Job Description Template Job Title Payroll & Pensions Officer
Directorate and Service/Department Finance & IT / Payroll
1. Main Purpose of Job
To work as part of a team processing payroll data involving multiple terms and conditions. Ensuring that pension and life assurance details are fully &
accurately recorded, and external customers furnished with complete and up to date information. Providing support to both the Deputy Payroll Manager and Payroll & Pensions Manager
2. Position in Organisation
Reporting to Deputy Payroll Manager, with dotted line to Payroll & Pensions Manager
3. Scope of Job
Input payroll data for a specific group of staff as determined by the Deputy Payroll Manager to ensure accuracy of records and pay including salary and sickness absences for statutory sick pay and statutory maternity pay.
Process and check data of own area of responsibility to point of BACS report by given deadlines
Complete and process correspondence from internal and external sources within relevant time periods.
Reconcile & raise payment requests for third party payments i.e. HMRC, Unions, Pensions and attachment of earnings on a monthly basis to ensure timely payments to Accounts are made.
Visit offices and attend meetings as required to provide advice and support to team leaders on processing payroll dates and more complex information matters.
Assist with the induction of new staff to ensure the smooth running of the department and to ensure consistency in tasks.
Undertake other relevant tasks as requested on an ad hoc basis and cover in the absence of other members of the payroll team or the Deputy Payroll Manager.
Maintain an organised working environment by photocopying, filing and shredding of unnecessary documentation.
Keep up to date with all pension legislation to ensure compliance with guidance issued by the pension’s regulator and to ensure best practice
Keep the Payroll & Pensions Manager and Directors up to date with proposed and actual changes by pension and life assurance providers and, with their approval, liaise and communicate the same to scheme members.
At the year end, collect, collate, analyse and notify appropriate bodies of annual figures for each scheme and its members, including contracted out payments to meet the due deadlines.
Process all applications, variations and claims for pensions and life assurance schemes and act as first point of contact for all MCCH staff for enquiries about their pension or life assurance arrangements.
Become familiar with all aspects of pension and life assurance scheme
arrangements and suggest best methods of communication and consultation for variations to the members of our schemes which currently include:
a) The Social Housing Pension Scheme b) The NHS Scheme
c) The Local Government Superannuation Scheme d) Group income protection scheme
e) Life Assurance Scheme f) The People’s Pension
Process claims for beneficiaries of staff members who die in service under the Life Assurance Schemes, liaising with payroll, personnel, the manager, and the family/beneficiaries to ensure prompt and accurate pay outs.
In liaison with pension and or life assurance providers, seek and communicate estimates and calculations in a timely way as requested by individual members, the Payroll & Pensions Manager or Directors, notifying the latter if there are any cost implications for the company.
Track leavers to provide details of final dates and payments to ensure our records and those of our pension and life assurance providers are accurate an up to date.
4. Responsibility for others
Communicate effectively with other staff within the organisation at all levels. Assist and train colleagues in areas of work from which they may require your expertise. To promote the image of the Payroll and Pensions service by dealing with all enquires efficiently and courteously
5. Problem Solving
Use own initiative when appropriate, taking responsibility for the administration and input element of own section of payroll and the administration of the
pension schemes.
To resolve payroll and pension queries from employees, HR and external
agencies such as HMRC and pension providers in a courteous and professional manner, to maintain effective working relationships.
To be pro-active in looking at processes and procedures, suggesting new working practises that would help with the effectiveness and efficiency of the workload both for the individual and the team.
6. Resources
To be pro-active in the gathering, checking and monitoring of data. Ensuring that payroll and pension procedures are adhered to.
Gathering data from a variety of sources/media to improve knowledge and assist with workload.
To work in conjunction with Payroll & Pensions Manager to complete end of year returns and renewal data information in regards to all pensions schemes.
7. Influence/Impact
Liaise with employees and staff at all levels in respect of pay, HMRC, Pension Providers
Ensuring that all enquires are dealt with in a professional manner and in an appropriate way, which involves dealing with issues of a highly confidential and sensitive nature.
Work closely with other team members, teamleaders and managers,
constantly updating and re training to reflect changes in statutory regulations and organisational policies, seeking information from external sources where necessary.
Signature of Job Holder
Job Title
The Right Person for the Job (person specification)
Criteria Essential
Qualifications Experience gained through work / on job.
Working towards Pension administration qualification
Demonstrable Knowledge
Understanding of mcch’s standards and values
In-depth knowledge of payroll issues, including tax, national insurance, statutory sick and maternity pay.
Good knowledge of pensions related payroll issues including auto enrolment.
Skills/ Experience
Computer literacy:- word, intermediate / advanced excel, Earnie- other payroll systems
Ability to work on own initiative, self organising Ability to meet deadlines
Personal attributes
Reliable
Conscientious and attention to detail Honest
Flexible
Creative and innovative Able to take initiative Resourceful
Team player Respectful
Understanding and empathy
Willing to learn
