FIRBANK GRAMMAR SCHOOL Last updated: March 2018 POSITION DESCRIPTION: PAYROLL OFFICER VISION STATEMENT: The vision of Firbank Grammar School is to provide all students with an exceptional education where they feel free to aspire and achieve School Values; The School s values of Integrity, curiosity, respect, courage, compassion and adaptability permeate the School s operational functions and are pertinent to all members of the School community FACULTY/POSITION: Administration Office LOCATION (CAMPUS): Brighton RESPONSIBLE TO: Chief Commercial Officer REPORTS TO: Financial Controller TIME FRACTION: 0.6 POSITION PURPOSE: The Payroll Officer is responsible for all matters pertaining to the School payroll, and will work closely with the financial controller and office manager to ensure staff are paid in a timely and accurate manner KEY RELATIONSHIPS: Internal Financial Controller Budget Administrators All Staff on the Payroll Office Manager External Bankers Australian Taxation Office Superannuation Funds Salary Packaging Administrators Auditors
1. PAYROLL Preparation of payroll as supervised by the Financial Controller. Maintaining of Salary and Leave Registers (e.g. Annual Leave, Long Service Leave, Sick Leave, Carer s Leave) for all Employees on payroll software. Maintaining salary packaging details of employees, accurate and comprehensive record keeping inclusive of all fringe benefits documentation. Long Service Leave entitlement and tax calculations. Under the supervision of the Financial Controller, prepare payroll statistics such as number of FTE employees, casuals, ongoing, campus segmentation, part-time versus full time, male and female. Salaries paid accurately and on-time Salaries paid in accordance with applicable legislation, awards, collective agreement, employment contracts, superannuation and taxation legislation Salaries coded to correct general ledger account Salary correctly described on payslip Excellent knowledge and application of the Firbank Collective Agreement and General Staff Award in particular Implementation of and adherence to School procedures and deadlines Salary packaging documentation complete Confidentiality/Privacy Use of information technology system Preparation of payroll by applying knowledge of the EBA and the relevant awards Maintaining of Leave Registers (e.g. Annual Leave, Long Service Leave, Sick Leave/Carer s Leave) for all Employees on payroll software. Maintaining salary-packaging details of employees, accurate and comprehensive record keeping inclusive of all fringe benefits documentation. In consultation with the Financial Controller, prepare payroll statistics such as number of FTE employees, casuals, ongoing, campus segmentation, part-time versus full time, leave days taken, etc. Prepare monthly employer superannuation contribution report and ensure the contributions are remitted on time. Under the supervision of the Financial Controller, prepare in co-ordination with the PA to the Chief Commercial Officer, of annual salary review letters for all employees. Efficiency Superannuation. Understanding of defined superannuation benefits scheme and superannuation choice of fund requirements/administration Maintaining of sick leave statistics for monthly management accounts. Fringe benefits correctly administered. Fringe benefits records complete and accurate. Knowledge and application of fringe benefit tax legislation and requirements
Pro-actively follow-up on missing or incomplete leave forms (e.g. annual leave, sick leave, long service leave etc). Identification of unauthorised leave taken by any staff member and prompt follow-up. Checking of appointment letters for new staff. Appointment letters meet needs of School, list entitlements and duties accurately and comprehensively and implications for School budget fully considered. Initiate invitations to take excessive annual leave or long service leave. Leave records up to date and accurate Use of School software High quality appointment letters Knowledge of awards, industrial legislation and Collective Agreement Turnaround time/timeliness Proactive management of excessive leave entitlements Pro-actively follow-up on missing or incomplete leave forms (e.g. annual leave, sick leave, long service leave etc). Identification of unauthorised leave taken by any staff member and prompt follow-up. Establish payroll file for new employees and update payroll file for existing employees. Ensure employees entitlements are administered accurately. 2. BUDGET Assist the Financial Controller with the preparation of the annual budget. Research and/or critically evaluate budget estimates. Early identification of any budget errors and/or necessary updates. Pro-active Identifies and deals with issues early Budget improvements Budget accuracy Knowledge of the budget Comprehensively check budget spreadsheet. GST Return BAS monthly. PAYG Tax Return monthly. PAYG Tax Return monthly. Salary Packaging Return monthly. Salary Packaging Return monthly. 3. PREPARATION OF MONTHLY/ANNUAL RETURNS Education Maintenance Allowance Return semi-annually. Fringe Benefits Tax Return annually. Superannuation return for two superannuation funds (VISSF and NGS) monthly. Superannuation return for all other chosen superannuation funds quarterly. Compliance with applicable legislation and requirements Pro-active identifies problems and opportunities early and acts early Superannuation return monthly. VISSF Superannuation Fund Annual Review annually. Preparation of Payment Summaries and distribution annually. Preparation of Payment Summaries and distribution.
Rateable remuneration for Workcover annually. In consultation with the Financial Controller, prepare Rateable Remuneration for WorkCover annually. 4. PREPARATION OF ANNUAL RETURNS Preparation of the DEEWR Census. Preparation of DEEWR Financial Questionnaire and Return for ACARA (My School website). Preparation of Government Returns for Early Learning Centres. Preparation of other returns and Statistics required (Australian Bureau of Statistics, Somerset, ASBA, etc.). Comprehensive Consistency of data with internal records and prior year comparisons Comprehensively understand and accurately deal with differences between the management accounts, statutory accounts, government returns and myschool website disclosures No audit adjustments 5. PREPARATION OF FINANCIAL REPORTS (END OF YEAR) The preparation of relevant schedules for Firbank Grammar School and controlled entities, in consultation with the Financial Controller. These include: Long Service Leave Schedule (current and non-current) Annual Leave Schedule Accrual Schedule Prepayment Schedule No audit adjustments The preparation of relevant schedules for Firbank Grammar School and controlled entities, in consultation with the Financial Controller. These include: Long Service Leave Schedule (current and noncurrent) Annual Leave Schedule Accrual Salary Payment Schedule Complete ad-hoc projects and requirements as directed by the Financial Controller. Work completed as requested Complete ad-hoc projects and requirements as directed by the Financial Controller. 6. GENERAL This can include assistance with the collection of School fees. Responsible for understanding and applying Firbank s Child Safety Policies and procedures Has read and observes policies and procedures 7. CHILD SAFETY Identifying and addressing Child Safety Risks, Child abuse indicators, Management of disclosure and Internal and external reporting obligations. Has completed relevant training and observes policies and procedures
8. HEALTH AND SAFETY 9. CHIEF COMMERCIAL OFFICER Complying with School Staff/student boundaries Taking all practicable measures to protect students where a risk to their safety has been identified whilst under your care. Follow all School Health and Safety policies and procedures. Report all known or observed hazards to the Financial Controller. Other duties as directed by the Chief Commercial Officer Acts according to Child Safety Code of Conduct Considers and manages the safety of students with in the school environment (eg. camps/excursions, online environment, competitions, other events etc.) Observes Health and Safety Policy Reports hazards when observed Duties performed as instructed **THIS POSITION DESCRIPTION IS AN OVERVIEW OF THE DUTIES AND RESPONSIBILITIES OF THIS ROLE AND DOES NOT REPRESENT THE ENTIRETY OF THIS POSITION. FIRBANK GRAMMAR SCHOOL RESERVES THE RIGHT TO VARY THIS POSITION DESCRIPTION TO MEET THE CHANGING NEEDS OF THE SCHOOL** SELECTION CRITERIA QUALIFICATIONS AND EXPERIENCE Hands-on payroll experience essential. KEY COMPETENCIES Ability to handle autonomously all aspects of the School payroll Thorough understanding of the School s accounting and budgets Ability to prioritise Knowledge of relevant awards, Collective Agreement, legislation, etc. and application of that knowledge KEY ATTRIBUTES Efficient planning and organisation and time management skills, ability to meet deadlines Strong written, verbal and interpersonal skills
A strong bias towards achievement and customer service with a focus on outcomes Display self-confidence with a sense of initiative and flexibility Ability to keep certain matters confidential