Job Description and Particulars of Appointment
- Job Title: Payroll Administrator
- Post Number: TBC
- Grade and SCP: Grade 6 SCP 18
- Corporate Function: Workforce & Transformation
Shropshire Council is embarking on a major Council wide transformation programme to move to a Digital by Default Commissioning Council. The transformation programme is aimed at ‘Creating a better future’, which puts improving the quality of life of all local people at the heart of everything we do. A significant project within this programme is the ERP (Enterprise Resource Planning) project which will look to replace the existing systems for Finance, Procurement, HR & Payroll within our Resources and Support services.
As a member of the HR Operations Team within Workforce & Transformation, you will support the delivery of the transformation programme in line with the Council’s vision, values and strategic objectives.
2. Level & Purpose of Post
The main duties will be the processing of pay notifications by inputting to the Council’s on-line Payroll and HR system (Resourcelink) accurately whilst achieving payroll deadlines. You will ensure that statutory requirements / conditions of service and procedures are applied correctly and consistently.
The post holder will be:
- Responsible to Payroll Team Leader who is in turn responsible for the post holder’s health and safety, training and development.
- The post holder can be working on a diverse range of tasks and therefore it is essential to prioritise their own workload. The nature of the job involves the requirement to meet very tight timescales. Issues of a more complex nature would be referred to the Payroll Coordinator.
- The post-holder is expected to provide feedback to the Payroll Coordinator in relation to workload issues that may result in disruption to the timetabled payroll cycle.
- Verify that all documentation / pay notifications from employees, services and external clients have been authorised appropriately and process these in line with relevant rules / conditions of service
- Loading data from various formats including personal/pay information, temp payments and absence data
- Determination and control of occupational and statutory payments relating to maternity, paternity, adoption and sick leave
- Determination of eligibility for membership / appropriate contribution rate and processing notifications for the local government and teachers’ pension schemes
- Application of automatic pay increments and pay awards for various Local Government staff including NJC and Teaching staff
- Review payroll output / exception reports to identify and correct erroneous data and perform regular audit checks to ensure adherence to procedures
- Resolution of enquiries from employees, managers and external clients services by telephone, email and in person on any aspect of payroll, having regard to the principles of Data Protection
- Distribution of standard reports
- Undertake manual pay calculations including Tax, NI and Pension etc., and arrange emergency payments (advances) as the need arises
- Calculation of gross to net overpayments and negotiating repayment arrangements where low value and short recovery period
- Undertake routine admin tasks including mail in / mail out, filing, scanning etc.
- Assist in development / maintenance of the payroll procedures manual
- Identify personal training requirements in relation to current post and in order to achieve work related personal development goals
- Processing attachment of earnings orders and CSA Payments
- Comply with all audit requirements relating to the production of payrolls
- To take reasonable care for personal health and safety and ensure that the Service’s responsibilities in relation to Health and Safety are achieved by implementing, promoting and monitoring safe working practices and ensuring compliance with safety regulations and the Corporate and Service Health & Safety policy
- Any other appropriate duties
These duties are illustrative and not exhaustive. The post holder will be expected to become involved in a range of work to enable the service to respond effectively to the changing requirements of the Council and changes affecting the workforce.
5. Performance & Customer Focus
The post holder will ensure they:
- adopt a customer focused approach when delivering their service, ensuring engagement with service users and maintenance of an appropriate personal profile,
- act as an advocate for their service and work collaboratively with colleagues across the whole Council to meet the needs of the people of Shropshire,
- meet individual, service and personal development targets agreed through the Personal Development Review Process, learn from experience and are committed to continuous improvement individually and as an employee of the Council,
- work with colleagues to meet the team’s key performance indicators, support a culture of team working and ensure the team functions successfully in support of the Council’s corporate and service objectives.
- meet the behaviours and competencies adopted by the Council in the way in which they achieve their objectives and carry out their work.
a)The conditions of service are those laid down by Shropshire Council, which have been adopted and amended as necessary from those laid down by the National Joint Council for Local Government Services.
b)The post is based at The Shirehall, Abbey Foregate, Shrewsbury, SY2 6ND
c)This post is subject to the following:
- The post is fixed term for 3 months (in the first instance), 37 hours per week
- Normal office hours are 7am to 7pm Monday - Friday and 8am-1pm Saturday
- The post is subject to the Council's annualised hour’s scheme as implemented within the specific work area.
d)This post carries eligibility to join the Local Government Pension Scheme. Information about this will be sent with any formal offer of appointment.
e)Annual leave entitlement is pro rata for 25 days per year plus additional days for long service. Bank holidays also apply. A concessionary day at Christmas Bank Holiday is at the Council's discretion.
f)The appointment is subject to one month’s notice in writing on either side.
g)The appointment is subject to six months’ satisfactory probationary service during which time the notice period will be one week on either side.
h)Smoking is not allowed in Council buildings, in Council vehicles or in any Council place of work.
i)If applicable, it is a condition of your appointment that you provide a suitable vehicle for the performance of your duties and that this is readily available for use during normal working hours. You are entitled to claim for reimbursement of the costs of travel on council business at the rate of 45 pence per mile.
8. Pre-employment Requirements
The appointment is subject to receipt of the following pre-employment checks;
- Satisfactory employment references,
- Medical report,
- Evidence of the qualifications required for the post/listed on your application form
Human Resources & Development Form 36
Issued July 2017
Post of: Payroll Administrator
Please ensure that the Job Description and Person Specification are used as a guide when completing your application form. All of the criteria below will be assessed via your application form; further methods will be used to support this in the interview stage. You are expected to use the application form as a means to demonstrate, with examples, how you meet the person specification criteria below – a re-wording of the criteria listed will not guarantee an interview.
Method of Assessment: S - Scenario, I - Interview, P - Portfolio, T - Test, D - Documents
Qualifications How Assessed - ,
Essential: GCSE (or equivalent) (Grade A – C) in English and Maths
Desirable: Payroll Technician Certificate
Work experience and vocational training How Assessed - ,
Essential: Excellent numeracy, good literacy, inter-personal and communication skills
MS Office skills, particularly in Excel and Word
Work organisation and prioritisation skills
Customer service skills, team working and ability to work accurately and to strict deadlines
Experience of working in a busy office/payroll environment
Desirable: Experience of working with large modern computer systems and payroll computing packages
Other relevant experience and/or interests How Assessed - ,
Essential: Willingness and ability to contribute to the development of the service
Specialist Knowledge How Assessed -
Essential: Knowledge of HRMC Tax and NIC rules
Desirable: Knowledge of Local Government and Teachers Pension Schemes
Job related personal skills How Assessed -
Essential: Ability to work well under pressure and absorb analyse information quickly to achieve tight deadlines
Ability to organise and prioritise work effectively
Ability to communicate and work effectively with team members, colleagues, staff, and external customers
Ability to communicate effectively with external agencies
Ability to maintain confidentiality
Desirable: Commitment to personal and professional development
Special Working Conditions How Assessed -