Job Description Payroll Service Specialist Band 7

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1 Job Description Payroll Service Specialist Band 7 Post: Payroll Shared Service Specialist Band: 7 Location: College Street, Belfast Reports to: Head of Payroll Service Responsible to: Assistant Director of HR and Finance Shared Services Job Summary The Payroll Shared Services Centre will provide a range of payroll, pension, travel and time sheet processing functions across the Health and Social Care organisations on behalf of the Business Services Organisation (BSO). The Payroll Shared Service Specialist will be responsible through the Head of Payments Service for the delivery of payroll operations in accordance with Service Level Agreements (SLA s). He/she will be responsible for leading and managing Payroll and service teams for the provision of a professional, efficient and high quality service within defined transaction processing timescales and targets. Service Delivery Manage the day-to-day operations of the Payroll service teams within the Payroll Shared Service Centre for the delivery of centralised financial transactions processing services across the HSC. Organise and prioritise workloads for the teams in order to meet processing deadlines. To support the development and implementation of the Payroll Service. Lead and manage the delivery of Payroll Services to the HSC measuring performance through agreed Key Performance Indicators (KPI), maximising efficiency and overall effectiveness of services. Oversee all activity undertaken by the Payroll, Service or Support teams, ensuring that services are provided in accordance with Service Level Agreement standards. Act as a point of contact within service centre for Account Managers within the Business Services Team, ensuring appropriate delegation of issues to Accounts Payable team leaders and Liason Officers. Escalate issues and communications to senior managers of other forums as required. To supervise the training and development of Payroll Shared Service teams. Mitigate financial risk by maintaining fit for purpose control environments. Lead Payroll, Service or Support teams in the analysis, investigation and resolution of service requests, queries and discrepancies. Lead and/or contribute to Payroll and HRprojects in conjunction with required Team Leaders and Centre Manager.

2 Contribute to recruitment and selection of staff as necessary. Also responsible for the development and implementation of strategies, policies, initiatives and reporting, to sustain the continuous improvement of the Payroll Centre. Take responsibility for resolving any queries to support the delivery of Payroll services across HSC, as appropriate, if referred to him/her by Team Leaders within the Payroll Service Centre. Ensure the development of, and lead on, innovative and effective systems and procedures to ensure that the Service Centre is entirely customer-orientated, providing a centre of excellence for customers. Lead and contribute to regional and local Payroll and HR projects to improve performance on Payroll Services. Also responsible for the development of strategies, policies and initiatives to sustain the continuous improvement of the Payroll Service Centre and linking to overall Strategic Plans. Prepare returns and reports as required by legislation and policy, for example Freedom of Information, Assembly Questions and year end reporting, working with Central Business Service Team as necessary. Quality Monitor SLA compliance, reporting and discrepancies to the Head of Payroll Service as necessary. Develop and maintain a list of known service issues, ensuring appropriate actions are in place to support issues resolution. Support the development of processes for incident and problem management as well as issues escalation within overall BSO arrangements. Contribute to the strategic development and directions of BSO and specifically the Payroll Service Centre. Develop and maintain an appropriate level of knowledge relevant to the Payroll process, with a sound knowledge of the structures and functions of the Trusts and organisations for which services are provided. Execute and monitor all internal controls, ensuring effective/efficient activities that support organisational objectives while adhering to applicable laws, regulations, policies and procedures. Ensure that all data and information management standards which are the responsibility of the Payroll Shared Service Team are in line with statutory requirements, and comply with good practice and HSC requirements. Act as a lead in all audits, both Internal and External, ensuring that direct reports are aware of outcome of audit and any required changes to process/procedure. Ensure that finance systems are maintained to meet HSC requirements. Drive a culture of process improvement, a tight focus on data integrity and an excellent service to our customers. Provide system support with expert knowledge about Finance and/or HR processes and systems. Ensure optimum staff performance and create development plans for areas of improvement, and provide recognition for exceptional performance. Contribute to BSO s overall corporate and integrated governance processes to ensure compliance with public sector values and codes of conduct, operations and accountability. Lead and develop the Service Centre s overall corporate and integrated governance processes to ensure its compliance with public sector values and codes of conduct, operations and accountability. Lead the regular review of Accounts Payable service delivery practices and policies in order to determine required changes and take corrective action where appropriate.

3 Lead and manage the prompt payment of HSC invoices through the use of KPIs. Financial and Resource Management Anticipate the financial implications associated with the operational performance of the centre ensuring that business risks are identified, documented, controlled and mitigated. Be accountable for the accuracy and integrity of financial records, ensuring adherence to HSC and HMRC policies. Ensure all payroll processes are accurate, timely, and meet data integrity requirements and audits. Support the Head of Payroll Service in budgetary monitoring and variance reporting for the Payroll Service Centre. Authorised signatory for requisitioning and invoicing of goods and services within Payroll Centre. Collaborative working Develop and maintain excellent working relationships with a wide and diverse range of staff and stakeholders including HSC customers, Centre Managers, Team Leaders, and Centre Support Officers. Manage difficult situations, while providing direction to team members in a complex operating environment. Lead and/or contribute to continuous improvement projects in conjunction with required Team Leaders, Specialists and Head of Payroll Service. Take responsibility for resolving any queries as appropriate if referred to him/her by Centre Manager and operatives. Deputise for the Head of Payroll Service, allocating issues as appropriate to Team Leaders. Communication and Information Management Liaise closely with Account Managers within the Business Services Team as well as Heads of other Shared Services functions regarding planned systems and service developments. Report to SSC and customer management on current change projects. Play an active lead role in implementing and managing the new Service Centre Strategy. Develop and deliver a range of communication interventions, including regular reports for senior management and other Centre Managers/Team Leaders. Lead Payroll Shared Service Centre meetings, ensuring the appropriate dissemination of information across all service areas. Develop and maintain appropriate communication with BSO customers and HSC Trusts to ensure their payroll needs are being met in accordance with SLA requirements. Participate in local and regional groups as necessary, providing specialist knowledge around Payroll, Travel, Terms and Conditions and Shared Service Centre. People Management and Development To contribute as an effective member of the Payroll Service Centre team. Develop an on-boarding programme for new employees of the Payroll Shared Service Centre.

4 To take responsibility for his/her own performance and take action to address identified personal development areas. To lead by example to ensure that the Payroll Service Centre demonstrates commitment through its culture and actions, for all aspects of diversity in the population it serves and the staff who provide the services. To manage the performance of staff under his/her control to ensure achievement of SLA targets. To promote the corporate values and culture of the organisation through the development and implementation of relevant policies and procedures, and appropriate personal behaviour. Contribute to the BSO Shared Service Centre s overall corporate and integrated governance processes to ensure its compliance with public sector values and codes of conduct, operations and accountability. Maintain relationships with key stakeholders who will support the business change, and a network of contacts/change agents across all HSC organisations Lead and manage team members through development of objectives and targets for performance and career development. Participate personally in the organisations Performance Review Scheme and review individually on a regular basis the performance of direct reports, in particular Team Leads within the Service Centre. Provide guidance on personal development requirements and advise on and initiate, where appropriate, further training. Take responsibility for a diverse team of staff and maintain good staff relationships and morale amongst the staff reporting to him/her. Monitor and review staffing levels to ensure adequate provision of service. Delegate appropriate responsibility and authority to the level of staff within his/her control consistent with effective decision making whilst retaining responsibility and accountability for results. Participate as required in the selection and appointment of staff reporting to him/her in accordance with procedures laid down by the BSO. Take such action as may be necessary in disciplinary matters in accordance with procedures laid down by the BSO. Promote the BSO s policy on equality of opportunity through his/her own actions and ensure that policy is adhered to by staff for which he/she has responsibility. General responsibilities Employees of the BSO are required to promote and support the mission and values of the service for which they are responsible and: at all times provide a caring service, to treat those to whom they come into contact in a courteous and respectful manner; Demonstrate their commitment by their regular attendance and efficient completion of all tasks allocated to them ; Comply with the BSO s Smoke Free policy; Carry out their duties and responsibilities in compliance with health and safety policy and statutory regulations; Adhere to equal opportunities and good relations policies throughout the course of their employment;

5 Ensure the ongoing confidence of the public and service provision; and Comply with the HSCNI code of conduct. Records Management The Accounts Payable Specialist is responsible for all records held, created or used as part of their business including corporate and administrative records whether paper based or electronic, including e mails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information Act 2000, the environment Information Regulations 2004 and the Data Protection Act Employees are required to be conversant with the organisation s policy and procedures on records management and to seek advice if in doubt. This job description is not meant to be definitive and may be amended to meet the changing needs of the Business Services Organisation.

6 Job Title: Payroll Services Centre Specialist Band: 7 Personnel Specification Applicants must clearly demonstrate in the application form evidence of the qualifications and experience noted below. Only information contained in the application form will be considered at the shortlisting stage/ Essential Criteria -Qualifications/Education and Experience Candidates must have: A relevant university degree or professional qualification AND Have worked at least 3 years in a payroll experience, two of which should be supervisory* level OR Five years payroll experience, two of which should be supervisory* level. * Supervisory is defined as Performance Management including managing delivery against operational SLAs and KPIs, People Management including operational line management responsibilities for team/s of ideally 5+ staff, People Development including training and developing staff, Continuous Improvement, Process Management, Relationship Management Knowledge of Health and Personal Social Services/HSC Terms and Conditions of Service Experience of managing/leading a large team to deliver results within a target driven environment, planning workloads, defining objectives, achieving deadlines and implementing action plans etc. Experience of IT systems particularly using Payroll systems to create management information Have worked with a diverse range of customers, both internal and external to the organisation, to achieve successful outcomes. Experience of the development/design of Payroll processes and procedures Demonstrable track record of strong negotiation, communication and influencing skills in order to meet the needs of the post. Demonstrate evidence of personal responsibility for achieving significant measurable improvements, at an organisational level, across a range of management activities. As this post may require journeys to various locations of BSO Shared Services throughout N.Ireland, candidates must be in possession of a full current driving licence

7 (valid in the UK) and have access to a car at the closing date or have *access to a form of transport, which allows the applicant to undertake the duties of the post in full (* This refers to any applicant who has declared that they have a disability which debars them from driving) Shortlisting A shortlist for candidates for interview will be prepared on the basis of the information contained in the application form. It is, therefore, essential that all applicants demonstrate through their application, how and to what extent their experience and qualities are relevant to this post and the extent to which they satisfy each criterion specified. Candidates who are short-listed for interview will need to demonstrate at interview that they have the required knowledge, skills and competencies to be effective in this new role. The competencies required are details in the NHS Leadership Framework available at with particular attention given to the following: Demonstrating Personal Qualities Working with Others Managing Services Improving Services Applicants please note: Whilst elements of the essential criteria of the Personnel Specification will form the basis for short listing, these may become more stringent by tightening of the current criteria. The appointment is subject to proof of the attainment of any qualifications deemed essential to the post and used as a basis for short listing. Failure to provide evidence of the required qualifications prior to taking up the post may result in the offer of employment being withdrawn. Terms and Conditions Salary will be Band 7 In addition to 10 public holidays, the annual leave allowance will be as follows:- On appointment 27 days After 5 years service 29 days After 10 years service 33 days This post will be based at the existing employer location. However the post holder may be required to travel throughout Northern Ireland, the United Kingdom, the Republic of Ireland or elsewhere. The successful candidate should therefore have access to a form of transport that will permit them to meet the requirements of the post in full and be prepared to travel as required. This appointment is subject to proof of the attainment of any qualifications deemed essential to the post and used as a basis for shortlisting. Failure to provide evidence of the required

8 qualifications prior to taking up the post will result in the offer of employment being withdrawn. All appointments are subject to assessment by the Occupational Health Service. Please note that the BSO operates a No Smoking Policy and all employees MUST comply with this. We are Equal Opportunities Employer Date: June 2013 Review Date: June 2013

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