results e.g. MOH targets, KPI s, service plans Consistently and constantly fosters joint problem solving and decision making across the team and wider Manages the balance between meeting both organisational wide targets and budget requirements Organisation meets the defined targets within budget Team meetings held weekly are effective and results focused Monthly reports and business case s presented professionally, with effective decision making Demonstrates the following: Strong prioritisation skills Communication skills (both verbal and written) and The running of effective meetings BUILDING EFFECTIVE TEAMS Ensures team has requisite capability to deliver an efficient and effective payroll service Staff performance development plans are aligned with the approved service/continuum plan Creates strong morale and spirit in his/her team to foster a feeling of belonging Demonstrates the ability to blend people into teams when needed e.g. leading project teams, participation in projects, forums Fosters open dialogues and joint problem solving and decision making Defines success in terms of the whole team and shares wins and successes Demonstrates the ability to effectively lead and participate in organisational wide project teams as required 90% of performance appraisal s are completed on time with objectives and plans incorporated. Team meetings are run on a weekly basis Successes are recognised and celebrated on both an individual and team level Projects are implemented effectively within the parameters of the terms of reference Monthly 1:1s are held with all team members

5 CUSTOMER SERVICE Open and responsive to customer needs. Demonstrate an understanding of continuous quality improvement. Demonstrates a commitment to customer service and continuous quality improvement, through interaction with all staff Identifies customer needs and offers ideas for quality improvement. Effective management of customers/situations. ENGAGING EFFECTIVELY WITH MĀORI Tasks (how it is achieved): Demonstrates knowledge and understanding of local tikanga and Māori culture sufficiently to be able to respond appropriately to Māori Is visible, welcoming and accessible to Māori consumers and their whānau Actively engages in respectful relationships with Māori consumers and whānau and the Māori community Actively seeks ways to work with Māori consumers and whānau to maximise Māori experience Actively facilitates the participation of whānau in the care and support of their whānau member How it will be measured (KPI): Accelerated health outcomes for Maori Evidence of positive feedback from Māori consumers and whānau, and colleagues Evidence of collaborative relationships with Māori whānau and community/organisations Evidence of whānau participation in the care and support of their whānau member HEALTH AND SAFETY STATEMENT Provides direction to managers/teams to incorporate health and safety legislation into your department(s) Promotes health and safety and ensure that it becomes a part of everyday business Drives change management processes to improve health and safety in your department(s) Ensures managers/teams are complying with policy/procedures Ensures all incidents are reported, investigated and any corrective actions are completed and closed off Ensures all hazards/risks/incidents are identified, risk rated and controls implemented Ensures workers participate in health and safety training e.g. Ko Awatea Takes reasonable care of your own health and safety Ensures that your actions or omissions, do not adversely affect the health and safety of other persons; Complies with reasonable instructions given by HBDHB Co-operates with health and safety policies or procedures

6 Essential and Desirable Criteria: Qualifications / Skills / Experience Essential Engaging Effectively with Maori Demonstrates the ability to engage effectively with Maori consumers (patients/families/whanau). Demonstrates ability to apply the Treaty of Waitangi within the Service. Qualifications (eg, tertiary, professional) NCEA Level 3 Business / Technical Skills (eg, computing, negotiating, leadership, project management) Ability to interpret and apply legislation Well-developed problem solving skills; ability to resolve complex and escalated payroll queries/issues Ability to critically evaluate systems and work practices with a view to recommending improvements and to implement the agreed changes Demonstrated effective interpersonal and communication skills Skilled at relating to and building rapport with others Well-developed computer skills, in particular computerised payroll systems and Microsoft products e.g. Excel, Word 10 years payroll experience Experience with large payroll systems or in a role with significant accounting content Minimum 2-3 years system administration experience Experience leading a team Experience in a large complex organisation working with multiple employment agreements and MECAs Experience managing external vendor relationships Proven experience with budget and financial management Values & Behaviours: Shows commitment to, and demonstrates the behaviours of the health sector: Experience (technical and behavioural) He kauanuanu Showing respect for each other, our staff, patients and consumers this means I actively seek to understand what matters to you. Ākina Continuously improving everything we do this means that I actively seek to improve my service. Rāranga te tira Working together in partnership across the community this means I will work with you and your whanau on what matters to you Tauwhiro Delivering high quality care to patients and consumers this means I show empathy and treat you with care, compassion and dignity Desirable Skills and experience AMS Leader and ACTOR knowledge and experience Experience in health related field Project management or coordination experience an advantage

7 Recruitment Details Position Title Hours of Work Payroll Team Leader 80 hours per fortnight Salary & Employment Agreement Coverage As per the Individual Employment Agreement (IEA) negotiated with the appointee. Date June 2017