Position:Team LeaderCHRIS Administrators

Children’s Worker: No

Location:National Office, Wellington

Business Unit:Human Resources

Group:Corporate Solutions

Reporting to:Manager Payroll and HRIS Projects

Issue Date:September 2017

Delegated Authority:Human Resources

Staff Responsibility:Yes

Our Role

The Ministry of Social Development (MSD) is the lead agency for the social sector. We help the Government to set priorities across the sector, co-ordinate the actions of other social sector agencies and track changes in the social wellbeing of New Zealanders.

The Ministry provides policy advice, and delivers social services and assistance to children and young people, working age people, older people, and families, whānau and communities. We work directly with New Zealanders of all ages to improve their social wellbeing.

We serve over a million people, working out of more than 250 centres around the country. It is likely that every New Zealander will come into contact with the Ministry at some point in their life.

Our work, together with our social sector partners, is essential to achieving a sustainable and prosperous future, where all New Zealanders are able to take responsibility for themselves, be successful in their lives and participate in their communities.

Our Purpose

We help New Zealanders to help themselves to be safe, strong and independent.

Ko ta mātou he whakamana tangata kia tū haumaru, kia tū kaha, kia tū motuhake.

Our Principles

MSD people: All own what we all do | Take responsibility for what we do | Understand our role in the big picture, who can help us and who we can help | Navigate through ambiguity and the opportunity it brings to create better ways of doing things | Act with integrity, courage and transparency | Celebrate our achievements and those of our clients.

Position Description Approved By:

______
Deputy Chief Executive,Corporate Solutions
Date: ……/……/……
Group:
Corporate Solutions supports the Ministry’s operating model and frontline services, promotes collaboration and collective leadership and gives the Leadership Team clear oversight of the Ministry. Corporate Solutions brings together Finance, Human Resources (HR), Information Technology (IT), Insights MSD (iMSD), Procurement Solutions, Workplace Services, Information Services and Chief Privacy Officer, Legal Services, Information Security, Organisational Projects, and Intelligence into one group.
It is responsible for leading the development of integrated capability strategies across the whole of MSD and for developing a Ministry-wide view on organisational policies, practices and issues, with a strong focus on sustainability, providing smart solutions and backing the business to succeed.
Business Unit:
The role of the Human Resources (HR) Team is to ensure that the Ministry has the organisation, people and culture capable to deliver on the Government’s outcomes and priorities. HR provides high level strategic advice and support to the Chief Executive and the Leadership Team to ensure that effective HR strategies are developed and properly integrated into all business strategies and plans.
HR is also responsible for the design and delivery of a range of Ministry-wide HR policies, operational HR processes and systems aimed at ensuring that managers have access to the best possible advice, support and systems to lead, motivate, develop and manage their people.
The Ministry is a complex and diverse organisation and it is the biggest Public Service employer. The provision of best practice HR advice and services to client managers is critical if the HR team is to retain its position as a public sector benchmark.
HR is structured into the following key areas:
People, Culture & Inclusion
Leadership & Capability Strategy
HR Shared Services
HR Business Partnership
Employee Relations
Purpose of the Position:
The Team Leader is responsible for leading a group of CHRIS Administrators who provide Human Resources Management Information System support, advice and services. This position will work as part of a broader Payroll leadership team to ensure the efficient and competent functioning of the Ministry‘s Payroll functions.
The key functions of this position include:
  • managing the day-to-day functions of the CHRIS Administrators
  • ensuring the fortnightly running of the pay is robust, with adequate integrity reporting.
  • ensuring that CHRIS is maintained to a high level, with upgrades and BCP planning
  • ensuring all employees receive accurate and timely payroll services including help, advice and support.
  • managing and coordinating resources that require CHRIS System Administrators input and action for specific projects

Working Relationships

Internal:

  • Manager Payroll
  • Manager HRMS System Administrators
  • Other managers and staff within the HR Shared Services Team and wider HR business unit
  • Ministry managers and staff

External:

  • Inland Revenue Department
  • other external agencies as required to carry out the responsibilities of the role

Key Accountabilities

Key Result Area / Accountabilities
Managing CHRIS Administrators / Manage the day to day processing of the CHRIS Administrators’ workflows:
  • Confirm fortnightly service delivery targets and deadlines for the team
  • Schedule resources required to meet service delivery targets and deadlines e.g. the completion of month and close off by the required deadline
  • Work with the team to define their individual and shared responsibilities. Monitor team and individual objectives and provide assistance where needed
  • Provide direction and guidance to the CHRIS Administratorsin the processing of day-to-day transactions
  • Resolve/action issues from customers and/or CHRIS Administratorswhen they are escalated
  • Manage conflict and resolve disputes and problems when they arise
  • Brief and inform team on relevant issues, changes to legislation, policy and other events
  • Ensure all CHRIS Administratorsare fully briefed on changes to customer processes and/or changes to CHRIS that impact the payroll area and how transactions are processed
  • Monitor workloads of the CHRIS Administratorsand their performance against targets
  • Report to the Manager Payroll on progress against targets. Advise on issues around exceptions, workloads etc.

People Leadership, Management and Development / Build the capability of the CHRIS Administratorsand provide opportunities for staff, in order to ensure the capability necessary to respond to current and future demands:
  • Manage the day-to-day activities of the team and lead them to achieve set objectives by establishing clear objectives roles and responsibilities
  • Identify development opportunities for individuals and the team as a whole within HR. Establish career development plans and support staff through their development. Ensure a succession plan is in place in anticipation of staff who may move on to other roles either within or outside the Ministry
  • Fosters partnerships, open communication and best practice sharing to help ensure the team and Individual performance targets and client service standards are met and where possible exceeded
  • Ensure the early and successful resolution of disputes/grievances and performance issues

Payroll Service Development / Identify and recommend improvements to MSD’s Payroll procedures and systems:
  • Ensure customer and team processes are documented, well understood by the team and maintained
  • Develop recommendations and ways to implement those recommendations
  • Work with the team and other staff in HR and IT to implement those changes. Communicate changes to impacted areas of HR
  • Assist in the development of recommendations for MSD Payroll processing policies
  • Assist the Manager Payroll to advise on the impacts of proposed payroll processing changes, and
  • Contribute to discussion and debate on capability issues for payroll and related functions.

Payroll Service Delivery / Provide Payroll System support, advice and services to MSD:
  • Help team members with problem resolution and the achievement of their goals. Liaise with managers and support staff where needed
  • Support the team with their transaction processing and customer queries when workload is light:
­Carry out payroll transaction data entry and processing including timesheets, leave, bank account and deduction information
­Process various master file changes as required to keep payroll records up to datequeries and problem solving
  • Provide support for payroll close-off and liaise with business support where required

Relationship Management / Actively network with other HR teams, key line managers and other clients to build credibility and ensure that HRIS initiatives are relevant, practical and well understood by those with responsibility for implementation
HR Team Contribution / Contribute in a positive way to the Payroll and wider Human Resources team:
  • Contribute to group communication and activities. Participate in peer review of own and others work
  • Operate within Ministry operating policies and procedures including Human Resources and the Code of Conduct

Health and Safety /
  • Understand and implement your manager accountabilities.
  • Ensure health, safety and security policies and procedures are understood, followed, implemented by all employees.

Technical/Professional Knowledge and Experience
  • At least five years Payroll experience in a large organisation with proven experience operating Payroll systems e.g. CHRIS, People software
  • Knowledge of ACC, tax and related legislation that impacts on the operation of Payroll services
  • Demonstrated ability to manage relationships at all levels across the organisation
  • Demonstrated Team and People leadership capabilities
  • Advanced level of computer literacy and keyboard skills including data entry and word processing
  • Advanced level of written and oral communication skills
Attributes/Success Factors
  • Strong leadership and motivational skills - able to effectively lead, motivate, develop and coach others towards the achievement of goals, understands leadership styles and their influence
  • Excellent communication skills – particularly oral and written - able to clearly express views in a variety of forums, adapt style to meet the needs of the audience and convince others to accept ideas/strategies
  • Excellent relationship management skills – able to establish, build and maintain effective working relationships
  • Good analytical and problem solving skills - able to analyse data with a strong ability to develop/articulate logical arguments – based on fact
  • Strong organisation management skills – able to plan and organise work to meet competing deadlines, identify resources required, calculate risks/opportunities, track activities and provide progress reports
  • Client focussed – gives high priority to anticipating need and ensuring client satisfaction
  • Welcomes and values diversity, and contributes to an inclusive working environment where differences are acknowledged and respected
Other Requirements
  • Willing to travel to fulfil job requirements

Team Leader CHRIS Administrators / 1