JOB DESCRIPTION. Payroll Supervisor. Payroll Assistants

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1 JOB DESCRIPTION 1. JOB TITLE: Payroll Supervisor 2. HRMS REFERENCE NUMBER: HRMS/ ROLE CODE: PAYSUP 4. DEPARTMENT: HRM and Payroll Services 5. ORGANISATION CHART: Payroll Manager Payroll Supervisor Payroll Assistants 6. JOB PURPOSE: To assist with the efficient running of the Payroll department and to ensure that the work is appropriately reviewed, monitored and completed. To deputise in the absence of the Payroll Manager, managing the department, team and any on-going projects accordingly. To ensure that payments to staff, students and third parties are paid in a timely manner. To provide statistical data and returns as requested and prepare data in order to satisfy the requirements of both the internal and external audit process. 7. BACKGROUND INFORMATION: The University processes approximately 1,800 payroll payments each month over 120 cost centres which include both academic & support areas. Annual expenditure is some 50m for salaries & bursaries. 8. WORK PERFORMED AND/OR KEY RESULT AREAS: 8.1 Communicating Effectively The role requires exceptional communication skills, provision of information and instructions must be clear and focused. The role holder will be responsible for supervising the day to day work of the payroll team and would be required to respond to both complex and routine enquiries on a daily basis in relation to the work of the Payroll Department. The role holder is required to complete payroll/pension data such as pension enquiries which includes completion and submission of annual service, career service details of joiners, leavers, and maternity forms to the scheme administrators. The role holder will also be required to complete the monthly remittances and annual returns, as well as responding to enquiries and issuing pension forms.

2 The role holder will be required to respond to telephone, and written enquiries from employees, former employees and third parties, and issue any other relevant correspondence e.g. TP annual pension statements. 8.2 Leadership and Working Collaboratively The role holder will report to the Payroll Manager and will deputise in the Managers absence, managing the team effectively. To supervise the team and set work, monitor and evaluate accordingly whilst being an effective member of the Payroll team. Share appropriate information with the team. Be able to work effectively with external departments and third parties. 8.3 Liaison and Networking The role holder will be required to liaise with colleagues at all levels. Will be a point of contact in providing payroll/pensions information to members of staff in the wider University, internal and external auditors and external agencies. The role holder may on occasion be a member of project teams alongside the Payroll Manager such as system development or auto-enrolment. 8.4 Delivering a High Quality Standard of Service The role holder will set the standard of service delivery for the team; they will be required to provide a high level of service to colleagues at all levels and external contacts. Provide a high level of service to all internal contacts whilst ensuring compliance with policies, procedures and audit. Review new employee process/ set up e.g. bank information and all relevant personal information, pay elements, salary, correct tax code and national insurance category and pension if applicable. Check contract information for new employees such as start dates, salary, hours and working weeks (as input by HRMS) to ensure correct and match the contract letter. Making sure that contracts are in place before payments are made. Review set up/ cancellation of debits e.g. gym/student loan, childcare vouchers, Unison, pension, court orders, bike loans. Checks for accurate calculations e.g. unpaid leave, holiday pay, sick, adoption and maternity pay. Checks for overtime payments for all staff as appropriate. Checks for payment e.g. Visiting Lecturer claims monthly basis and import routine. Routine liaison with HRMS in relation to Visiting Lecturer claims and contracts received. Processing for payment all timesheets for temporary staff and setting up the appropriate pay elements, such as tax, national insurance, pension and any other relevant deductions. Review payments for Graduate Interns and ensure contracts are in place in each case.

3 8.5 Effective Decision Making The role holder should be able to plan the workload, prepare for change, anticipate any problems, assess risk and communicate accordingly. When responding to enquiries the role holder will take independent decisions in how best to respond and how to address the relevant issue. To direct and refer queries onto the appropriate channels. To make collaborative decisions with colleagues within the team about any operational changes affecting processes across the department and consider any impact on the wider University. Share information and advice which enables other members of staff to make decisions. Have the ability to deal confidently with a broad range of information. 8.6 Planning and Organising Self and Others A primary function of the role will be to plan and organise the workload. To take responsibility for planning and prioritising own work, and that of the team. Manage requirements of the role as determined by the Payroll Manager. Manage deadlines and ensure all work is processed in a timely manner whilst maintaining high levels of accuracy and efficiency. 8.7 Innovation and Improvement (Effective Problem Solving) Be pro-active, anticipate change and plan accordingly. To resolve standard problems that arise, with reference to the Payroll team and the wider University. The role holder will understand how planning and any errors impact on others. Frequent requirement to use initiative and creativity to solve problems by a process of reasoning and assessment. 8.8 Analysis and Research Gathering and input of data e.g. financial processing, maintaining databases. Check exceptions reports for any missing data: ensure accurate changes to employee records for the purposes of pay e.g. tax codes, pay elements, personal data / bank details. Check where notification has been received of a change in hours, working weeks or salary, i.e. that system data is correct (as input by HRMS) and is in accordance with the documentation. Review imports of monthly staff expenses via the import routine. Print, produce e-payslips and issue any paper pay advice slips each month. Review and process leavers including adjusting the final pay where appropriate. Check issue and e-file P45 s/rti/fps routines. Produce e.p60s and issue any paper P60 s at tax year end. E-file joiners, leavers/p14/p35/p60 import P6/P9/NINO/student loan. E-file monthly remittances and annual returns. Review annual criteria: student data: set up and process of bursary payments e.g. trainee Teachers and Nurses. Review log of Guest Lecturer and External Examiner claims and teaching related invoices before payment by Finance for auto-enrolment and tax purposes.

4 8.9 Sensory and Physical Demands Maintain high levels of concentration. Inputting detailed data for long periods of time. Requirement to carry out tasks with a high level of accuracy which command either a particular method or routine Work Environment Office environment with occasional visits to off-campus establishments and no responsibility for the health and safety of others beyond due care Pastoral Care and Welfare Expected to show support to the team and basic sensitivity to the team, colleagues and customers Team Development Keep the team informed in a clear and concise manner. Provide guidance and training on administrative processes as necessary to team. To be supportive and encouraging of other members of staff. To give guidance and feedback on the basis of their own knowledge or experience. Update HR/Payroll system training notes Teaching and Learning Support This is not a requirement of the role Knowledge and Experience The role holder will have significant payroll/pensions experience and have sufficient expert knowledge to work on day to day issues without direct or continuous reference to others General To undertake any other duties commensurate with your grade, and/or hours of work, as may reasonably be required of you. To take responsibility for upholding and complying with the University s Equality and Diversity policies and for behaving in ways that are consistent with fair and equal treatment for all. To comply with the University s Health & Safety Procedures.

5 PERSON SPECIFICATION Job Title: Payroll Supervisor Department: HRM and Payroll Services Criteria / Method of identification Qualifications: A recognised payroll qualification (CIPP or similar). 5 GCSEs grade A-C or equivalent qualification, including Maths and English or equivalent qualifications. A degree and/or professional qualification in an appropriate subject. A levels (or equivalent qualifications). Proven Experience: Significant experience of working in a Payroll/Pensions environment. Experience of supervising the work of a team. Experience of working in a Higher Education environment. Experience of working on payroll databases/use of external interface.s Delivering academic and service excellence: Excellent communication skills both verbal and written. Attention to detail. Good working knowledge of windows-based spread sheets (e.g. Excel) word processing (e.g. Word) and database packages. Knowledge of relevant payroll and pensions legislation. A thorough understanding of PAYE, NIC, SSP, SMP, SPP & SAP, RTI and auto enrolment. Managing self and inspiring others: Have a flexible attitude Ability to work under pressure and meet tight deadlines. Application form/certs Application form/ certs Application form/ certs Application form/ certs Application form / Application form / Application form/ / Test / Test / Test Application form/ Use initiative, work without supervision, and be able to take control of a situation. Working together: The ability to work effectively with others as a competent team member. Ability to work independently and as part of a team. Ability to lead a team. Organisational and stakeholder awareness: The ability to prioritise and use resources effectively. Ability to solve standard problems in accordance with procedures. / Test Requirements are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at the shortlisting stage. Requirements are those that would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements. Method of identification is where the selection panel will match the candidate s skills and abilities to the required criteria outlined (i.e. application form, interview, test)

6 UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT HRM AND PAYROLL SERVICES PAYROLL SUPERVISOR SALARY SCALE University Scale OS7, points 23-26, 24,766-27,047 per annum payable monthly. RESIDENCE REQUIREMENT It is a requirement of this post that within 12 months of appointment, the post-holder should live within a 30 mile radius or within a one hour travelling time by public transport from the University. HOURS OF WORK Monday to Thursday 9.00am pm Friday 9.00am pm (less one hour lunch break each day) A flexible approach to work will be required as there may be occasions when it would be necessary for you to work additional hours as dictated by the workload. HOLIDAY ENTITLEMENT 22 days per annum (pro-rata during the commencement and cessation years), rising to 27 days after five years' continuous service. Two extra statutory days per annum during the Christmas period. MEDICAL EXAMINATION Successful candidates will be required to complete an Occupational Health questionnaire, and may be required to undergo a medical examination. ESSENTIAL CERTIFICATES Short-listed candidates will be asked to bring to interview, proof of qualifications as outlined on the Job Description and Person Specification provided. Upon appointment, copies of essential certificates will be required by HRM Services. PENSION SCHEME The University is an admitted body to the Cheshire local government pension scheme. All support staff are eligible for membership of the scheme, and upon appointment, will be asked to indicate whether or not they wish to join the scheme. EQUAL OPPORTUNITIES The University has a policy of equal opportunity aimed at treating all applicants for employment fairly. SMOKING POLICY The University operates a No-Smoking policy. PROBATIONARY PERIOD A nine months' probationary period applies to all University posts. CLOSING DATE Completed application forms should be returned to HRM Services, University of Chester, Parkgate Road, Chester, CH1 4BJ, no later than Friday 21 st June 2013 at 12 noon quoting reference number HRMS/12231.