Payroll and Pension Specialist

Tenure: Permanent

Additionally, HIQA may create a panel for future permanent and fixed term vacancies that may arise

Blended Working:

• 1 - 2 days a week in the office and the remainder of the working week spent working from home

• Further information can be found below in the Principal Conditions of Service under Blended Working Arrangements

Salary: €58,847 (Higher Executive Officer, Point 1)

Key Areas for Performance

HIQA has identified key behavioural and technical competencies for effective performance through a Competency Framework as seen below. Please refer to the role description for an overview of each competency and the proficiency levels required for this role. For more in-depth information on the competencies, it is important that you review the full competency framework guidance document which is available at: https://www.hiqa.ie/about-us/careers.

Proficiency Levels

This Competency Framework is based on four levels of proficiency that build on each other:

• Emerging/Developing: The level of competency required to carry out some of the core requirements of the role, with support/leadership required to develop competency in other requirements

• Proficient: The level of competency required to carry out the core requirements of a role

• Skilled: The level of competency required to carry out the core requirements of a role, and develop capability in others or demonstrate the competency in a more senior or complex role

• Master: The level of competency required to carry out the core requirements of a role, develop capability in others, demonstrate the competency in a more senior or complex role and be seen as a role model in the organisation or field in that area of competence

Role Purpose

The purpose of this role within the relevant business unit and for HIQA as a whole:

This position of Payroll and Pension Specialist will report to the Accounting Manager and will share responsibility for ensuring timely and accurate monthly payroll to HIQA’s employees, pensioners and board members. The role will support prompt responses to employee queries regarding payroll and pension entitlements and retirement planning, including Pension Ombudsman decisions.

The role will share the active engagement with and management of the two external services providers (monthly payroll via managed payroll service and expert public sector pension services) on a routine and prompt basis. This role will also support in the verification process associated with the managed services provider changing, after normal procurement processes conclude.

The roles will share in supporting all audits and any queries resulting from these important processes. It will also foster and maintain good working relationships with internal and external stakeholders, such as HIQA colleagues, HIQA HR, payroll bureau, Irish Revenue and pension services advisors.

Behavioural Expectations

The way that HIQA people are expected to work to role model HIQA values:

The incumbent of this role is expected to demonstrate HIQA’s values in the delivery of every day work and interactions with clients and colleagues, by putting people first, being fair and objective, being open and accountable, demonstrating excellence and innovation and working together.

Common Tasks

Team Member

• Seek clarity on the tasks associated with own role

• Complete tasks in compliance with policies and procedures

• Adhere to relevant legislation, standards and internal audits

• Fulfil any mandatory or professional competency requirements

• Maintain confidentiality and a professional approach

• Raise any concerns in relation to workplace health and safety

• Actively identify learning needs and development opportunities

• Actively contribute as a team member

• Follow direction and take on new and different tasks

• Set and achieve performance goals that contribute to HIQA strategy

• Regularly seek feedback to meet performance expectations and goals

Role Specific Tasks

The key tasks and activities associated with the role:

The nature of the tasks and activities associated with the role will vary accordingly. It will involve:

• Coordination of HIQA’s monthly payroll between HIQA HR and the external payroll bureau, ensuring that salaries are consistently paid, accurately and on time

• Processing the required information back to Revenue via Revenue Online System (ROS)

• Dealing with all payroll and pension queries, including the generating of ad hoc calculation for explanation purposes

• Administering HIQA’s salary sacrifice payroll related schemes such as “Cycle to Work”, “Travel Passes and other payroll deduction schemes

• Working with HIQA’s Human Resource team to ensure that all relative payroll/pension legislation, including any future changes are enforced in full and in a timely manner

• Completion of various monthly payroll to nominal ledger control account reconciliation in a timely manner

• Completion of quarterly CSO returns

• Participate in the routine management of external payroll bureau and pension services provider with HIQA Accounting Manager

• Fostering and maintaining good relationships with internal and external customers

• Carry out any other duties as required by the HIQA Accounting Manager and /or Finance Manager

The contents of any role description are not exhaustive and are intended to be indicative of the scope of the role.

Qualifications

The qualifications that are essential to effectively meet the requirements of the role:

In determining your eligibility the following are the essential qualifications that will be assessed as part of the shortlisting stage of the selection process:

• Minimum Level 6 Payroll qualification (on the National Framework of Qualifications or equivalent) or an equivalent payroll qualification deemed relevant by the Authority

The qualifications that are desirable to effectively meet the requirements of the role:

• ROI Professional Payroll Manager qualification

• ROI Public sector payroll qualification

• ROI Public sector pension qualification

• Training in Public Sector pension schemes (Single Public Service Pension Scheme (SPSPS) and or Public Sector Model pension schemes

• A relevant qualification in Information Governance

HIQA will support the successful candidate in the development of their career in ROI payroll management and ROI public sector pension schemes including participation in relevant further education.

Experience

The experience that is essential to effectively meet the requirements of the role:

In determining your eligibility the following are the essential knowledge and experience that will be assessed as part of the shortlisting stage of the selection process:

• Minimum of three years’ experience of processing and managing payroll systems deemed relevant by the Authority, adhering to Irish payroll legislation

• Minimum of three years’ experience using computerised payroll system

• Minimum of three years’ experience using Microsoft Office such as excel/word/email

The experience that is desirable to effectively meet the requirements of the role:

• Experience in dealing with external payroll bureau in the routine delivery of payroll

• Experience in managing pension services queries

• Experience in dealing with external and internal audit queries

Principal Conditions of Service

Probation A probationary period of six months applies to this position.

Pay Candidates will be appointed on the minimum point of the salary scale (€58,847) and in accordance with the Department of Finance guidelines. The rate of remuneration will not be subject to negotiation.

The incremental progression for this scale is in line with Government pay policy. The salary scale for this position is as follows:

Higher Executive Officer (PPC) €58,847 €60,567 €62,285 €64,000 €65,723 €67,437 €69,157 €71,637¹ €74,112²

After 3 years’ satisfactory service at the maximum

After 6 years’ satisfactory service at the maximum

Entry will be at the first point of the scale. An exception may occur where an appointee has been serving elsewhere in the public service in an analogous grade and pay-scale. In this case the appointment may be assimilated to the nearest point of the advertised salary scale with their incremental date adjusted accordingly.

Please note the rate of remuneration may be adjusted from time to time in line with Government pay policy.

Superannuation

Pensionable public servants (new joiners) recruited on or after 1 January 2013 will be members of the Single Public Service Pension Scheme. Please note that the Single Public Service Pension Scheme applies to all pensionable first-time entrants to the public service, as well as to former public servants returning to the public service after a break of more than 26 weeks.

In certain circumstances, for example, where the public servant was on secondment or approved leave or remains on the same contract of employment, the 26-week rule does not apply. The legislation giving effect to the Scheme is the Public Service Pensions (Single Scheme and Other Provisions) Act 2012.

For those who are not subject to the Single Public Service Pension Scheme (e.g. those transferring from other public service employment where the break in service, if any, is less than 26 weeks), the terms of the Health Information and Quality Authority Superannuation Scheme will apply.

Annual Leave

Annual leave is 29 days per annum rising to 30 days after 5 years service.

Hours of Attendance

Hours of attendance will be fixed from time to time but will amount to not less than 35 per week. The appointee may be required to work additional hours from time to time as may be reasonable and necessary for the proper performance of his or her duties subject to the limits set down under working time regulations.

Blended Working Arrangements

HIQA has introduced blended working to offer more flexible working arrangements to all employees. We aim to strike a balance between being flexible, efficient, and resilient by facilitating blended working where practical, while enabling onsite interaction, collaboration, and support as required.

All roles in HIQA have been assessed under the criteria of business needs and role suitability for blended working. This determined the proportion of time that employees will spend working in HIQA offices and working from home, depending on their role.

Depending on the role, there may be a requirement to attend the office for more than the allocated number of days for training and on-boarding purposes at the start of your employment and during the probation period.

A review of our blended working model confirmed that this model is working well in HIQA therefore we are now moving from Interim Blended Working to a long term Blended Working Model. Our existing policy and documentation will be revised and updated once the framework for the Work-Life Balance and Miscellaneous Provisions Act is published. Our model is in line with the Civil Service Framework for Blended Working in Ireland.

Further guidance on HIQA’s Blended Working Policy, which includes eligibility criteria will be issued to successful candidates. This is an opt-in policy and details on how you can apply will be issued to you before you start.