ABOUT LOUGHBOROUGH UNIVERSITY HUMAN RESOURCES PAYROLL AND PENSIONS MANAGER REQ15018 DECEMBER 2014

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1 ABOUT LOUGHBOROUGH UNIVERSITY HUMAN RESOURCES PAYROLL AND PENSIONS MANAGER REQ15018 DECEMBER 2014 Dear Applicant I am very pleased that you are interested in applying for the above position which will fall vacant at the end of April 2015, following the end of an interim appointment. The University s Payroll and Pensions teams are part of the Human Resources Department and work very closely with colleagues both within HR and Finance. The teams support the payroll and pensions administration (USS/LGPS/TPS) for the University s 3500 substantive staff, approx 1500 casual/atypical staff and the employees of a subsidiary company, Imago Ltd which runs our hotel and conference facilities. Reporting to the Director of Human Resources, the Payroll and Pensions Manager will be assisted by a Payroll Supervisor and a Pensions Supervisor, although it is by no means a hierarchical structure as there is a strong team ethic both within the section and within HR as a whole. Apart from the expected demands of managing a very busy payroll, the Payroll and Pensions Manager will be expected to use their experience and expertise to help develop service improvements and efficiencies. As a University, Loughborough is very successful and is regarded as one of the Country s top Universities consistently performing well in the various league tables but always striving to push the boundaries to improve further still. The campus is very attractive and provides an extremely pleasant environment in which to work and study. Its facilities, particularly in relation to sport, are unrivalled. For more information, including a virtual tour of the campus, please visit the University s website and explore the available tabs ( I do hope that you will further your initial interest in the post through submitting an application and our retained consultant, Suzi Fox of TMP Worldwide who will be very happy to answer any initial questions you may have, following receipt of your CV and covering letter. Please note the closing date for receipt of applications is 31 st and interviews will be held on Friday 20 th February Thanking you for your interest. Yours faithfully Rob Allan, Director of Human Resources

2 ABOUT LOUGHBOROUGH UNIVERSITY HUMAN RESOURCES PAYROLL AND PENSIONS MANAGER REQ15018 DECEMBER 2014 As part of the University s ongoing commitment to redeployment, please note that this vacancy may be withdrawn at any stage of the recruitment process if a suitable redeployee is identified. JOB DESCRIPTION Job Title: Responsible to: Payroll and Pensions Manager Director of Human Resources Grade: Management and Specialist Grade 7 1. Main Function 1.1 To manage the payroll and pensions teams delivering the accurate and timely payment and recording of the payrolls and pension schemes administered by the University. 1.2 To ensure payroll and pensions activity is compliant with University policies, scheme regulations and legislative requirements. 1.3 To identify the need for improved processing systems and to help in the design and delivery of improvements to the payroll administration. 1.4 To act as a point of expertise in dealing with the more complex payroll queries relating to taxation and benefit issues. 1.5 To support the financial, management accounting and the Workforce Information teams in the recording, reporting and analysis of payroll data. 2. Duties and Responsibilities 2.1 Direct supervision of the payroll and pension, through the respective Supervisors teams to ensure the accurate and timely processing and payment of all payrolls including any exceptional payments (for example those relating

3 to maternity, death in service, retirement or redundancy) and all pension transactions. 2.2 Management of the Pensions Supervisor and Payroll Supervisor. 2.3 Liaising with the Treasury Accountant to ensure appropriate payments through the BACs system in accordance with University procedures. 2.4 Maintenance of all records required by HMRC in relation to payroll, submission of relevant returns and payment of due amounts to HMRC. 2.5 Management of payment arrangements of all deductions from the payroll to relevant bodies. 2.6 Advice to individuals and departments in relation to queries in regard of PAYE, NIC s, employment benefits, P11d s and PSA returns, referred by Payroll and Pensions teams. 2.7 To work with the University tax manager to resolve more complex queries relating to payroll taxation including but not limited to residency, termination payments, benefits in kind. 2.8 To work with the Business Finance Managers and HR Advisers to identify payroll costs within the general ledger, to aid forecasting and resolve departmental queries 2.9 To provide the financial accountant with the information required for the reporting of payroll costs in the financial statements Manage and develop both computer systems and business processes within the area of payroll to deliver efficient and effective processes that meet the needs of the user departments. This will include periodic liaison with the HR/payroll software provider (currently Midland software) Working with DHR identify and implement agreed efficiencies and system developments to improve payroll and pension functions. 3. Communication 3.1 Work as an active member of the payroll and pensions section and the wider Human Resources Department. 3.2 Work with the HR Department to ensure the correct recording and transfer of staff information. 3.3 Ensure audit and corporate governance requirements of the University are maintained; adhering to all financial regulations. 3.4 Support the Senior Business Partners as the first line contacts with the Schools and Professional Services. 3.5 Liaise with internal and external auditors as required.

4 4. Training 4.1 Support the training and professional needs of Departmental personnel in aspects of relevant payroll/pension issues and processes. 4.2 Attend appropriate personal development courses and maintain requirements for continuing professional development and up to date knowledge of payroll and pension regulations/legislation. 4.3 To undertake the annual Performance Development Reviews for all payroll and pensions staff. 5. Functional Contacts 5.1 Colleagues within Human Resources Department i.e. Director of HR, HR Manager, HR Advisers, Recruitment Team and Workforce Information Team. 5.2 All colleagues within the University Finance team. 5.3 All line managers and support staff within relevant Departments. 5.4 Other professional services departments within the University. 5.5 External auditors and inspectors. 6. Standards of Performance The required standards of performance will be met when: 6.1 Payrolls are paid accurately and on time. 6.2 Required returns and remittances to HMRC are made accurately and on time 6.3 All control systems are working and audited without fault. 6.4 Appropriate statistical information and performance indicators are available. 6.5 Agreed personal objectives are being achieved. Other All staff have a statutory responsibility to take reasonable care of themselves, others and the environment and to prevent harm by their acts or omissions. All staff are therefore required to adhere to the University s Health, Safety and Environmental Policy & Procedures. All staff should hold a duty and commitment to observing the University s Equality & Diversity policy and procedures at all times. Duties must be carried out in accordance with relevant Equality & Diversity legislation and University policies/procedures.

5 HUMAN RESOURCES PERSON SPECIFICATION Job Title: Payroll and Pensions Manager Grade: Management and Specialist Grade 7 Experience Essential Desirable Stage to be Assessed Substantial relevant Work experience in 1 experience of payroll Higher Education. function in a large organisation. Experience of a complex organisation. Experience of USS and LGPS. Experience of staff supervision including appraisals/pdr s. Implementation or development of a major payroll/hr system. Experience of working under pressure, demonstrating selfmotivation and workload prioritisation. Experience of using (Midland Software) itrent HR/Payroll System. Experience of a major payroll package. Skills and abilities Knowledge of RTI, PAYE, NIC s and normal payroll deductions. Knowledge of salary sacrifice schemes. A high level of IT skills particularly spreadsheets, pivots, and look ups. Ability to analyse and report on complex data Good written communications and report writing skills. Accuracy and attention to detail

6 Ability to deal with effectively all levels of staff and to communicate effectively. Training The ability to prioritise work (own and that of team) and meet deadlines. Evidence of commitment to continuing professional development. Membership of appropriate networks. Education and Qualifications Other A willingness to undertake further training and to adopt new procedures. Professional qualification in Payroll A Level or equivalent Attendance at all compulsory induction activities and adherence to financial regulations. Degree Post graduate management qualification A commitment to equality and diversity with the ability to role model, adhere to and advocate the University s Equality and Diversity policy. 3 Stages in assessment: 1= application form at short listing, 2= informal interview, 3= interview Conditions of Service The appointment will be on a full time, open ended contract on Management and Specialist Grade 7 ( 38,511-45,954 per annum) at a starting salary commensurate with experience and qualifications. The appointment will be subject to the University's normal Terms and Conditions of Employment for Academic and Related staff, details of which can be found at: s_v3%20october% docx

7 Application To apply please forward your CV together with a covering letter detailing how you meet the requirements of the Person Specification to our retained consultant Suzi Fox of TMP Worldwide (Suzi.Fox@tmpw.co.uk) The closing date for receipt of applications is 31 st, and interviews will be held on Friday 20 th February 2015.