Senior Payroll Officer / Accounts Administrator Heslerton Road, Dunsandel, Canterbury

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1 Position Reports to Senior Payroll Officer / Accounts Administrator Accounting Company Synlait Milk Ltd Date: January 2015 Location 1028 Heslerton Road, Dunsandel, Canterbury Purpose Payroll: To provide Payroll support to Synlait Milk, and any other associated entities as necessary, to ensure best practice payroll delivery ensuring 100% accuracy and information integrity. Accounts administration: To provide general administration and accounts payable support for the Synlait Milk finance processes. Senior Payroll/Accounts Administrator PD January 2015 Page 1 of 7

2 Key Performance Areas Payroll Management Timely and accurate Payroll processing, ensuring there are best practice checks and controls in the process to ensure an efficient and accurate payroll process, always right first time. Liaise with the HR team to ensure new starters and any other employee changes are recorded accurately in the payroll system Ownership of the payroll reconciliations, ensuring timely and accurate information to the Accounting. Ensure all payroll queries are handled in a timely and professional manner. Keep up to date with payroll legislative changes. Ensure compliance with Payroll tax obligations, including PAYE and Kiwisaver Be primary point of contact for the payroll application support provider and super user for the payroll application Provide payroll and administrative assistance to the HR team during Annual Remuneration Review and Bonus Reviews Ensure appropriate authorisation of timesheets, payroll payments and changes to payroll data. Undertake regular payroll reporting to management as well as ad-hoc requests. Ensure there is confidentiality of payroll and employee information at all times. Ensure ESS implementation and rollout to SML is completed within the expected timeframes in conjunction with the HR team and the Accounting. Provide support and training to the payroll back up person particularly on legislation and system changes. Work closely with Accounting and Business Performance team to identify GI Project capitalisation of HR costs. Manage in conjunction with Accounting and HR any upgrades to the HR payroll system including ESS module. Senior Payroll/Accounts Administrator PD January 2015 Page 2 of 7

3 Key Performance Areas Accounts Administration & AP Processing Corporate Finance Team Assistance General Administration Processing accounts payable for multiple entities on a timely and accurate basis following agreed process for staff expenses and employment agencies. Complete the reconciliation of the company credit cards including upload journals into the ERP system. Support the Accounts Assistant to ensure that required reconciliation processes are completed in full and any discrepancies are investigated and resolved AP Accounts review Assist Corporate Finance Team with HR/Payroll forecasts Assist the finance team by undertaking administration tasks and providing assistance and support where required Filing invoices after payment Communication Work closely with the Accountants to understand their upcoming needs for month end accounting processes Keep open communication channels with s to ensure that information can be conveyed easily and in a timely manner Relationship Management Build strong relationships with the wider Finance team and work closely with the Accountants in order to understand the up and coming business pressures and respond accordingly to aid the smooth execution of the finance function Form solid relationships with s to ensure that information can be obtained in a timely manner and increase understanding of current constraints and seasonal pressures which may impact on deadlines Customer Service Actively pursue a continuously improving customer service culture by delivering results to internal and external customers on time Senior Payroll/Accounts Administrator PD January 2015 Page 3 of 7

4 Key Performance Areas Compliance / Risk Management Projects Comply with all relevant company policies and delegations Comply with all Quality Assurance / ISO systems Identify and remedy any health and safety hazards and report any incidents Undertake specific analysis and investigations / projects as directed and in an accurate and timely manner. Professional & Personal Development Undertake identified personal training / development with the prior approval of the Accounting Remain abreast of current industry related trends, practices and disciplines and undertake regular updates in either competency training or changes in law as required. Keep up-to-date and demonstrate awareness of relevant legislation and best practice. Build networks with relevant organisations, professionals and associations. Key Challenge Payroll is completed on time with 100% accuracy. All reconciliations are completed and any discrepancies investigated and resolved. Ensure no payroll related IRD issues. Current payroll is around 275 and this is expected to grow to 400 over the next 18 months There are numerous and complex terms of pay and shift types Key Relationships Internal External Chief Financial Officer and Financial Controller Corporate Finance Accounting Accountants Employees Other Administration and Accounting Staff Human Resources s Suppliers Pay Global Auditors Banks IRD Senior Payroll/Accounts Administrator PD January 2015 Page 4 of 7

5 Authorities Delegated authorities within the Synlait Delegated Authorities Policy. Decision making in scope of this position Organisational Structure Senior Management Team Chief Executive Executive Assistant Chief Financial Officer GM Culture, Capability & Strategy GM Sales GM Supply Chain GM Manufacturing GM Quality & Technical Services CFO Team CFO Executive Assistant Financial Controller Legal Counsel Business Performance Milk Price and Strategic Projects Accounting Systems Accountant Accountant Financial Reporting & Compliance Accountant Commercial Business Intelligence IT Service Accounts Assistant Business Partner Ingredient Sales Business Intelligence Analyst Desktop Support Administration Accounts Assistant Business Analyst Reporting & Supply Chain IT Service Analyst Payroll/AP Business Analyst Planning ERP Solutions Architect Business Partner Nutritional & Special Milk Network Systems Administration Business Partner Manufacturing Facilities Senior Payroll/Accounts Administrator PD January 2015 Page 5 of 7

6 Competencies Adhering to Principles and Values Relating and Networking Applying Expertise and Technology Analysing Planning and Organising Delivering Results and Meeting Customer Expectations Following Instructions and Procedures Adapting and Responding to Change Upholds ethics and values, demonstrates integrity, promotes and defends equal opportunities, builds diverse teams, encourages organisational and individual responsibility towards the community and the environment Establishes good relationships with customers and staff, builds wide and effective networks of contacts inside and outside the organisation, relates well to people at all levels, manages conflict, uses humour appropriately to enhance relationships with others Applies specialist and detailed technical expertise, develops job knowledge and expertise through continual professional development, shares expertise and knowledge with others, uses technology to achieve work objectives, demonstrates appropriates physical co-ordination and endurance, manual skill, spatial awareness and dexterity, demonstrates an understanding of organisational departments and functions Analyses numerical and verbal data and all other sources of information, breaks information down into component parts, patterns and relationships, probes for further information or understanding, makes rational judgements using the available information and analysis, produces workable solutions, demonstrates and understanding of how one issue may be a part of a much larger system Sets clearly defined objectives, manages time effectively, plans activities and projects well in advance and takes account of possible changing circumstances and resources needed to complete tasks, monitors performance against deadlines and milestones Focuses on customer needs and satisfaction, sets high standards for quality, quantity and productivities, monitors and maintains standards, works in a systematic, methodical and orderly way, consistently achieves work goals Appropriately follows instructions from others without unnecessarily challenging authority, follows policies and procedures, keeps to schedules, arrives punctually, demonstrates commitment to the organisation Adapts to changing circumstances, accepts new ideas and change initiatives, adapts interpersonal style to suit different people or situations, shows respect and sensitivity towards cultural and religious differences, deals with ambiguity, making positive use of the opportunities it presents Senior Payroll/Accounts Administrator PD January 2015 Page 6 of 7

7 Qualifications, Skills and Experience Qualifications: Membership of NZPPA preferred Experience: Experience working with payroll systems and a diverse multi-site, multi-payroll manufacturing environment Experience in working with payroll consultants Experience working with PayGlobal systems preferred Experience in an accounts/finance administration environment Skills: High level of initiative and a self-starter Strong priority setting and organisation and planning skills Proven relationship building skills Strong capability in problem solving and decision making Well developed interpersonal skills, coaching and mentoring skills Excellent written and oral communication skills Proven ability to work under pressure and meet deadlines in a multi-tasking environment Health & Safety 1. All staff must be conscious of potential safety problems at all times 2. A Health and Safety Policy is in place within Synlait. Instructions regards safety given by the Health and Safety representatives must be followed at all times. Non-Limitation Clause This job description is not intended to be a complete or limiting description of the functions that the employee may reasonably be requested to undertake both within and outside of the normal hours of work. ACKNOWLEDGMENT I have read and understand the above job description. Employee Name Signature Date Senior Payroll/Accounts Administrator PD January 2015 Page 7 of 7

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