Job Details
LONDON BOROUGH OF HACKNEY
Job Description
POST TITLE: Payroll Manager
DIRECTORATE: Chief Executive
SERVICE: HR & Traded Services: Payroll and HR Systems
GRADE: PO7
LOCATION: Hackney Service Centre
RESPONSIBLE TO: Strategic Lead: Payroll and HR Systems
RESPONSIBLE FOR: Direct line management: Two Payroll Team Leaders
Oversight: Payroll team of 10
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Hackney is one of the UK’s most diverse and highest-performing local authorities, serving one of London’s best places to live and work.
Our staff are what makes Hackney Council great and we thrive on challenge and change. In Hackney, we are: Open; Inclusive; Ambitious; Pioneering; Proactive, and Proud of Hackney, of each other, of what we do, and of the Council.
Our Team of HR Specialists is focused on supporting Hackney’s mission to make Hackney a place for everyone, where all our residents, whatever their background, have a chance to lead healthy and successful lives; a place where everyone can be proud, with excellent services, thriving businesses, and outstanding public spaces; a place where everyone feels valued and can make their voice heard.
PURPOSE OF THE JOB:
● Responsible for the leadership and performance management of the Payroll Team.
● Responsible for the efficient and effective delivery of Payroll Support Services to the Council.
● Responsible for the maintenance of the employee data relating to pay and post changes.
● To be the Council’s lead adviser on all matters relating to payroll and related functions including up-to-date expert knowledge in legislation relating to all payroll matters.
● Responsible for processing the monthly BACS transactions on time in conjunction with treasury colleagues in Finance.
● Responsible for ensuring all the monthly 3rd party payments are paid in a timely manner.
MAIN AREAS OF RESPONSIBILITY:
Duties and Responsibilities:
● You will be required to work collaboratively across the whole HR function to deliver HR-wide strategic projects.
● To effectively lead and manage the Payroll Team to deliver high-quality, efficient and effective service.
● To develop staff within the team to achieve high performance and service standards and ensure they provide a customer-focused service to every customer whether internal or external and ensure that issues are resolved on the first occasion wherever possible.
● Through innovation and challenge, contribute to the Council’s development of the Payroll Service.
● To work closely with the HR and OD colleagues to improve the delivery of payroll services as necessary.
● To develop and promote effective and credible working relationships with senior managers and service users across all services in the Council and in particular Treasury and Pensions Services.
● To undertake and contribute to corporate projects requiring expert knowledge of payroll and salary processes.
● To carry out all duties with regard to the provisions of Health and Safety legislation, Data Protection legislation, and the Council’s Equal Opportunities and Customer Care Policies.
● To undertake any other duties commensurate with the level and responsibilities of the post, as directed by the Strategic Lead: Payroll and Systems.
Operational Delivery and Customer Support:
● Ensure all Input payroll data into the Payroll and HR System is processed in accordance with statutory and contractual obligations and the pre-defined deadlines. Including all staffing changes including starters, secondments, acting up, leavers and other amendments to salaries and employee data in compliance with Council policies and payroll requirements.
● To plan the best way to implement legislative, procedural, and system changes and to ensure that standard procedures are developed and maintained to reflect these changes.
● Responsible for ensuring that the monthly and year-end processes (P60s and P11ds) are completed in a timely manner.
● To maintain up-to-date and expert knowledge in legislation relating to payroll matters, including lawful deductions.
● Work with ICT in the development and testing of new functions in the payroll system, in relation to payroll functions and the impact of ICT projects on the running of payroll.
● Design, review, and modify payroll processes to accommodate changes in systems and legislation
● Provide accurate salary data on a monthly and annual basis as required by the Office of National Statistics.
● Any other duties as and when, they may be reasonably required in relation to the grade of the post.
Community & Engagement:
● Consult with HR on timeframes in relation to processing changes in the payroll system, and arrange advice and guidance for the administration of TUPE transfers in relation to payroll.
● Maintain and update intranet pages as required, liaising with the relevant team to ensure payroll information provided to employees relating to forms procedures and deadlines is current and correct.
Monitoring Data and Business Performance:
● Check and reconcile the monthly gross to net payroll reports.
● Ensure that the exception reports are checked and necessary remedial action is put in place as necessary to ensure employees are paid accurately.
● Ensure that the necessary quality checks are in place for sickness data for up-loading onto the payroll system.
● Prepare information to provide necessary information to external agencies in relation to mortgage references, Child Support Agencies, etc as required.
● To regularly audit payroll changes to employee records to ensure that adjustments to records are properly carried out by the Payroll Team.
Resource Management:
● To manage and ensure that the operational rota is in place to ensure the Payroll Service is fully operational between the hours of 9am to 5pm Monday to Friday.
● To plan, the Payroll team’s work for the year. This will involve anticipating the impact of legislation and how to implement the changes, planning the testing for systems upgrades and identifying the impact on work practices, planning for retrospective pay awards, and ensuring statutory and other deadlines are complied with.
● Lead, mentor and nurture members of the Payroll team, to provide excellent levels of customer service, best practice advice and creative solutions across the piece.
● Empower each post holder to grow in confidence, and encourage cross working, to cover absences & provide support during peaks in workload.
● Ensure that all individuals are supported in their professional development and are fully aware and equipped to optimally deliver service expectations in line with team goals, policy and corporate strategy.
● Facilitate change and innovation, building a team culture that encourages innovative, smart, and collaborative working, ensuring that all individuals are supported in their professional development, and are fully aware of and equipped to optimally deliver service expectations.
● Ensure all necessary training is provided for all new payroll staff and ensure that current staff are aware of legislative updates.
● Deputise for the Strategic Lead: Payroll and Systems as required.
Corporate Accountabilities:
● All employees of the Council should undertake and conduct their work with due regard to the corporate values and responsibilities. These include responsibilities for outcomes regarding Equality, Diversity and Inclusion; Conduct & Behaviour; Health & Safety; Data Protection; Safeguarding; and Customer Care.
OTHER DUTIES AND RESPONSIBILITIES:
Flexibility:
● The key responsibilities and duties of the role are neither exclusive nor exhaustive. All workers are expected to operate flexibly to support the delivery of services and from time to time will be required to undertake responsibilities outside the normal remit of role description as required, which are broadly commensurate with the job level and scope of competence.
Working Pattern and Travel:
● The postholder will be expected to work in an agile way and through a combination of hybrid working at our different offices and from home.
Requirement
Candidates/post holders will be expected to demonstrate the following:-
Education
Member of Institute of Payroll Professionals (IPP) or significant demonstrable experience.
Experience
Experience of providing advice and support to managers and employees on all payroll matters.
Experience of resolving customer queries, problems and complaints taking the initiative to progress solutions.
Experience in managing and developing individual team members and supporting their productivity.
Track record of strong and effective leadership, with proven ability to provide vision and direction to individuals and teams so as to gain ownership and commitment.
Experience of planning and organising workloads in line with service objectives and customer needs.
Experience in managing payroll and pensions functions in a large and complex environment (preferably in a shared services setting), ideally with expert working knowledge of i-Trent.
Experience of setting targets, monitoring and evaluation of service performance and delivery to achieve continuous improvement.
Experience working with stakeholders across all levels of an organisation, using knowledge and feedback to improve services.
Experience of building effective working relationships with managers, colleagues and external service providers.
Experience in effective financial management, an understanding of budgets, and making the best use of financial resources to achieve income and savings targets, as required.
Knowledge
iTrent payroll system expertise and experience with other HR information systems (HRIS)
Knowledge of pension administration systems
Up-to-date knowledge of payroll processes and principles.
In-depth and up-to-date knowledge of PAYE regulations, local government terms and conditions of service, and employer responsibilities in the operation of local government and teachers’ pension schemes.
Thorough knowledge of legislative and Council policy requirements and guidance in respect of Payroll, Pensions and HR Systems, with the ability to apply this in day-to-day scenarios.
Understanding of the considerations of working within a large and complex Public Sector/Organisation and working with elected members on a range of strategic and operational issues.
High level of analytical skills and ability to interpret complex data and produce reports for management, audit and other governing bodies, using relevant information to help shape services and inform decision-making.
Skills and Abilities
Advanced Excel skills
Proficiency in data analysis and reporting tools
Ability to create a clear and understandable vision and inspire staff to work towards it.
Ability to inspire and motivate team members to develop and provide high-quality services.
Ability to analyse information and facilitate managers with their decisions on non-routine matters.
Able to support, influence and engage and work collaboratively with managers, elected members, trade unions, employee groups and external stakeholders and partners.
Ability to motivate and empower managers and staff so as to build effective working teams and relationships, trust, good moral and teamwork.
Role model good management practices in line with the corporate values, policies and procedures.
Attention to detail to ensure accuracy of documents issued and data recorded.
Ability to establish credibility and confidence in the Council payroll support services.
Ability to provide clear expectations to team members on performance standards, continuous improvement and aligning delivery to corporate and service level plans.
Able to work flexibly and adapt quickly to changing circumstances.
Ability to work on sensitive matters and to exercise tact and discretion when dealing with matters of a confidential or sensitive nature.
