Junior Payroll Admin
Venesky-Brown’s client, a public sector organisation in Edinburgh, is currently looking to recruit a Payroll Officer for an initial 2 month contract with potential to extend on a rate of £17.04/hour PAYE. This role will be a hybrid of home and office working. The working hours are 35 hours per week, full-time (part-time working, 4 days per week is possible).
Responsibilities:
– Assist with: preparing, collating and validating payroll related information for input onto a computerised payroll system to strict deadlines, correcting errors as appropriate.
– Assist with operating 2 payrolls; one for staff and another for pensioners who were awarded enhanced pensions with the management of these pension payments undertaken by the Organisation
– Become a proficient user in the Organisation payroll system, iTrent and the reporting system Business Objects
– Assist with the completion of the new start process: The HR systems team start the new starter process chain within the payroll system, with a workflow to Payroll to complete the process
– Resolve any staff pay queries regarding the Contract change procedure: changes to and new salary and roles are subject to the approval of the Head of Human Resources
– Ensure all additions to pay claims are processed accurately and following-up queries as necessary including; Support Staff claim forms, Lecturers additional hours claim forms, Overtime claim forms, Assessor claim forms and Guest Lecturer claim forms
– Assist with PAYE and NI updates in the payroll system for any legislative changes as and when they arise
– Assist with changes to the organisation’s pension scheme deductions: SPPA (Scottish
– Public Pensions Agency) pension changes may be made monthly, in line with SPPA guidance. Deductions are calculated automatically, but are required to be checked.
– Assist with changes to the organisation’s pension scheme deductions, pension changes may be made annually. Payroll imports global changes into the payroll system for employer contribution rates and tiered rates for employee contributions
– Process other deductions, liaising with external agencies as necessary e.g. credit union, give as you earn, childcare vouchers, wage arrestments
– Administer Advanced Payments where necessary: salary or expense advances will be paid under exceptional circumstances with the approval of Delegated Authorities. The post holder will administer the process and ensure that the advance will be reclaimed against the next salary payment due
– Monitor employee absences to ensure the correct amount of Organisation and Statutory Sick Pay entitlement is processed
– Set up, calculate and process the appropriate payments for Maternity, Paternity and Adoption entitlements
– Process any unpaid staff leave as advised by HR
– Process staff leaver information into the system, advising the applicable pension scheme as appropriate and posting final payslip and P45 to staff leaving
– Monitor the timing of Redundancy payments requested by HR. Payments are generally paid through the payroll system, however if the required due date for payment is before a monthly pay run, then an advance payment will be made by Bacs (with the monthly pay details updated in the payroll system).
– Process and pay the weekly Trainee payments
– Ensure the accuracy and verification of the payroll input in the integrated HR/Payroll system (iTrent) and assist with the completion of monthly payroll reconciliations
– Assist each month completing an analysis of all pay elements from Gross to net pay, comparing it to the previous month
– Assist with the preparation of the monthly payroll reconciliations and investigate and correct any anomalies, liaising with colleagues as appropriate
– Generate standard reports within the system for reconciliation, monitoring and control purposes and assist with building other bespoke reports using the BusinessObjects software
– Generate BACS reports from the system to support the payroll reconciliation reports
– Assist with exporting pay information from the payroll system for import into the Organisation financial system, through a manual interface for verification of the Finance Manager. All payroll liabilities are reconciled to the balance sheet monthly and any differences thoroughly investigated and cleared
– Assist with administering the organisation’s pension schemes
– Ensure the notification of new starts and leavers to the Pension Scheme bodies
– Ensure the notification of any other staff contract changes to the Pension bodies
– Assist with the completion of monthly and yearly pension returns and payments (to the LPF and SPPA)
– Responsible for the accuracy and completeness of all monthly and year end statutory returns and payments
– Assist each month with the reconciliation of the P32 returns ensuring that each reconciles to the HMRC liability payments
– Assist each year end with the reconciliation of the P35 return ensuring that it reconciles to the HMRC liability payments
– Assist with the preparation and reconciliation of year end information regarding P60’s and P11 D’s (to staff and HMRC as applicable)
– Assist with the completion of monthly and yearly pension returns and payments (to the LPF and SPPA)
– Reconcile all third party creditors, e.g. credit union payments and arrange the payments with the Purchase ledger team and sending additional back up information if requested
Essential Skills:
– Ideally the post holder should hold a minimum of an HNC (or payroll qualification) or equivalent finance related subject or be qualified by experience
– Essential that the post holder has experience of working within a Payroll team and has a strong understanding of policies and procedures
– Experience of using a computerised payroll system
– Good IT skills, in particular using Excel to analyse and present data
– Excellent written, oral and interpersonal communication skills
– Experience of working in a team-oriented, collaborative environment
– Ability to effectively prioritise and execute required tasks
– Ability to demonstrate good analytical and problem solving skills
– Flexible and proactive approach to work and a commitment to contribute to the wider Finance team and Organisation as a whole
– The ability to maintain high standards of work while working under pressure to meet deadlines is essential
– The ability to perform all tasks with the minimum of supervision will be required together with good interpersonal skills and the ability to liaise confidently and professionally at all levels
– Commitment to continuous improvement together with an interest in personal development and be prepared to undertake relevant development activities
– Demonstrable commitment to the Organisation’s vision and values
– Commitment to Equal Opportunities, Customer Care and delivering a high quality service
Responsibilities:
– Assist with: preparing, collating and validating payroll related information for input onto a computerised payroll system to strict deadlines, correcting errors as appropriate.
– Assist with operating 2 payrolls; one for staff and another for pensioners who were awarded enhanced pensions with the management of these pension payments undertaken by the Organisation
– Become a proficient user in the Organisation payroll system, iTrent and the reporting system Business Objects
– Assist with the completion of the new start process: The HR systems team start the new starter process chain within the payroll system, with a workflow to Payroll to complete the process
– Resolve any staff pay queries regarding the Contract change procedure: changes to and new salary and roles are subject to the approval of the Head of Human Resources
– Ensure all additions to pay claims are processed accurately and following-up queries as necessary including; Support Staff claim forms, Lecturers additional hours claim forms, Overtime claim forms, Assessor claim forms and Guest Lecturer claim forms
– Assist with PAYE and NI updates in the payroll system for any legislative changes as and when they arise
– Assist with changes to the organisation’s pension scheme deductions: SPPA (Scottish
– Public Pensions Agency) pension changes may be made monthly, in line with SPPA guidance. Deductions are calculated automatically, but are required to be checked.
– Assist with changes to the organisation’s pension scheme deductions, pension changes may be made annually. Payroll imports global changes into the payroll system for employer contribution rates and tiered rates for employee contributions
– Process other deductions, liaising with external agencies as necessary e.g. credit union, give as you earn, childcare vouchers, wage arrestments
– Administer Advanced Payments where necessary: salary or expense advances will be paid under exceptional circumstances with the approval of Delegated Authorities. The post holder will administer the process and ensure that the advance will be reclaimed against the next salary payment due
– Monitor employee absences to ensure the correct amount of Organisation and Statutory Sick Pay entitlement is processed
– Set up, calculate and process the appropriate payments for Maternity, Paternity and Adoption entitlements
– Process any unpaid staff leave as advised by HR
– Process staff leaver information into the system, advising the applicable pension scheme as appropriate and posting final payslip and P45 to staff leaving
– Monitor the timing of Redundancy payments requested by HR. Payments are generally paid through the payroll system, however if the required due date for payment is before a monthly pay run, then an advance payment will be made by Bacs (with the monthly pay details updated in the payroll system).
– Process and pay the weekly Trainee payments
– Ensure the accuracy and verification of the payroll input in the integrated HR/Payroll system (iTrent) and assist with the completion of monthly payroll reconciliations
– Assist each month completing an analysis of all pay elements from Gross to net pay, comparing it to the previous month
– Assist with the preparation of the monthly payroll reconciliations and investigate and correct any anomalies, liaising with colleagues as appropriate
– Generate standard reports within the system for reconciliation, monitoring and control purposes and assist with building other bespoke reports using the BusinessObjects software
– Generate BACS reports from the system to support the payroll reconciliation reports
– Assist with exporting pay information from the payroll system for import into the Organisation financial system, through a manual interface for verification of the Finance Manager. All payroll liabilities are reconciled to the balance sheet monthly and any differences thoroughly investigated and cleared
– Assist with administering the organisation’s pension schemes
– Ensure the notification of new starts and leavers to the Pension Scheme bodies
– Ensure the notification of any other staff contract changes to the Pension bodies
– Assist with the completion of monthly and yearly pension returns and payments (to the LPF and SPPA)
– Responsible for the accuracy and completeness of all monthly and year end statutory returns and payments
– Assist each month with the reconciliation of the P32 returns ensuring that each reconciles to the HMRC liability payments
– Assist each year end with the reconciliation of the P35 return ensuring that it reconciles to the HMRC liability payments
– Assist with the preparation and reconciliation of year end information regarding P60’s and P11 D’s (to staff and HMRC as applicable)
– Assist with the completion of monthly and yearly pension returns and payments (to the LPF and SPPA)
– Reconcile all third party creditors, e.g. credit union payments and arrange the payments with the Purchase ledger team and sending additional back up information if requested
Essential Skills:
– Ideally the post holder should hold a minimum of an HNC (or payroll qualification) or equivalent finance related subject or be qualified by experience
– Essential that the post holder has experience of working within a Payroll team and has a strong understanding of policies and procedures
– Experience of using a computerised payroll system
– Good IT skills, in particular using Excel to analyse and present data
– Excellent written, oral and interpersonal communication skills
– Experience of working in a team-oriented, collaborative environment
– Ability to effectively prioritise and execute required tasks
– Ability to demonstrate good analytical and problem solving skills
– Flexible and proactive approach to work and a commitment to contribute to the wider Finance team and Organisation as a whole
– The ability to maintain high standards of work while working under pressure to meet deadlines is essential
– The ability to perform all tasks with the minimum of supervision will be required together with good interpersonal skills and the ability to liaise confidently and professionally at all levels
– Commitment to continuous improvement together with an interest in personal development and be prepared to undertake relevant development activities
– Demonstrable commitment to the Organisation’s vision and values
– Commitment to Equal Opportunities, Customer Care and delivering a high quality service
