Job Profile

Job title Payroll Co-ordinator

Band: 1

Contract type: STC for up to 6 months

Responsible to Pay and Benefits Manager

Responsible for N/A

Job purpose To provide technical and administrative support to the HR department and payroll teams.

Key accountabilities

1 Provide administrative support to the Pay and Benefits Manager on the day-to-day payroll activities, answer basic staff queries, assist with year end processes, P11d, P60 production & distribution etc, ensuring that all staff and temporary employees are paid in accordance with information provided by HR, Institute procedures and statutory legislation

2 Provide admin support and first line support to staff for payroll queries and the various CIPD pension & benefit schemes. Co-ordinate staff workshops & other financial awareness initiatives.

5 Undertake routine monthly and ad-hoc reporting as necessary on payroll information for the HR and Finance departments.

4 Collaborate with HR team members to ensure that all payroll files (paper and electronic), including employee files, are set up, maintained and, where necessary, closed/archived in a way which facilitates access to the relevant information.

5 Work with HR team members as required to ensure regular maintenance of the HR pages on the CIPD website and intranet, coordinating information from the HR team and ensuring that all information is accurate and up-to-date and conforms to house style guidelines. Provide training and advice as necessary to staff on posting of information & general navigation

6 Undertake ad hoc projects and activities as directed by the Pay & Benefits Manager, HR Director and / or HR Business Partners.

July 2013

Nature and scope

This is a broad ranging role requiring a mix of skills and experience that you will need to deliver to a high standard. The job holder will be the first line of support for staff queries on a range of payroll matters. You will demonstrate migh levels of customer service and initiative.

The majority of your time will be spent supporting the Pay and Benefits Manager in various aspects of payroll and benefits provision. The management of the payroll function rests with the HR department, although close liaison with the Finance department is essential to ensure compliance in all financial and tax aspects and our CFO signs off the payroll. The payroll function requires a high degree of accuracy and data processing skills, along with the ability to juggle priorities and work under pressure.

The job holder is likely to be involved in a number of projects and will be able to apply their technical expertise and initiative in order to identify and resolve problems. You will have excellent time management skills and be able to prioritise your workload to meet deadlines in order to meet project plans. You will be organised in your work, have good attention to detail and be flexible about managing work demands.

Due to the monthly payroll schedule, the job holder will need to organise their holidays around payroll processing.

Contacts

Internal All staff and managers

External Payroll & Benefits service providers

Committees/Members n/a

Dimensions, ie job facts and figures

Financial n/a

Staff n/a

Other n/a

Knowledge, qualifications and experience

A good level of education is required, preferably with English and Maths qualifications. Significant administrative experience is essential, preferably in an HR department.

An understanding of payroll legislation and documentation will be a key requirement, including PAYE, SSP, SMP, treatment and calculation of benefits and expenses, understanding of pension schemes, salary sacrifice arrangements, self certification and other payroll matters.

July 2013

It is essential that the job holder has experience of using and maintaining a computerised HR and payroll system (ideally Snowdrop) and working with external payroll providers. The job holder will have excellent spreadsheet skills and good word processing skills. Experience of working with databases and intranets is desirable.

Strong communication and customer service skills are essential along with excellent organisational abilities, the ability to work to tight deadlines and strong attention to detail. Excellent team working skills are required with a ‘can do’ attitude and the job holder must also be able to work on their own initiative.

You must have excellent interpersonal, customer service and time management skills, together with diplomacy, tact and confidentiality. You must be confident in dealing with people at all levels and from all backgrounds and be able to listen and communicate confidently and clearly, both orally and in writing.

Good interpersonal and communication skills, both verbal and written, are required, along with the tact and diplomacy to deal with sensitive issues and the confidence to deal with people at all levels. The job holder must also be able to deal with external suppliers such as payroll bureau agencies effectively and with confidence.

You should also be willing to continually update your skills and knowledge across a range of subjects.

The job holder is required to demonstrate appropriate levels of competence and behaviours against CIPD’s values and core competencies. 

Our values are: Purposeful, Agile, Collaborative and Expert.

Our core competencies are: business awareness and professional excellence; leading myself and others; customer centric; problem solving and decision taking; building and maintaining strong relationships; continuous improvement and innovation; and driven to deliver.

Full details of our values and competencies will be provided at induction.

Signatures

Job holder Date

Manager Date

Last updated Date

July 2013