Colac Area Health
Approved By: Human Resources Manager Date of Issue: April 2008 Number: PD ### Page 1 of 7
Position Title: Payroll Coordinator Division: Human Resources
Reports To: Human Resources Manager Direct Reports: 2 Payroll Officers (1.5 EFT) Primary Objective:
The Payroll Coordinator is part of the Human Resources team providing payroll, salary packaging and human resources services to employees and managers at Colac Area Health. Primarily, this position is responsible for coordinating the payroll and salary packaging program to ensure all staff receive their entitlements accurately and on time by making sure the correct policies, procedures and systems are in place. The incumbent is required to provide support and guidance to the Payroll Officers as well as:
• Deliver superior customer service to managers and employees.
• Provide advice on payroll and salary packaging issues, including employee pay rates and classifications, awards and certified agreements, legislative requirements and Colac Area Health’s policies and procedures. Recommend and implement changes to ensure the organisation remains up-to-date. • Ensure an audit process is completed for Payroll, Salary Packaging and HR processing.
• Deliver payroll reports to departmental managers. • Complete HR generalist tasks and projects as required.
Position Dimension & Decision Making Authority: Key Communication Contacts: Without referral to manager –
• Coordinate all payroll and salary packaging functions • Manage payroll complaints/grievances
• Organise payroll and salary packaging checking and audit processes
• First level advice to employees and managers on payroll, salary packaging and HR processes
After Consultation with manager or others –
• Determine outcomes from audits
• Introduction or variation of new policies, procedures and processes
• Introduction or variations to terms and condition of employment resulting from legislative changes
• Major corrections and/or amendments to pays or systems
Referred to managers or others –
• Items outside of delegation
• Escalated payroll related grievances or disputes
Contact/Organisation Purpose/Frequency of Contact
Payroll Officers & the Human Resources Team
Daily, regarding ongoing issues relating to payment of staff and generalist HR items. Interpretation of conditions in accordance with industrial agreements, awards and Colac Area Health policies and procedures.
Employees and Managers
Daily, answering payroll and salary packaging queries and issues. Respond to managers reporting needs and offer generalist advice when applicable.
Finance Weekly, to ensure accurate dispersal and reconciliation of wages. General ledger interface, Leave provisions. Superannuation Funds Weekly, to ensure the administration and reconciliation of
superannuation for all Colac Area Health employees. Payroll Deduction
Organisations
Colac Area Health
Approved By: Human Resources Manager Date of Issue: April 2008 Number: PD ### Page 2 of 7
Key Accountabilities
Key Result Area Major Activities Performance Measures:
1. Payroll Management • To administer the day-to-day operations of the payroll to ensure efficient and effective payroll processing that ensures compliance with industrial agreements, awards and legislative requirements. • Administer and reconcile all EFT, superannuation, payroll and
salary packaging deductions.
• Provide Finance with reports and reconciliations as required. • Ensure the development and implementation of payroll controls
and procedures within the payroll system to ensure continuous improvement occurs.
• Verification and authorisation of all procedures to ensure compliance.
• Plan payroll activities to meet fortnightly, monthly and periodic workloads and deadlines.
• Assist in the development and implementation of appropriate measures to ensure that all non-compliances are rectified within acceptable timeframes and relevant parties notified.
• Fortnightly payroll is completed accurately within the required timeframes.
• Effective payroll controls developed, documented and implemented.
• Compliance with all statutory and policy requirements.
• Finance are provided with accurate data within timeframes.
• Integrity and accuracy of payroll database and records.
• Records of internal audits of fortnightly payroll processing are kept, maintained and up-to-date.
2. Leadership • Lead and manage the Payroll Officers to ensure individual and team goals are achieved and services are provided in an effective and timely manner.
• Develop the Payroll Officers’s skill set to ensure succession planning and adequate coverage can be provided in periods of absence.
• Performance and capability of the Payroll Officers.
• Achievement of individual and team plans within stated timeframes.
• Evidence of effective teamwork and co-operation.
3. Quality Control and
Auditing •
Ensure adequate checking processes occur to minimize inaccuracies in the payroll and salary packaging runs.
• Continually improve standards of service to ensure adherence to legislative requirements.
• Maintain all files and records in an up-to-date and accurate manner to improve the efficiency of day-to-day activities.
• Conduct regular audit functions within the Human Resources team
• Minimal errors occur and corrective action is implemented within agreed timeframes. • Evidence of improvements to work processes
and/or methods to improve service delivery. • Accuracy and accessibility of records and data
which demonstrate appropriate authorisation. • Level of compliance determined through
Colac Area Health
Approved By: Human Resources Manager Date of Issue: April 2008 Number: PD ### Page 3 of 7
Key Accountabilities
Key Result Area Major Activities Performance Measures:
to ensure all remuneration payments and remittances are made in compliance with Colac Area Health policies and procedures and industrial agreements. Take action to rectify any non-compliance within the appropriate deadlines.
internal and external audits. Improvements implemented successfully.
4. Policy development and
Implementation •
In conjunction with the Human Resources Manager, review, develop, update and implement policies and procedures for payroll and salary packaging to:
– ensure compliance with relevant legislation and Colac Area Health corporate strategic objectives.
– obtain continuous improvement in the efficiency of the operations within the payroll area.
• Document policies, procedures and processes to form an instruction manual for the Human Resources team. Ensure it is up-dated regularly.
• Ensure policies and procedures are communicated to the organisation accordingly.
• Evidence of quality policy and procedure review, development and implementation. • Adequate level of awareness of policy and
procedures by staff and managers.
• Effectiveness and compliance of policies and procedures.
5. Customer Service • Present a warm and approachable face and voice to both external and internal customers.
• Ensure accurate and effective advice on all areas of payroll administration from individual employee issues to management information requirements (such as labour costs and reporting). • Ensure payroll changes/issues are reported to employees and
managers in a timely manner.
• Corrective action is explained to the customers and implemented in a timely manner.
• Employees and managers receive the information they require is a pleasant manner at all times.
• Payroll enquiries and corrective action are responded to accurately within acceptable time frames.
• Reduction in payroll enquiries and response time.
• Positive feedback from operational management and other key internal customers is received.
Colac Area Health
Approved By: Human Resources Manager Date of Issue: April 2008 Number: PD ### Page 4 of 7
Key Result Area Major Activities Performance Measures:
6. Reporting • Prepare and provide regular statistical information (such as labour costs, leave reporting, cost estimates, etc) for departmental managers as required.
• Compile ad hoc reports for departmental managers to ensure they have the information required to make informed decisions. • Document reporting procedures and ensure the Payroll Officers
are trained in running reports.
• Complete the reporting required by Finance at fortnight and month end.
• Managers receive accurate and comprehensive reports/data in a timely manner in order to plan and make decisions. • Ad hoc and regular reports are provided as
required.
• Reporting procedures are documented and there is evidence of training and development for the Payroll Officers.
• Finance receives accurate information in a timely manner.
7. Systems Administration • Ensure information stored in the payroll system reflects the requirements outlined in the employment contracts current legislation, including the Awards, Agreements and Colac Area Health policies and procedures.
• Develop and maintain processes, policies and procedures to ensure they are efficient and reflect best practice.
• Ensure corrective action is implemented in a timely manner and customers are informed of the changes.
• All information stored in the payroll system is accurate and up-to-date.
• All Colac Area Health processes, policies and procedures reflect best practice and a
proactive approach to payroll issues.
8. Code of Conduct • Demonstrate and abide by Colac Area Health’s Code of Conduct, including the core values Partnerships, Innovation, Leadership, Integrity, Quality and Respect
• Demonstrate and abide by the State Services Authority’s Code of Conduct, including the core values Responsiveness, Integrity, Impartiality, Accountability, Respect and Leadership.
• Core values are reflected in decision making and everyday behaviour.
9. Equal Opportunity • Develop and maintain sound knowledge of and commitment to Colac Area Health Policies and Procedures.
• Ensure that you engage in behaviour that treats other staff fairly, equitably and not subject to any form of harassment.
• Aware and promotes EEO policies and procedures.
Colac Area Health
Approved By: Human Resources Manager Date of Issue: April 2008 Number: PD ### Page 5 of 7
Key Accountabilities
Key Result Area Major Activities Performance Measures:
10. Self Improvement • Develop and maintain a program of self-development in liaison with the Human Resources Manager.
• Maintain a high standard of knowledge and expertise. • Maintain an up to date written record of self-development
activities.
• Completion of training to promote self development.
Colac Area Health
Approved By: Human Resources Manager Date of Issue: April 2008 Number: PD ### Page 6 of 7
Key Challenges: Person Specification:
• Ensuring all staff receive their entitlements accurately and on time. • Provide excellent customer service and minimising the amount of
payroll queries.
• Building partnerships with management and staff and ensuring adequate information is provided within required timeframes. • Development of and compliance with Colac Area Health
policies/procedures in relation to payroll and salary packaging. • Management and development of Payroll Officers.
Qualifications & Experience – Essential
• Demonstrated experience in coordinating the provision of payroll services in an active industrial environment.
• Proven ability to interpret and understand complex industrial agreements • Sound understanding of relevant employment and taxation legislation
including Workplace Relations Act, Accident Compensation Act, Superannuation, Taxation etc
• A high level of computer literacy with skills in both Microsoft Excel, Word and a reporting program such as Microsoft Access or other report writers. • Demonstrated experience with automated payroll systems.
• Desirable -
Prior experience in Health
Previous experience supervising staff Knowledge of Chris 21 payroll system Generalist HR experience
Core Competencies –
• High level analytical and problem solving skills.
• Demonstrated high level of numeracy, accuracy and attention to detail. • Ability to effectively communicate with employees at all levels to develop
and maintain effective relationships.
• Strong customer service ethic and ability to tactfully deal with customer complaints.
• High level of integrity and ability to use absolute discretion in dealing with sensitive or confidential information.
• Demonstrated ability to work flexibly within tight time schedules and in accordance with periodic demands.
• Well developed communication and interpersonal skills • Well developed written communication skills
Colac Area Health
Approved By: Human Resources Manager Date of Issue: April 2008 Number: PD ### Page 7 of 7
