JOB DESCRIPTION

Post TitleThird Sector Payroll Administrator

HoursFull time, 35 hours per week

Salary Grade 4, Points 19 -22 (£17,871 - £19,345)

Responsible to:Payroll Team Co-ordinator

TermMaternity Cover for One Year

LocationGCVS / Corporate Services

Main Purpose of the Job

To provide a comprehensive Payroll service to voluntary organisations within Scotland as one of the practical support mechanisms that GCVS provides for the voluntary sector. To support the Payroll Team Co-ordinator to manage all aspects of the GCVS payroll system and services to the sector

KEY TASKS AND RESPONSIBILITIES

  1. Service Delivery –

To deliver an accurate, effective, efficient and profitable Payroll service

  • To process a high volume of salaries accurately from source documents and other data within prescribed timescale
  • To be able to input data into computerised payroll system
  • To ensure Clients have sufficient cleared funds prior to releasing payroll BACS
  • To ensure that correct payments due to the clients’ employees, the statutory and external bodies are paid within agreed time frames
  • To be able to prioritise work load to strict deadlines
  • To manage clients’ payrolls from date of new business to year end forms
  • To produce collective monthly deductions and have them prepared for BACS each month and also send collective payroll BACS. Continuous work with the Team Co-ordinator in supporting new generated income as well as sustaining the clients we already have
  • To ensure payroll routine checklists are completed, verified and signed off
  • To deal with problems or errors and ensure any training requirements are met with the approval of the Team Co-ordinator
  • To submit RTI (Real Time Information) to HMRC per payroll ensuring it complies with HMRC regulations. Run monthly Inland Revenue (negative returns) to check any refund reclaims from HMRC are in place and recorded on correct spreadsheet
  • Ensure all projects have a compliant workplace pension in place by their individual staging date as per The Pensions Regulator compliances
  • Confirm Employers Allowance refund is being processed correctly, and those employers NIC for under 21’s is correct
  1. Working with and Engaging People -

To work effectively and co-operatively within the Payroll team and GCVS, and engage with clients and other stakeholders, to deliver a high quality client experience

  • Work successfully within the team providing the wide range of general payroll, finance and administrative duties and ensure continual development of the other payroll team colleagues
  • Ensure a culture of enthusiasm, flexibility and co-operation within the Team
  • Ensure a positive, customer care orientated, solutions-based approach to all activities
  • Provide clients with information and support to assist the proper management of their accounts (I.e. Quarterly Statement of Account etc.)
  • Participate in regular supervision, annual appraisal, staff training and development programmes
  • Adhere to GCVS’s policies and procedures, particularly those relating to Equal Opportunities and Health & Safety at Work
  1. Strategic Understanding and Knowledge –

To develop an in depth understanding and knowledge about how your role fits with and supports organisational objectives, helps meet GCVS’ needs and delivers the greatest value for GCVS and the wider Third Sector and stakeholders

  • Identify risks to the Service and clients, inform Payroll Coordinator and work alongside your team and team coordinator to put in place actions which avoid or mitigate those risks
  • Play an active part with your team in supporting the achievement of income generation targets
  • Support the Payroll Coordinator to further develop Third Sector Payroll Services in line with identified needs and opportunities
  • Take an active interest in expanding your personal knowledge of areas relating to your role as Payroll Administrator

Additional Information:

It is the nature of work at GCVS that tasks and responsibilities are in many circumstances unpredictable and varied. All employees are therefore expected to work in a flexible way when the occasion arises so those tasks which are not specifically covered in their job description are undertaken. These additional duties will normally be compatible with the regular type of work required by the post. If the additional responsibility or tasks becomes a regular or frequent part of the employee’s job it will be included in the job description in consultation with the employee.

Health and Safety

Everyone in this organisation has a responsibility to ensure their own safety and that of others. Employees must report immediately to their Line Manager/ Team Leader or Supervisor any breaches of Health & Safety procedures, any accidents or safety related incidents and any unsafe acts.

Employment conditions

The following terms and conditions are typically offered to GCVS staff on fixed term and permanent contracts, and are set out here for your information only. Terms and conditions may vary according to circumstances and this summary does not form part of any subsequent employment contract.

Annual leave entitlement: 25 days per annum and 28 days after 10 years’ service. 13.5 fixed public holidays.

Paid sickness absence entitlement during first year of service is 4 weeks at full pay and 4 weeks at half pay, based on contractual hours and calculated on a rolling basis. This entitlement increases with service.

Based primarily at GCVS, 11 Queens Crescent, Glasgow G4 9AS.

References will be sought from previous employers prior to appointment.

Probationary period:3 months with a review at 3 months. During the first 3 months the contract may be terminated with 1 weeks’ notice, thereafter it will be 4 weeks.

Pension:Contributory pension through Pension Trust

GCVS contributes 6% salary on condition the member of staff contributes at least 4%. This can be joined on completion of three months employment.

Life Assurance:2 times your salary payable on death in service.

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Flexi time:GCVS operates a flexi-time system, core hours 10.00-12.00 and 14.00-16.00. Any additional hours or evening work required will be recompensed via flexi-time.

GCVS is committed to Work-Life Balance.

GCVS –Third Sector Payroll Administrator – JD – August2016 / 1