JOB DESCRIPTION. To provide a high quality payroll administration service for council employees, teachers and support staff in schools.

Transcription

1 JOB DESCRIPTION POST TITLE: POST NUMBER GRADE: SERVICE AREA DIVISION / UNIT REPORTS TO: Payroll Officer L Scale 4 - SO1 Chief Executive s Office Governance and Human Resources Payroll Team Leader MANAGES/SUPERVISES PRIMARY JOB FUNCTION To provide a high quality payroll administration service for council employees, teachers and support staff in schools. DUTIES AND RESPONSIBILITIES 1. Accurate input of data into the integrated HR/Payroll system to ensure that appropriate employee starter/transfer/variation/leaver details, gross payments, PAYE income tax, National Insurance (N.I.), pensions and other deductions are correctly set up and calculated in accordance with statutory and contractual requirements. 2. Accurate input of regular/ad-hoc payroll adjustments (e.g. union deductions, season ticket loans, pay claims) by the required deadlines. 3. Liaise with appropriate staff within HR, other directorates and schools in cases where payroll input is incorrect, anomalous or incomplete for remedial action before payroll run. 4. Cross check other team members payroll input and calculations in line with audit requirements. 5. Process emergency manual payments, including complex calculations, as required and update relevant systems accordingly. 6. Check and validate the results of provisional payroll runs with reference to exception reports, and taking appropriate remedial actions to achieve accurate final payslips. 7. Monitor Helpdesk/Generic accounts daily, log and resolve payroll queries as they arise and within the timeframe specified in Service Level Agreements (SLAs).

2 8. Prepare and send monthly staff return templates to schools for the following month payrolls. 9. Prepare to upload onto the system and validate monthly staff returns received from schools and directorates. Check and analyse exception reports and correct details on system if necessary. 10. Calculate, input and check occupational/statutory parental pay and occupational/ statutory sick pay (OSP/SSP). Complete required statutory forms to send to employees within specified timeframe. 11. Calculate gross and net overpayments irrespective of the source of overpayments, and notify employees, managers or/and relevant schools in writing with a clear explanation of all aspects of the overpayment and how it must be repaid. 12. Calculate final payments as notified by HR, recover any loan balances etc. and send payslips/p45s by the contractual pay date following the employees last day of service. 13. Prepare and submit monthly leaver details onto the Teachers Pensions (TP) secure website. 14. Prepare and submit leaver and change of hour details onto the London Pension Fund Authority (LPFA) secure website. 15. Assist in the checking of pay awards and statutory/contractual changes affecting pay, making appropriate adjustments to pay where necessary. 16. Validate and process Third Party Payments to HMRC, Pensions Scheme providers, Courts, Unions etc. by their deadline dates. 17. Provide payment breakdown details to Third Parties for allocation as appropriate. 18. Check redundancy estimates and process payments when appropriate authorisations are received. 19. Assist in the preparation and submission of annual returns for TP and other pension schemes, in conjunction with 3 rd party payroll providers. 20. Log and respond within specified timescales in SLAs to incoming payroll enquiries, forms and correspondence from employees and other organisations, in compliance with Data Protection Act. 21. Collate and submit missing pension service details to TP for employees, exemployees and employees on 3 rd party payroll systems.

3 22. Complete and authorise TP opt-in/opt-out forms from employees, update records on the system and inform TP as appropriate. 23. Process LGPS opt-ins/opt-outs as instructed by pension providers and update employee records on the system. 24. Complete and submit in a timely manner to TP pension applications for age, phased and actuarially reduced retirement forms, repayment forms for opt outs, transfer ins/outs sent by employees, schools, and 3 rd party payroll providers. 25. Complete TP online requests for certificate of re-employment and any other forms on their secure online system. 26. Recall salary BACS payments as instructed by senior managers, schools and take appropriate actions to update relevant systems. 27. Assist in writing and updating payroll procedures for consistencies, best practice and quality standard. 28. Scan and file payroll documents electronically in appropriate folders for access by team members for pay and audit enquiries. 29. To undertake other duties commensurate to the grade of the post. ADDITIONAL: To use and assist others in the use of information technology systems to carry out duties in the most efficient and effective manner. To achieve agreed service outcomes and outputs, and personal appraisal targets, as agreed by the line manager. To undertake training and constructively take part in meetings, supervision, seminars and other events designed to improve communication and assist with the effective development of the post and post holder. o To carry out duties and responsibilities in accordance with the council s commitment to customer service excellence and ensure compliance with the customer care standards. To be committed to the Council s core values of public service, quality, equality and empowerment and to demonstrate this commitment in the way duties are carried out. To ensure that duties are undertaken with due regard and compliance with the Data Protection Act and other legislation. To carry out duties and responsibilities in accordance with the Council s Health and Safety Policy and relevant Health and Safety legislation. At all times to carry out responsibilities/duties within the framework of the Council's Dignity for all Policy. (Equal Opportunities Policy).

4 Linked Grade To provide training to other staff in statutory and payroll related matters. To raise invoices/credit notes on the debtor s system for overpayments as appropriate. To produce accurate and comprehensive records of tests undertaken on payroll system enhancements/changes in accordance with the methodologies established within the Team. Post holder Declaration Name: Signed: Date:

5 PERSON SPECIFICATION The person specification is a picture of skills, knowledge and experience required to carry out the job. It has been used to draw up the advert and will also be used in the shortlisting and interview process for this post. You should demonstrate on your application form how you meet each of the following essential criteria. Please ensure that your address each one of the criteria as this will be used to assess your suitability for the post. Service Area: Chief Executive s Office Division: Governance and HR Unit: Human Resources (HR) Post Title: Payroll Officer E1 E2 E3 REQUIREMENTS EDUCATION and EXPERIENCE Grade: Scale 4 - SO1 Working knowledgeand understanding of PAYE Tax and N.I. regulations in relation to payroll administration to ensure that the Council s statutory responsibilities in this area are met on a day-to-day basis. A basic knowledge and understanding of pay and conditions of service for Local Government staff and Teachers. A basic knowledge and understanding of Local Government and Teachers Pension Schemes KNOWLEDGE, SKILLS and ABILITY /T* E4 E5 E6 Ability to use Microsoft Office packages (Word, Excel, Outlook, PowerPoint) to electronically store, extract and analyse data. Ability to prepare clear and understandable written work (e.g. ad-hoc letters to employees), and to communicate effectively over the telephone and face-to-face. Ability to accurately and speedily prepare and check numerical data and to pay attention to details. E7 Ability to work flexible hours to meet strict payroll deadlines. E8 Ability to prioritise own workload and to work effectively as part of a team. E9 Ability to work to agreed quality standard procedures. E10 Ability to develop personal skills and provide consistently high quality support to internal and external customers. E11 Ability to work in compliance with the Data Protection Act and other legislations. LINKED GRADE (delete if not appropriate) Additional requirements for linked graded posts E13 Ability to prioritise team workloads to meet strict payroll deadlines. /T /T /T

6 E14 Ability to provide training to team members on pay related matters. COMMITMENT TO EQUAL OPPORTUNITIES E15 Ability to adhere to the Council s Dignity for All policy. E= Essential D= Desirable *Assessed by: A= Application I= Interview T= Test