To be responsible for the provision of an efficient and effective payroll and benefits administration service to the business ensuring accurate processing of pay for all employees at all times and to ensure that the administration of pension and benefits is conducted in an orderly and timely manner.
The role will be responsible for the Management continued development and upskilling of the Payroll and Benefits Assistant ensuring they are capable of running the payroll and providing a professional service to the business.
Provide advice and guidance to resolve all payroll queries and provide advice to employees and managers on matters relating to the payroll, relevant legislative and tax changes.
Keep abreast of and implement all relevant changes to the payroll or benefits as a result of changes in legislation, statutory guidelines or tax rules. Providing advice and guidance to the business where necessary
Provide reporting or access to reporting from the payroll system as required by the business including the month and year end reports that are required by the Finance Department for the General Ledger and HR Department.
Prepare information that is required by external agencies in relation to mortgage references, Child Support Agency questionnaires, etc as required.
Maintain an effective working relationship with the payroll providers and all benefits advisors ensuring that SAGE accounts are handled with in a diligent and timely manner.
Process all invoices and ad hoc payments required by payroll or benefit providers ensuring that they are logged, coded and authorised and passed to the Finance department for payment.
We are looking at introducing a new HRIS/Payroll system at some point in 2019 tis role will be key in designing workflows for the new system and b3 part of the project team.
Process the monthly payroll for circa 475 employees.
Collate, input and transmit the relevant monthly payroll data on Snowdrop payroll system, in accordance with statutory and contractual obligations.
Monitor and process all changes to payroll including starters, transfers, leavers and other amendments to salaries, contracts and employee data.
Liaise with International 3rd party payroll providers for calculations on payments / deductions for the International staff (Canada/ Egypt / Poland/ Italy/ Netherlands/ Ireland & Sweden). Prepare and submit payments on the Proactis system for payments to be generated in a timely manner and ensure that the employee receives their payment, and appropriate notification, in line with the published pay dates.
Calculate, record and input statutory and occupational sick pay payments and details of other absence; providing a quarterly absence report for the business. Highlighting employees whose sickness or absence levels are above the norm and maybe of concern. Prepare monthly absence sheets for department administrators.
Provide advice to pregnant employees on their entitlements to maternity leave and maternity pay. Advise employees on paternity or shared parental leave entitlements. Calculate record and input all statutory and occupational maternity, paternity, adoption payments and shared parental leave.
Administer payments and deductions that relate to SAGE initiatives and benefits such as season ticket loan, Anniversary year trip, payroll giving, tuition scheme, text book allowance and rental deposits ensuring that appropriate authorisation is sought before payment and that any payments are dealt with in accordance with tax guidelines.
Process all payments and deductions that are required by external agencies in relation to; student loans, attachment to earnings, jury service, CSA, Payroll Giving etc as required.
Run month end checks and reconcile the monthly payroll, as well as preparing sign off reports.
Process the monthly payment of Income Tax and NIC, processing RTI (Real time Information) reports and any other reports that are due to HMRC.
Ensure that that audit trail exists for all actions taken on the monthly payroll and to file the records appropriately ensuring that they are available for the company audit if required.
Administer the childcare voucher scheme ensuring that the appropriate payments and deductions are made within payroll and that the details and payments processed to the service provider (Childcare Voucher Solutions) in accordance with the agreement.
Process all pension deductions through the payroll, calculate employee and employer contributions and reconcile payments with the pension schedule. Prepare New Joiner / Auto Enrolment / Salary Sacrifice information and current members report to then upload to Aviva confirming monthly pension payments, also informing the Finance contact of these payments.
Upload and publish the e-payslips to all employees
Prepare relevant reports for finance from the monthly payroll information, and inform them of the amounts due – for cash flow arrangements
Prepare and send the BCP report on a memory stick to the Warehouse, complying with the BCP rules.
Produce and prepare monthly reports for IT / Facilities and Other team members in HR for people data / National statistics / FTE
Run monthly / annual reports as requested by different areas of the businesses E.G National Statistics / Finance / Pension reconcile.
Co-ordinate the annual salary review process ensuring that the appropriate details and documents are available for the Senior Management team to conduct the review process. (February through April).
Prepare the spreadsheet for the annual performance bonus payments ensuring inclusion of the relevant employees and the correct earnings against which the payments should be calculated. (for period Jan to Dec – pay out in March).
Work with Bureau to produced Year-end figures and P60’s and published as E-P60’s to all employees. (April).
Prepare P11D’s for expense and benefit reporting to HMRC. Send copies to employees and originals to HMRC with payment due.
Assist in the company annual external audit by providing the appropriate payroll documentation as requested as well as assist the auditors as necessary. (December through March).
This part of the role will ensure company benefits are effectively administered. Beyond this the role will be consultative in advising employees beyond the policies documents of our benefits. Like our HR Business partners it will be consultative with Managers and employees in finding appropriate solutions and thinking of benefits in a more holistic way.
Undertake the necessary administration that is required to service the company insurance policies such as GIP(Group Income Protection), Life Assurance, Private Medical and Medicash, ensure that any pending renewals are brought to the attention of the HR Director; that individual claims are processed in a timely manner.
Provide the company’s benefits advisors (Jelf) or the pension company (Aviva) with up to date information on employees as requested.
Participate in the Pensions governance meetings
The next re-enrolment date for Auto Enrolment is February 2020, (*this falls at our busiest processing period annual bonus and salary review). Prepare, plan and roll out any requirement to increase auto-enrolment contributions
Absence & Holiday
Create and upload monthly department absence sheets for department administrators. Collate forms and input/ upload into Snowdrop
Create quarterly reports for department heads on the department’s absence, highlighting on any issues that arise.
Create annual holiday allowances for the New Year, and amend part time / hours employees. Create and upload for the department administrators the department’s annual holiday entitlement.
PC Literate: Excel, Word, Outlook, Access (e.g. high degree of competency on Excel, understanding of formula on spreadsheets, ability to merge from excel into word)
Experience and use of computerised payroll system (ideally Snowdrop)
High level of numeracy and ability to deal accurately with calculations of a complex nature
Attention to detail and accuracy
Ability to organise, schedule and adapt work tasks to meet conflicting deadlines and respond to changing situations
Ability to extract information accurately and interpret it
Interpersonal Communication Skills – you will be communicating daily with people both inside and outside of SAGE. Being able to hold courteous, persuasive conversations (by email or phone) and respond quickly to queries and keep people informed are key requirements of the role.
Efficiency – you will need to be able to manage a varied workload involving many different tasks. You will need to be able to multi task and prioritise effectively.
Accuracy – you will be required to accurately collate information for payroll and other HR reports and ensure things can be found in the appropriate place whether hard or soft copy.
Curiosity and enthusiasm –You will show initiative and an interest in learning new payroll legislation, as well as being a team player.
Ability to convey information accurately, clearly and simply in a manner easily understood
Customer focus, making every effort to meet the needs and expectations of both managers and employees
Ability to maintain pleasant working relationships even under pressure
Ability to work on own initiative and organise and prioritise own work load
Persuasive / Ability to Influence
Confident – working at all levels