Payroll & Systems Co-ordinator Full Time / All Year Round (S642)

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1 A place to learn, a place to grow, a place to experience, a place to succeed Listen to learners and employers when developing, delivering and assessing learning Encourage and inspire active learning Value diversity and ensure equality of opportunity in everything we do Payroll & Systems Co-ordinator Full Time / All Year Round (S642) Recruitment Information Pack Closing date: 10 th November 2013 Encourage enterprise and entrepreneurism Work with partners to extend choice in learning Work as a team for the success of our business and our learners

2 October 2013 Dear Applicant PAYROLL & SYSTEMS CO-ORDINATOR (S642) Thank you for showing an interest in the above position and working with West Cheshire College. Please note that your completed application must be received electronically to or by post to HR & Development, Ellesmere Port Campus, Off Sutton Way, Ellesmere Port, CH65 7BF, no later than 10 th November If you are successful in the short-listing then you will be notified and called for interview on 18 th November Therefore please ensure you are available on that date, however please note that this may be subject to change. The interview process, to be held at our Chester Campus, will consist of a task, followed by a panel interview. Should you require any further information please do not hesitate to contact a member of the HR & Development Team on Yours sincerely Alison Blaxall Acting Manager HR & Development

3 An Introduction to West Cheshire College: West Cheshire College has benefitted from major capital investment well supported by the LSC and later the SFA. This commitment of circa 65 million to build two new high quality campuses in Ellesmere Port and Chester will improve vocational opportunities for young people, extend the range of opportunities for adults and support the local economy. The new 6,000 sq. metre Technologies Campus at Chester (opened March 2011) provides excellent facilities. The new Creative and Service Industries Campus at Ellesmere Port (phase 1 opened in September 2011) a 19,500 sq. metre landmark building providing world-class facilities. An Arts wing has recently opened at Ellesmere Port in May We aim for learners to be employable and work ready and to support employers in achieving their business aims and improving their productivity. In its most recent Ofsted inspection the College was judged to be good with many outstanding features; all of its work with employers was judged to be outstanding. The College has won Beacon Awards for both practical teaching and practical learning and inclusion. We aim to be the leader in the field of vocational learning. West Cheshire College is a specialist vocational college. This means that what, when, how and where we deliver learning reflects the needs of employers as well as individuals. It also means that as a College we actively welcome applicants from the industries and sectors we serve as well as those with an educational background. We are one team recognising that support services are as important to our learners and our business as delivery teams

4 West Cheshire College Key Facts The College offers provision for technological, creative and service industries from entry level to Higher Education. All full time and substantial part time learners are supported to improve their English and Maths skills. The College is one of the biggest employers in West Cheshire employing the equivalent of approximately 480 full time permanent staff and over 240 under hourly paid contracts. There is a comprehensive development programme for all staff including individual support to achieve qualifications such as literacy, numeracy, Certificates in Education and Management Training. Staff are also encouraged and supported in keeping their skills and knowledge of industries up to date through visits, placements and shadowing schemes to ensure that they remain vocationally competent to teach in our environment. The College current turnover is at 25 million a year and although the largest part of its income comes from public funding (most notably the SFA and the EFA) the College has grown in its income from other sources over recent years giving it a diverse basis for its financial security. The College has a great opportunity to continue to grow with its new cutting edge and state of the art facilities. The College is financially sound and has paid above the national recommendation for salary increases in the last four years the College continues to attract high calibre employees at all levels. It has an innovative scheme to allow access to additional parts of the pay scale for many staff. The College has a contributory final salary pension scheme, preferential rates for BUPA health care and a child care voucher scheme. The College has approximately 20,000 learners every year. These include: year olds who learn part time in the College year olds who are mainly full time in the College Apprentices who learn in the College and in the workplace Adults who are mainly part time and learn in the College Employees learning in their work place Adults Learning in the community.

5 Enjoy a fabulous staff discount on all hair and beauty treatments at our Francesco Salon! As a staff member your children can make use of the Little Einsteins crèche facilities at the Ellesmere Port Campus at price from 2.50 per hour. Our brand new fitness suite containing state of the art Fitzone equipment is now available for all staff to use. Prices start from just 8 per month! No more loose change! All WCC staff has access to a Squid card account, which when topped up with money can be used to purchase food and drink or other items across campus. Squid is convenient, safe and secure. For more information visit As a member of staff at WCC you are entitled to 50% off all course fees at Chester University. We value your development! We have made it affordable for you as staff members to purchase a laptop, computer or even an ipad at lower costs with our Computer Purchase Scheme. You can even pay in instalments. Enjoy our fantastic fine dining experience for lunch or dinner by visiting our fully licensed Dining Room restaurant at Ellesmere Port. Staff are entitled to reduced entrance rates for Adults and 8.95 for children! Get cash back on your everyday dental and healthcare expenses for yourself and your family by joining Medicash today for as little as 6.50 per month! Get help with the cost of your everyday healthcare with Simply Health (previously Healthsure). With both healthcare and dental plans available, this scheme will help you pay your medical bills for both yourself and your family. Plus many more

6 The College: West Cheshire College is a leading provider of vocational learning in the area, with Campuses in Ellesmere Port and Chester. We offer learning opportunities, including Apprenticeships and full time programmes, to young people aged 14 to 19 and part-time opportunities to adults, including professional qualifications, HNCs and HNDs, and Foundation Degrees. The Role: The main purpose of this role is to assist with the efficient running of the Payroll Department and to ensure the work is appropriately reviewed, monitored and completed in a timely manner. You will also be required to deputise in the absence of the Section Leader, managing the department, team and ongoing issues/projects accordingly, and to ensure that payments to staff are paid correctly and in a timely manner. In addition, to assist the Section Leader in providing statistical data and returns as requested and assist in preparing data in order to satisfy the requirements of the internal and external audits and external bodies, such as pension providers. You will be required to assist in completing day to day payroll and pension administration to include completing payroll/pension data, such as pension enquiries which includes completion and submission of annual service, career service details of joiners, leavers, retirement and maternity forms to pension scheme administrators. You will be required to record and monitor all types of absence and report to HR, and be familiar with personal taxation and HMRC guidance on NI, PAYE, etc, and familiar with RTI process. Specific duties include reviewing the new employee process/set up, and to ensure all relevant contracts are in place, before making claimed payments, review/set-up/cancel employee debits, to check time sheets and also the accuracy of calculations of unpaid leave, sickness, adoption and maternity pay. You will also assist with the RTI process, and contribute and assist in the processing of the monthly payroll, ensuring tight deadlines are adhered to. You will have a good general level of education with Level 2 in both Literacy & Numeracy and be proficient in the use of IT including Microsoft Office applications. You will have excellent organisational skills, be able to prioritise and work under pressure have attention to detail. The successful candidate will also have excellent customer service skills and be able to deal with difficult and demanding customers communicating at all levels both verbal and written. Confidentiality and discretion are also a vital element of this role. Your application should tell us how you think you can contribute based on the above and the Job Description and person specification below. If you feel you meet the above requirements, then we would like to receive an application from you. Please note that your completed application must be received electronically to or by post to HR & Development, Ellesmere Port Campus, Off Sutton Way, Ellesmere Port, CH65 7BF, no later than 10 th November If you are successful in the short-listing then you will be notified and called for interview on 18 th November Therefore please ensure you are available on that date, however please note that this may be subject to change. The interview process, to be held at our Chester Campus, will consist of a task, followed by a panel interview. Should you require any further information please do not hesitate to contact a member of the HR & Development Team on Alison Blaxall Alison Blaxall

7 Acting Manager HR & Development WEST CHESHIRE COLLEGE JOB PROFILE (S642) Job Title: JOB DESCRIPTION Payroll and Systems Co-ordinator Scale Point: SPS Reporting to: Responsible for: Section Leader Payroll & HR Systems Payroll, Information and Systems Main Purpose of position: To assist with the efficient running of the Payroll Department and to ensure the work is appropriately reviewed, monitored and completed in a timely manner. You will also be required to deputise in the absence of the Section Leader, managing the department, team and on-going issues/projects accordingly, and to ensure that payments to staff are paid correctly and in a timely manner. In addition, to assist the Section Leader in providing statistical data and returns as requested and assist in preparing data in order to satisfy the requirements of the internal and external audits and external bodies, such as pension providers The Post Holder is required to:- assist in completing day to day payroll and pension administration and queries as they arise assist in completing payroll/pension data, such as pension enquiries which includes completion and submission of annual service, career service details of joiners, leavers, retirement and maternity forms to pension scheme administrators respond effectively to queries regarding pay and pension record and monitor all types of absence and report to HR ensuring employees are paid correctly analyse incoming overtime and casual payments and ensure they are paid correctly analyse incoming employee pay claims and ensure appropriate supporting evidence is correct and up to date before payments are made assist in the preparation and processing of payments of all incremental and other pay increases as and when they arise be familiar with personal taxation and HMRC guidance on NI, PAYE, etc, and familiar with RTI process Specific duties include to: review new employee process/set up, eg bank details and all other relevant personal information, pay elements, salary, tax codes, national insurance and pension ensuring employees are paid correctly check contract and grade information provided through Payroll Authorisation Form (PAF) against ResourceLink ensure all relevant contracts are in place, before making claimed payments and contacting appropriate department if necessary review/set-up/cancel employee debits such as court orders, childcare vouchers, unison, cycle to work loans etc check accuracy of calculations of unpaid leave, sickness, adoption and maternity pay check and pay all time sheets, such as overtime etc assist with the RTI process along with the associated P45/P6/P9/NI/Student Loans documentation contribute and assist in the processing of the monthly payroll, ensuring tight deadlines are adhered to NB This job description will be the subject of regular reviews with the Line Manager, and may change following consultation West Cheshire College is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects staff and volunteers to share this commitment. Employment to this post is therefore subject to a Disclosure & Barring Service Check. A place to learn, a place to grow, a place to experience, a place to succeed

8 Person Specification: Payroll & Systems Co-ordinator (S642) Attributes Essential Desirable Qualifications To possess an industry relevant qualification Level 2 Literacy and Numeracy IT Qualification At least a level 3 qualification Management or supervisory qualification Skills and Experience Experience of working within a Payroll or Finance environment Knowledge and understanding of computerised Payroll and/or HR Systems Experience of using Resourcelink Up to date knowledge of the Pension Schemes legislation Approach and Aptitude Ability to communicate clearly and concisely both in verbal and written form and to be able to present information accurately to groups of people Ability to carry out all work with attention to detail Ability to analyse and interpret complex information Ability to prioritise workload, meet tight deadlines and work under pressure Ability to work on own initiative, supervise others and work as part of a team as required Be able to work flexibly Possess excellent communication skills (written and oral), to include good telephone manner, use of s etc Awareness and understanding of vocational education and training High levels of interpersonal skills Deal responsibly with confidentiality and data protection issues A commitment to Equal Opportunities General Commitment to continuous professional development Commitment to safeguarding and promoting the welfare of children, young adults and vulnerable adults To undergo a Disclosure & Barring Services check

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