Administration Officer Grade VI Payroll & Pensions

Purpose of the Post – Job Summary

The Payroll & Pensions Officer is a senior position within the Finance Department, with responsibility to manage the payroll process for approximately 400 multidisciplinary staff and administer monthly pension payments. The role oversees a dedicated team of payroll and pension administrators.

The candidate will require previous experience of payroll and pensions and extensive knowledge of statutory regulations and HSE terms and conditions. The role will contribute to the implementation of service improvements and change.

Integral elements of the role include excellent people management, communication, and project management skills. The successful candidate will be highly motivated, organised, and possess the ability to work to tight deadlines.

Collaboration with various departments, including HR and Finance, is vital to the success of the position, along with the ability to build strong and trusting relationships with stakeholders. A strong customer service ethos is required, along with the ability to problem solve.

The role includes managerial and administrative functions. The following are the key duties and responsibilities for this role (indicative, not exhaustive):

• Management and administration oversight of fortnightly and monthly pay cycles

• Management of pension process (VHSS & SPSPS)

• Annual benefit statements

• Ability to evaluate complex information from a variety of sources and make effective decisions

• Manage the integration of HR time and attendance system with payroll system

• Responsible for implementation and/or review of payroll and pension procedures

• Ensure accurate calculation of payroll and all relevant taxes and deductions

• Ensure all deadlines are met

• Preparation of monthly reports for finance management team

• Responsible for month and year-end reporting where relevant and as requested by Finance Management team

• Participate in annual external audit and internal audits where relevant, as requested by Finance Management team

• Ensure optimum and effective use of staff within your department to avoid backlogs, with adequate planning and monitoring of resources

• Ensure adequate cover during leave/absences to maintain service provision

• Conduct regular training requirement analysis for payroll and pensions team and organise when needed

• Organise mandatory training requirements for all staff within the payroll and pensions department in compliance with Hospital policies and provide reports on request

• Manage queries from Payroll & Pensions team, Finance Management, hospital staff, and HR department

• Collaborate and work closely with HR department to ensure information flow

• Attend meetings representing the payroll and pensions department

• Review and implement HSE Circulars and other national agreements

• Conduct look-back exercises as required, in consultation with the department head/HR department

• Act as key contact with payroll system provider

• Communicate when required with external bodies and government agencies

• Demonstrate pro-active commitment to all communications with internal and external stakeholders

• Prioritise competing workload demands to meet pre-determined targets and timeframes

• Demonstrate leadership and sound judgment in managing allocated assignments

• Maintain awareness of Data Integrity, Process Standardisation, System of Internal Financial Controls, Financial Regulations, and Corporate Governance at local and national level

• Promote and participate in the implementation of change, adapting work practices accordingly

• Participate in project assignments as required

• Utilise technology to automate existing processes for efficiency and quality

• Undertake any other appropriate duties as determined by senior management

• Support, promote, and actively participate in sustainable energy, water, and waste initiatives

• Ensure optimum and effective use of staff through appropriate allocation

• Manage staff performance, addressing underperformance in a timely and constructive manner

• Conduct regular staff meetings to share information and hear views

• Promote continuous professional development and ensure Performance Achievement meetings are completed in a timely manner

• Maintain a safe working environment and ensure Risk Management & Health & Safety strategies are implemented

• Adhere to Human Resources and Occupational Health policies

• Promote an attendance culture and measures to improve attendance

• Foster positive working relationships with Hospital staff and external agencies

• Conduct regular training needs analysis for payroll and pensions staff

• Ensure comprehensive training provision and effective induction processes

• Organise mandatory training in compliance with Hospital policies

• Attend appropriate in-service training and education programmes

• Conduct regular training sessions in line with HSE Circulars, Memos, and employment legislation changes

During employment, you may access or hear confidential information concerning patients, staff, or other health service matters. This information must not be disclosed except in the normal course of duty, as authorised. Records must be securely stored when not in use. Compliance with GDPR legislation is required.

• Proficiency in Microsoft Office (advanced Excel)

• Strong working knowledge of Payroll systems

• Ability to meet strict deadlines

• Experience collaborating with multiple stakeholders

• Ability to manage multiple concurrent tasks

Professional Knowledge & Experience

• Report compilation skills

• Proficiency in MS Word & Excel

• Experience in managing payroll functions and pensions processes

• Knowledge of HSE terms and conditions

• Experience with VHSS & SPSPS pension processes

Managing and Delivering Results

• Attention to detail

• Strong organisational/time management skills

• Ability to work to tight deadlines with competing priorities

• Ability to delegate effectively

• Self-motivation and innovative approach

Evaluating Information, Problem-Solving & Decision-Making

• Strong analytical and decision-making skills

• Ability to anticipate and resolve issues proactively

• Sound judgment and ability to justify decisions

Communication & Interpersonal Skills

• Ability to work independently and in a team

• Professional interaction with diverse stakeholders

• Flexibility and adaptability

• Strong written, oral, and presentation skills

Building & Maintaining Relationships

• Leadership potential and staff development support

• Positive team spirit

• Commitment to shared purpose

Commitment to Quality Service

• High-quality customer service delivery

• Identification of service improvements

• Support for change initiatives

Permanent whole-time and pensionable. A panel may be created for future vacancies.

Salary scale (Grade code 0574, from 01/08/2025): €57,325 – €70,034 LSIs.

35 hours, Monday to Friday, with flexibility required. Hours may change between 8am–9pm over seven days to meet service needs.