Payroll Administrator Grade IV

Purpose of the post

The post holder has specific responsibilities for:

• Administering the fortnightly payroll and assisting with the monthly payroll with responsibility for meeting all payroll and bank deadlines each pay period so that the staff in SLRON are paid on time, every time.

• Provide payroll manager with information and assist with regular ad hoc reports for costings and budget purposes, and with responses to queries.

• Provide senior management with reports and information as required.

Reporting Relationship

Your professional reporting relationship will be to the Payroll Manager and Finance Manager or other nominated manager.

Principal Duties and Responsibilities

• Responsibility for the smooth running of the fortnightly payroll.

• Significant experience in the organisation of workloads to ensure payroll deadlines are met each pay period.

• Ensure the efficient day-to-day administration of the payroll department with appropriate use of technology to ensure work is completed to the highest standard.

• Facilitate the implementation of SAP HR within SLRON.

• Provide support and relevant reports to the SAP HR NiSRP team.

• Enter employees’ attendances and absences into Time Manager’s Workplace.

• Calculation of timesheets and information as required.

• Develop new or amend templates to suit frequently changing pay agreements.

• Respond to queries within set timeframes still meet pay deadlines.

• Identify opportunities for improvement, to incorporate the use of latest technology.

• Ensure effective systems and controls are in place to minimise payroll errors.

• Liaise directly with all line managers to ensure all data that effects payroll is received on time.

• Assist the payroll manager to ensure audit recommendations are actioned as soon as possible following audit report availability.

• Adopt a flexible, adaptable attitude to work and workload, act as a change agent and model for embracing change.

• The post holder will assist and participate in the management and delivery of a quality payroll service.

• Promote a culture that values diversity and respect in the workplace.

• Be aware of and implement agreed policies, procedures and safe professional practice by adhering to relevant legislation, regulations and standards.

• Be aware of training and manuals for payroll staff to facilitate ongoing learning in the department.

• Maintain own knowledge of relevant policies, procedures, guidelines and practices to perform the role effectively and ensure standards are met.

• Maintain own knowledge of relevant regulations and legislation e.g. Employment, Health & Safety Legislation, Financial Regulations, Freedom of Information Acts, Data Protection Regulations, etc.

• Ensure payroll department has the tools / applications and equipment to carry out their work successfully.

• Assist the payroll manager to implement new systems as seen fit by Local Management and the HSE.

• Process non-standard payments via the eSTPD portal and respond to Line Manager queries on premium, overtime, and on-call payments, ensuring compliance with HSE policies.

• Manage weekly time entry in line with national processes, ensure timely submission of employee timesheets, follow up on discrepancies, and support Line Managers with error resolution and approval of weekly reports.

The above Job Description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.

Eligibility Criteria, Qualifications and/or experience

Each candidate must have at the latest date of application:

Professional Qualifications, Experience etc.

Have satisfactory experience in a busy payroll department in the HSE, TUSLA, other statutory health agencies, or body, which provides services on behalf of the HSE under Section 38 of the Health Act 2004.

OR

Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish. Candidates should have obtained at least Grade C or higher in three subjects in that examination.

OR

Have completed a relevant examination at a comparable standard in any equivalent examination jurisdiction.

OR

Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland (QQI).

And

5. Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

Health

A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Character

Each candidate for and any person holding the office must be of good character.

Age

Age restrictions shall only apply to a candidate where he/she is not classified as a new entrant (within the meaning of the Public Service Superannuation Act, 2004). A candidate who is not classified as a new entrant must be under 65 years of age.

Post Specific Requirements

• Demonstrate working knowledge of current payroll applications.

• Demonstrate knowledge of public sector payscales and statutory deductions.

• Flexible approach to working hours to ensure deadlines are met.

• Experience of working in a busy department.

Skills, Competencies and/or Knowledge

Professional Knowledge & Experience

Demonstrate:

• Demonstrate knowledge and experience of working in a payroll environment.

• Demonstrate knowledge and experience of managing workloads.

• Demonstrate working knowledge of MS Office products and Internet.

• Advanced knowledge of Excel to develop templates for any new regulations.

• Knowledge of current statutory deductions and how they operate.

• IPASS qualification (or working towards it) desirable.

Communications & Interpersonal Skills

Demonstrate:

• Demonstrate excellent and effective communication skills including the ability to present information in a clear and concise manner.

• The ability to build and maintain relationships with colleagues and other stakeholders to assist in performing the role.

Evaluating Information, Problem Solving & Decision Making

Demonstrate:

• Demonstrate ability to problem solve with innovative solutions.

• Demonstrate capacity for management responsibility and demonstration of initiative, including decision making.

• The ability to grasp and understand complex issues and the impact on service delivery.

• The ability to confidently explain the rationale behind decisions when faced with opposition.

• Initiative in the resolution of complex issues and negotiate commitment.

• Effective problem solving skills including the ability to anticipate problems and recognise when to escalate.

Team Working

Demonstrate:

• Demonstrate evidence of experience with multidisciplinary teams at clinical and administration level and an understanding of service delivery across all specialities.

• A high level of interpersonal and communication skills including negotiation skills, conflict resolution and the ability to build and maintain relationships and positively influence the thinking of others.

• The ability to address performance issues as they arise.

• Flexibility and willingness to adapt, positively contribute to the implementation of change.

• The ability to develop collaborative working relationships.

Planning and Managing Resources including Commitment to a Quality Service

Demonstrate:

• Demonstrate strong planning and organising skills including structuring and organising own work load and that of others.

• Display ability to adapt to a rapidly changing environment, improve efficiency within the working environment and work to deadlines.

• Display a flexible, adaptable attitude to work and workload.

• The ability to anticipate trends and identify opportunities with regards to service developments and improvements.

• Be aware of and adhere to relevant standards, policies and legislation.

Tenure

This post is a Specified Purpose, wholetime Contract. Appointment as an employee of the Health Service Executive is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointment) Act 2004.

Remuneration

The Salary scale for the post is €35,609 , €37,741 , €38,597 , €40,760 , €42,740 , €44,473 , €46,151 , €48,414 , €50,059 , €51,718 , €53,296 , €54,914 LSIs.

Working Week

The standard working week applying to the post is to be confirmed at Job Offer stage. HSE Circular 003-2009 “Matching Working Patterns to Service Needs (Extended Working Day / Week Arrangements); Framework for Implementation of Clause 30.4 of Towards 2016” applies. Under the terms of this circular, all new entrants and staff appointed to promotional posts from Dec 16th 2008 will be required to work agreed roster / on call arrangements as advised by their line manager. Contracted hours of work are liable to change between the hours of 8am-8pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement (Implementation of Clause 30.4 of Towards 2016).

Annual Leave

The annual leave associated with the post is 30 days pro rata.

Superannuation

This is a pensionable position with the HSE. The successful candidate will upon appointment become a member of the appropriate pension scheme. Pension scheme membership will be notified within the contract of employment. Members of pre-existing pension schemes who transferred to the HSE on the 01st January 2005 pursuant to Section 60 of the Health Act 2004 are entitled to superannuation benefit terms under the HSE Scheme which are no less favourable to those which they were entitled to at 31st December 2004.

Probation

Every appointment of a person who is not already a permanent officer of the Health Service Executive or of a Local Authority shall be subject to a probationary period of 12 months as stipulated in the Department of Health Circular No.10/71.