Team Leader Payroll. Strategy and Performance. Organisation Development. Jamie Westhorpe

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1 POSITION TITLE: Team Leader Payroll POSITION NUMBER: 1353 CLASSIFICATION/BAND: City of Greater Geelong Enterprise Agreement (as amended from time to time) Band 7 Salary $83, to $93, per annum, plus superannuation STATUS: Temporary full-time position DIVISION: Strategy and Performance DEPARTMENT: Organisation Development APPROVED BY: Jamie Westhorpe DATE APPROVED: October 2015 POSITION OBJECTIVE: Manage the HR Assist Helpdesk and team members. Develop payroll policy and procedures. Implement continuous process improvement changes designed to enhance the operation of the payroll processing function. Support team members and ensure allocated work is satisfactorily executed.

2 THE CITY OF GREATER GEELONG: The City of Greater Geelong is one of the largest local government areas in Victoria. The City provides 129 services to the municipality which has a population of around 225,000. The City has an annual budget of $402 million and employs over 2600 staff. It also utilises a large number of volunteers. The organisation has five divisions: Community Services; Strategy and Performance; Planning and Tourism; City Services, Projects, Recreation & Central Geelong. Geelong: Located 75 kilometres from Melbourne, Geelong is Victoria s second largest city and is renowned for its stunning north facing waterfront which overlooks Corio Bay. Geelong is a vibrant cosmopolitan city with a relaxed coastal flavour. It is recognised as offering one of the best lifestyles in Australia. Geelong has all the modern amenities of larger cities, combined with a clean and healthy environment. Just minutes away from the city centre are kilometres of pristine beaches, charming seaside townships and unspoilt rural hinterland. Geelong is also the gateway to the famous Great Ocean Road and some of the best surf beaches in the world. The City offers excellent educational opportunities. Geelong Grammar, Geelong College, The Gordon and Deakin University are just some of the schools and tertiary institutions in the region. ORGANISATION ENVIRONMENT: Geelong is among the largest of 79 Councils which collectively represent approximately 5 million Victorians. While each Council is independent, there are common rules, mainly in the form of State Legislation, which provide the framework in which Councils operate. Our Vision: Greater Geelong: building our community through enterprise, opportunity and innovation in a quality environment. Our Mission: We will focus on developing and maintaining effective working relationships to deliver Council's strategic directions and high quality services that meet the changing needs of our community. Values & Behaviours: Values form the basis of our behaviour; they add meaning to work and they provide a basis for consistent planning and decision making across the organisation. The City of Greater Geelong aims to foster a culture that embraces the organisation values being Integrity, Responsibility, Innovation and Respect. All employees should demonstrate the behaviours that come from these values when carrying out their work.

3 ORGANISATION RELATIONSHIP: This position is part of the Strategy and Performance Division which comprises the following departments: Communications and Marketing Customer Service and Councillor Business Financial Services Information Services Organisation Development Property and Procurement Strategy and Program Delivery Reports To: Directly Manages: Internal Liaisons: External Liaisons: Coordinator Remuneration 4 Staff (2.67 EFT) General Managers, Managers, Co-ordinators, Finance Department, Risk Management Department, Organisation Development Team. Fusion 5 Empower, Superannuation Funds, Australian Taxation Office,Dept of Human Services, Centrelink, Child Support Agency, The Association of Payroll Specialists, Forms Express, Super Choice, Australian Bureau of Statistics. KEY RESPONSIBILITIES: 1. Management of the payroll function for a diverse organisation and the payroll team. 2. Facilitating ongoing interface between the human resources and the finance systems. 3. Implementation of continuous process improvement initiatives. 4. Responsible for the payroll processing function to ensure compliance with all relevant internal and external processes, procedures and legislative requirements. 5. Payroll system maintenance and regular verification of data integrity. 6. Development of appropriate internal control checks to ensure compliance with various regulations and legislation. 7. Internal control checks will include a detailed record of weekly, monthly and yearly compliance checks. 8. Generation of various payroll reports using the CorVu reporting solution. 9. Management of all superannuation funds for Council. 10. Provision of advice on payroll issues, including Award and EA interpretation and applicable legislation as related to the payroll processing function. 11. Responsible for oversight and management of the entire leave administration function within Council. 12. Monitor payroll team performance and undertake Annual Performance Reviews with each team member. 13. Adherence to all Council s policies and procedures as relevant to this position. 14. Carry out other duties as deemed reasonable and appropriate to the role as directed from time to time.

4 KEY SELECTION CRITERIA: Essential: 1. Well developed interpersonal skills and the ability to establish and maintain effective working relationships both within the payroll team and across the Organisation. 2. Ability to problem solve to identify process improvement initiatives. 3. Proficient in the use of Microsoft products, including Word and Excel. 4. Extensive experience in the provision of both payroll and helpdesk services. 5. Ability to manage a small team of people. 6. Strong commitment to maintain the HR/Payroll Information System. 7. Ability to work within timeframes and meet deadlines, balancing priorities to achieve end results. 8. A very strong emphasis on accuracy and quality of all outputs. 9. Organisational skills of a very high order are required for this role. 10. High customer focus with a service-orientated approach to all aspects of the role. Desirable: 1. Extensive experience working in a team environment to meet organisational goals and objectives. 2. Prior knowledge of the Empower HR/Payroll system or similar system would be highly regarded. ACCOUNTABILITY AND EXTENT OF AUTHORITY: Accountable for creating and capturing accurate and complete records of the business activities related to this position, in accordance with approved policy and procedures. This is applicable to both hardcopy and electronic information, including . Accountable for the implementation of process improvement initiatives and ongoing enhancements of payroll processing. Development of payroll policies, practices and procedures in conjunction with the Coordinator Remuneration. Accountable for the management of the HR Assist team, organising the daily activities and prioritising work load ensuring the delivery of a high quality, responsive and efficient service. Development and maintenance of relevant reference manuals for the Team. Ensure team resources are managed effectively to meet timelines and Organisational expectations. Provide specialist technical and professional guidance and support to the HR Assist team.

5 JUDGEMENT AND DECISION MAKING: The nature of this role will require problem solving, utilising previous experience and knowledge. Demonstrated ability to conduct analysis of a range of options to determine the most appropriate solution. Guidance and advice is not always available within timeframe to make decision. SPECIALIST SKILLS AND KNOWLEDGE: The ability to analyse issues and present a range of options within the broad organisational framework to resolve issues. Extensive knowledge of Human Resources Information Systems. Extensive knowledge of EA/Award and Human Resources policies and the impact on payroll and personnel processes. Perform all required system upgrades in relation to EA increases as they effect the payroll process for all clients. Very good numeracy skills, plus the ability to perform high level reconciliations. A sound knowledge in the preparation of a range of statistical returns. MANAGEMENT SKILLS: Ability to manage change and be innovative within the workplace. Skills in prioritising time and the delegation of work. Very good Administrative and organisational skills. Implementation of personnel policies and procedures, including recruitment and safe working practices. INTERPERSONAL SKILLS: Ability to communicate positively within the Department and across the organisation. Proven ability to both manage and motivate staff. Positive attitude focused on assisting departments to achieve their objectives in the most effective and efficient manner, liaising with Managers where required. Ability to build strong relationships with work colleagues and both internal/external customers. Ability to demonstrate Integrity, Responsibility, Innovation and Respect in all aspects of the position. Ability to network with other professionals in the area. A high level of personal drive and self motivation with an ability to work in isolation when required.

6 QUALIFICATIONS AND EXPERIENCE: A tertiary qualification in human resource management or certificated payroll qualification (or progress towards an appropriate qualification) with several years experience in a related role OR extensive experience in a similar role. SPECIFIC HEALTH AND SAFETY REQUIREMENTS: A pre-employment medical examination may be required. Participate, where required, in the reporting of health, safety and wellbeing issues. Manual handling tasks involved. Demanding deadlines. Prolonged periods of in-activity i.e. sitting at the computer. Regular keyboarding associated activities. Long / short distance travel between sites as necessary. Dealing with difficult clients and situations. SPECIAL CONDITIONS: Employment is subject to the presentation of documentary evidence of the right to work in Australia. A National Police Records check will be required for this position. Psychometric testing may be used as part of the selection criteria for this position A current Victorian driver s licence is essential where the need to drive a Council vehicle is required. RISK MANAGEMENT, EQUAL OPPORTUNITY & CHARTER OF HUMAN RIGHTS: Observe policies and procedures to minimise injury and damage to assets and property. Adhere to Council s OH&S, equal opportunity and risk management policies, as well as act in accordance with the Charter of Human Rights. Ensure behaviour in the workplace does not discriminate, bully or harass others. Take reasonable care of self and others who may be affected by your actions. OTHER RELEVANT INFORMATION: Employment may be subject to a three month probationary period (please note that following consultation, this period may be extended by up to a further three months). Internal candidates may be subject to a three month trial period. Conditions of employment are as per your contract of employment. The City of Greater Geelong is an Equal Opportunity Employer and has a no smoking in the workplace practise and is also committed to OH&S in the workplace and therefore all employees adherence to all OH&S policies and procedures is mandatory.

7 HOW TO APPLY Applications for this position close at 5.00pm Friday 30 October 2015 and should be submitted through the on-line facility at (for internal candidates, please refer to CityWeb). Should you not have access to the on-line facility, applications may be directed to: Recruitment Administration Officer Organisation Development Department City of Greater Geelong PO Box 104 GEELONG VIC 3220 Phone: Fax: For details on the recruitment process If you require further information regarding this position, please contact: Chris Treble, Coordinator Remuneration on Privacy Statement Making an application for this position requires that you consent to the collection, use, storage and destruction of personal information, including details of your referees. This information will assist us to select the best applicant for the vacant position. At all times during the recruitment and selection process, personal data will be treated in a highly confidential manner. Documents will only be available to members of the selection committee for the purposes of selecting the best person for the position. All unsuccessful applicants documentation will be destroyed three months after the end of the recruitment process. Please do not send originals of documentation with your application, as they will be destroyed. In addition the applicant understands that they may apply to Council for access and/or amendment of the information. Successful applicant details become employment-related information and will be placed on the successful applicant s Personal File. The City of Greater Geelong may release this personal information to third parties such as Vision Super Fund Pty Ltd., Victorian Workcover and Centrelink for employment related purposes.