Accounts Vacancy

Payroll and Human Resources Administrator

Job Holder:

Prime function:
1. Providing day to day responsibility for the four payrolls, on WCBS Payroll software system (looking to move to SAGE in the near future)
2. To support the function by carrying out ‘human resource’ work and a day to day basis as directed.

Key Responsibilities:
• To ensure that the payroll databases hold accurate and up to date data, including pay rates, personal details PAYE/NI and other statutory body details, pension details and other related payroll details.
• To ensure accurate payments are made to all staff within deadlines on a monthly basis and that staff receive notification of their pay each month via pay slips.
• To ensure that BACS payments are properly authorized and ready for submission to staff bank accounts by the due date.
• To reconcile the Payroll to the Nominal Ledger Payroll control accounts on a monthly and yearly basis.
• To answer queries relating to payroll and day to day human resource issues when necessary.
• To report and analyse payroll/personnel data when requested.
• To keep up to date records for Working Time Directive, National Minimum Wage and other employment legislation that may come into force from time to time.
• To liaise regarding employment contracts.
• To take responsibility for pre-appointment and leavers routine paperwork.
• To maintain personnel data files.
• To send returns, whether monthly or years, to the DFES, Inland Revenue, CSA, Teachers Pensions, Scottish Widows and Prudential for Tax/NI and pension purposes within the set deadlines.

Duties:
1. To receive timesheets from all staff paid via timesheets, and to collate the total hours payable at the end of the month.
2. To monitor Visiting Music Staff (VMS) pay termly and reconcile hours paid with hours worked in liaison with the PA to the Director of Music. To calculate holiday pay due at the end of each two term session (i.e. Christmas, Easter, Summer holiday period)
3. Using WCBS Payroll Management software, to input data each month and process data to pay all staff on the agreed dates.
4. To monitor receipt of all information on new employees, including signed contracts, P45/P46, Salary, bank and personal details.
5. To ensure that all standing data, including Bank details, personal details and PAYE details, for each member of staff is accurate and up to date.
6. To maintain and update as necessary the personnel files of all data received for each member of staff.
7. To ensure that final payment of salaries and/or wages are made to leaving staff and that all PAYE forms are completed on time and accurately.
8. To complete all monthly returns to Inland Revenue, Pension suppliers and other agencies and ensure payments of the monthly contributions are paid on time.
9. At payroll year end and again at financial year end to reconcile all pension contributions to the Nominal Ledger.
10. To complete the TR17A and Annual Return for Teachers Pensions and provide back up to documents as proof of reconciliation, ready for independent audit.
11. To collate data and/or report on data as required.
12. To answer payroll/personnel employment queries from staff.
13. To calculate holiday pay, retainer pay, sick pay and other allowances when due.
14. To calculate SSP/SMP/SPP, Family Tax Credits and Student Loans when necessary.
15. To co-ordinate Human Resources activities for starters and leavers with the responsible Senior Staff.
16. To carry out other duties as required from time to time.
17. To archive old records for ease of access in future years.

Formal Education, Knowledge and Experience required
• Educated to GCSE or equivalent.
• Knowledge of running a large payroll (up to 300 staff) on a computerized system.
• Knowledge of finance office environment.
• Working knowledge of WCBS accounting software for Independent Schools desirable.
• Working knowledge of Microsoft Office, Windows Excel and Word.

Hours of Work
35 hours per week 52 weeks per year.
9am to 5pm with one hour lunch break.

Attitudes and Behaviour
• Confident
• High standards
• Conscientious
• Focused
• Assertive
• Team player
• Systematic approach to work
• Self-motivated
• Enthusiastic
• Flexible
• Sound common sense
• Patient

Skill: Operational/Administrational skills required
• Strong numeric skills.
• Ability to know how to ask questions in order to obtain required information.
• Ability to communicate effectively and accurately.
• Ability to think and work methodically.
• Ability to organize workload and balance priorities
• Ability to manage time
• Ability to take a systematic approach to work.
• Ability to work as a member of a team.
• Ability to work on own initiative.
• Ability to work without supervision.
• Ability to meet deadlines.
• Ability to deal with confidential information.
• Ability to use Excel and Word to intermediate level.
• Ability to use accounting software packages.

Knowledge: Operational/Administrative knowledge required
• Knowledge of manual calculation of pay
• Broad knowledge of systems, relevant policies and procedures.
• Broad knowledge of the structure of the school.
• Broad knowledge of school ethics and culture.
• Broad knowledge of how role fits in with department structure.
• Specific knowledge of Microsoft Office and Windows Excel and Word.
• Working knowledge of SAGE accounting software.
• Working knowledge of WCBS accounting software.
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