PURPOSE AND SCOPE OF THE ROLE:

A stand-alone role to administer the payroll and pension scheme(s), complying with all the legal and financial implications.

This is an office based role, working 18 hours a week

DUTIES:

• To ensure that all data is accurately input into the payroll system in accordance with statutory and contractual obligations and timescales.
• To ensure all staff records held comply with the rules of the Data Protection Act.
• To provide monthly payroll(s), adhering to all tax and national insurance legislation, ensuring the payroll is produced on the dates laid out in the employees’ contracts.
• To administer the pension scheme(s), complying with all regulations and deadlines.
• To be responsible for the processing of appropriate documentation relating to changes in individuals’ scheme membership status, the notification to the pension scheme administrators of amendments to members’ records and the preparation and submission of pension scheme returns, including contribution and salary data.
• Provision of guidance and relevant calculations on all pension-related issues.
• To liaise with staff and appropriate stakeholders including external bodies regarding payroll and pension queries.
• To provide employment statistics to Government departments.
• To ensure that all accounts are reconciled and that variances are investigated and corrected.
• To ensure that expenses are paid in a timely manner and that all appropriate systems are maintained.
• To provide financial information on the payroll to the Business Executive Officer as required.
• Prepare reports by compiling summaries of earnings, taxes and deductions.
• To ensure that there is good day-to-day communication between Payroll and Human Resources and other departments.
• To produce year end returns, and staffing budgets on an annual basis.
• To undertake audit checks ensuring accuracy and to ensure that variances are reviewed to comply with audit requirements.
• To administer Family Tax Credit and Council Tax payments when required.
• To keep abreast of Employment Law, and amend payroll processes accordingly, as required.
• To keep meticulous records regarding staff, in order to implement new legislation.
• To maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Any other duties required by the line manager that are commensurate with the job.

Additional duties:

• To maintain a flexible and confidential approach to the role.
• To be supported and enabled in personal development through annual appraisal and regular supervision.
• The post holder must at all times carry out their responsibilities with due regard to the Charity’s Equal Opportunities Statement.
• Work in line with the Charity’s Safeguarding People from Abuse Policy and Whistle Blowing Policy to ensure that people are kept safe at all times.
• The post holder must carry out their responsibilities with due regard to the non-smoking environment of the Charity.

It is the nature of the tasks and responsibilities are, in many circumstances, unpredictable and varied. All staff are, therefore, expected to work in a flexible way when tasks not specifically in their job description have to be undertaken.

These additional duties will normally be to cover unforeseen circumstances or changes in work, and they will normally be compatible with each member of staff’s regular type of work. If the additional responsibility or task becomes a regular or infrequent part of the member of staff’s job, it will be included in the job description, after consultation with the member of staff.

Genuine Occupational Requirement

They are a Charity which underpins its values and ethos from the teachings and example of the Charity co-founded in 1633. Although we employ people of all faiths and none, they require that all employees learn about the Vincentian values which is the driving force of the Charity.

Person Specification:

Work experience/ Knowledge

• Professional payroll qualification (CIPP or equivalent)
• Experienced payroll practitioner, including experience of running an end to end payroll process.
• Experience in administering pension processes.
• Knowledge of pension regulations, employment tax and Government initiatives e.g., auto enrolment, apprenticeship levy.
• Up to date knowledge of current payroll and pension processes and legislation.
• Proficient in the use of the SAGE Payroll and Pension module.

Skills and Abilities

• Excellent communication skills (written and verbal).
• Excellent organisational and interpersonal skills.
• Customer focused.
• Ability to work in a fast paced environment and under pressure with strict deadlines.
• Attention to detail and diligent approach to work.
• Excellent IT and MS skills in particular MS Excel and Word.
• Excellent standard of numeracy.
• Self-motivated and able to work independently.
• Ability to prioritise and confidently make decisions.