Assistant Staff Officer

Salary

Grade IV Assistant Staff Officer Salary Scale: €38,599 - €54,911 p.a.

Hours of Work: The appointee(s) will be required to work 35 hours per week together with such additional hours as may be required from time to time for the proper discharge of their duties.

Annual Leave: 23 days annual leave per annum. The ‘annual leave year’ operates from September to August. Annual Leave will be in accordance with arrangements authorised by the Minister for Further and Higher Education, Research, Innovation and Science from time to time.

Overview of Role & Context

SETU is seeking applications from high-achieving, dynamic candidates to join a busy HR and Finance office to service the needs of our expanding community. The ideal candidate will exhibit teamwork, motivation, proactivity, and a great attitude.

The HR Payroll Assistant Staff Officer plays a crucial role in assisting the management of the payroll processes and related HR functions within a university setting. This position helps ensure timely and accurate processing of employee compensation, adherence to institutional policies, and compliance with labour laws and regulations. The HR Payroll Assistant Staff Officer collaborates closely with various departments, assisting with providing guidance on payroll and benefits matters while maintaining confidentiality and integrity in handling sensitive employee information.

The Finance Staff Expenses and Payroll Officer will have the primary role of providing a comprehensive Staff Expenses service across SETU. The role will also support the delivery of an SETU-wide efficient, professional and confidential payroll service to the University and its staff. The role will contribute to the development of the payroll and expenses system and the control environment and procedures for the delivery of the payroll and expenses service, focusing on expenses processing and procedures.

The successful candidates will play a key role in the success of the department by bringing a consistent, customer-focused approach.

Working Conditions

This role typically operates in an office environment within the university campus, requiring regular interaction with faculty, staff, and administrative personnel. Periodic extended hours may be necessary during peak payroll cycles or year-end reporting periods.

This position is integral to maintaining smooth operations and fostering a supportive environment for all university employees, contributing to the institution's overall success and employee satisfaction.

Key Responsibilities / Duties

Please note: The HR and Finance offices may undergo a period of re-structure during the term of this post and therefore the following responsibilities are an indication of the type of duties currently assigned to this post and may be altered.

HR Payroll Assistant Staff Officer Duties:

• Assisting with the input of payroll-related data for new staff and re-joiners, including personal details, salary or hourly rate information, allowances, increment dates, pay group details, and bank information, in accordance with approved documentation.

• Entering and updating staff details, starters and leavers, and approved changes on the Payroll Data Input Sheet (PDIS) as instructed.

• Supporting the maintenance of cost centre and cost allocation records by inputting approved information on CORE, as provided by Schools/Departments.

• Inputting PRSI weeks for new staff members based on approved information.

• Updating reference data on payroll systems as required and instructed.

• Assisting with the input of approved allowances (e.g. acting up allowances) on CORE and the PDIS, based on calculations provided by senior payroll staff.

• Supporting the processing of maternity, paternity, and other statutory benefit-related payments by inputting approved figures on CORE and the PDIS.

• Assisting with the administration of overpayments in line with established procedures and under supervision.

• Entering approved illness benefit values on the PDIS for forwarding to HEPSS.

• Inputting approved third-party deductions and new entrant scale reductions as directed.

• Assisting with the maintenance of TRR payment records.

• Supporting the processing of holiday pay and bank holiday payments for part-time lecturers, based on information provided by senior payroll staff.

• Uploading completed PDIS files to ESBS in accordance with agreed procedures.

• Responding to routine payroll-related queries by providing information or referring queries to appropriate payroll staff where required.

• Maintaining accurate records and filing systems in line with data protection and organisational requirements.

• Providing administrative support across SETU campuses, as required, to assist with cover during periods of staff leave or other operational requirements.

• To perform other duties as may be assigned by University management from time to time.

• The duties listed are not exhaustive and may change over time as the role develops.

Staff Expenses and Payroll Officer Duties:

• To deliver an efficient and professional staff expenses service to the University and its staff.

• To ensure that all expenses control processes and procedures are adhered to.

• To ensure that expense runs are completed in line with agreed processing deadlines and that processing timelines are communicated to all staff.

• To ensure that all training documentation, user-guides and training videos are updated in line with relevant changes in national circulars and/or SETU Travel and Subsistence policy amendments up-to-date and accessible to all staff.

• To support the ongoing training needs of all staff members.

• To ensure that all staff expense processing adheres to all Revenue requirements to include the future developments of the Employer Enhanced Reporting Requirements (ERR).

• To support the delivery of an efficient, professional and confidential payroll service to the University and its staff.

• To make recommendations for the improvement of processes, procedures and policies in relation to all aspects of expense operation. This includes the continued development of the Expenses system to include the testing of upgrades and improvements in functionality.

• To provide an information and support service to all SETU staff in connection with expense-related queries.

• To maintain appropriate expense records for audit trail and internal information purposes.

• To liaise with Internal and External Auditors as required.

• To contribute to the maintenance of SETU’s overall financial control environment focusing on internal controls.

• Providing administrative support across SETU campuses, as required, to assist with cover during periods of staff leave or other operational requirements.

• To perform other duties as may be assigned by University management from time to time.

• The duties listed are not exhaustive and may change over time as the role develops.

Person SpecificationsAcademic Qualifications

• Leaving Certificate – having obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (Higher, Ordinary or vocational programmes) or equivalent or

• Have passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as being of a comparable to Leaving Certificate standard or equivalent or higher or

• Have appropriate relevant experience which encompasses equivalent skills and expertise.

Experience

• At least three years’ relevant experience in a payroll / account’s environment.

Specific Knowledge & Skills

• Excellent written, numerical and analytical skills

• Self-motivated and proactive

• Sound judgement and problem-solving skills

• Ability to multi-task, accurately receive and record information, and professionally, succinctly and clearly communicate with internal and external stakeholders in a fast-paced environment

• Excellent personal organisation and time management skills with the ability to work to established deadlines and develop prioritisation

• Positive team player that works effectively with and supporting others

I.T. Skills

• Excellent Computer Skills

• Proficiency in Microsoft Suite to include Word, Excel and PowerPoint

Specific Personal Qualities

• Customer-focused attitude with high level professionalism and discretion

• A can-do attitude with a high level of personal motivation

• Positive team player that works effectively with and supporting others with a customer-focused approach

• Demonstrate a strong work ethic

• Clear communicator

• Excellent interpersonal and presentation skills