Assistant Payroll Manager

The University

At Durham University we are proud of our people.  A globally outstanding centre of educational excellence, a collegiate community of extraordinary people, a unique and historic setting – Durham is a university like no other.  Across the University we have a huge variety of roles and career opportunities, which together make us a large and successful community, which is a key hub of activity within our region and nationally.  Whether you are at the very start, middle or end of your career, there is a role for you. We believe everyone has their own unique skills to offer.  We would be thrilled if you would consider joining our thriving University.  Further information about the University can be found here

The Role and the Department

Reporting to the Payroll Manager of HROD the purpose of this role is to support the Human Resources Department in the effective delivery and management of the operational aspects of the University’s payroll function.  This role will be responsible for all activity relating to the delivery of monthly payrolls in respect of circa 6,000 employees.

Working under the Payroll Manager (People and Pay Technical), the role holder will lead and develop the department responsible for all payroll, processes, paying over 6,000 employees, workers, and students each month. They will assist with the management of the payroll administration functions of the department, ensuring the service delivers timely, accurate and compliant payments to employees and external stakeholders such as HMRC. The role holder will manage the variety of payments across several staffing groups including casual workers and those working overseas. They will also work collaboratively with stakeholders across the University to deliver a valued service that is responsive to the needs of staff.

The University operates a number of payrolls overseas.  It is the responsibility of this role to process in line with legislation changes and challenge individuals where compliance is not adhered to. 

The role has line management responsibility for one direct report, (Team Leader of the Technical Payroll team).

The post holder will also place customer service at the centre of the department activities and focus on ways of evaluating and improving standards.

Working at Durham  

A competitive salary is only one part of the many fantastic benefits you will receive if you join the University: you will also receive access to the following fantastic benefits: 

•    27 Days annual leave per year in addition to 8 public holidays and 4 customary days per year – a total of 39 days per year.  The University closes between Christmas and New Year.
•    No matter how you travel to work, we have you covered.  We have parking across campus, a cycle to work scheme which helps you to buy a bike and discount with local bus and train companies.
•    Lots of support for health and wellbeing including discounted membership for our state of the art sport and gym facilities and access to a 24-7 Employee Assistance Programme.
•    On site nursery is available and access to holiday camps for children aged 5-16 throughout the year.
•    Family friendly policies, including maternity and adoption leave, which are among the most generous in the higher education sector (and likely above and beyond many employers).
•    There is a genuine commitment to developing our colleagues professionally and personally.  There is a comprehensive range of development courses, apprenticeships and access to qualifications and routes to develop your career in the University.  All staff have dedicated annual time to concentrate on their personal development opportunities. 
•    The opportunity to take part in staff volunteering activities to make a difference in the local community
•    Discounts are available via our benefits portal including; money off at supermarkets, high street retailers, IT products such as Apple, the cinema and days out at various attractions. 
•    We offer generous pension schemes. 

 Durham University is committed to equality,  diversity and inclusion 

Our collective aim is to create an open and inclusive environment where everyone can reach their full potential and we believe our staff should reflect the diversity of the global community in which we work.  As a University equality, diversity, and inclusion (EDI) are a key part of the University’s Strategy and a central part of everything we do.  We also live by our values and our Staff Code of Conduct.  At Durham we actively work towards providing an environment where our staff and students can study, work and live in a community which is supportive and inclusive. It’s important to us that all of our colleagues are aligned to both our values and commitment to EDI.

We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities.  If you have taken time out of your career, and you feel it relevant, let us know about it in your application.  If you are a candidate with a disability, we are committed to ensuring fair treatment throughout the recruitment process. We will make adjustments to support the interview process wherever it is reasonable to do so and, where successful, reasonable adjustments will be made to support people within their role 

What you need to demonstrate when you apply/Person Specification  
  
When you apply it is important that you let us know what skills/experience you have from a similar role and/or what skills/experience you have which would make you right for this role.  Further information about the role and responsibilities is at the end of this job description.  Where a criteria has an asterisk* next to it, it may be given additional weighting when your application is considered.    
  
Your application should cover the following criteria: 

Essential Criteria

Qualifications/Experience

1.     Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics or a Post-16 qualification or equivalent experience.

2.     Experience and expertise in the development and delivery of administrative services.

3.     Experience of providing advice and guidance to a range of customers and colleagues.   

4.     Experience of implementing policies and procedures. 

5.     Experience of supervising/managing a team and/or a line management qualification.

Skills/Abilities/Knowledge

6.     Excellent spoken and written communication skills including the ability to develop effective working relationships, both internally and externally.

7.     Strong digital competence across a range of digital devices and apps including digital communication tools, Microsoft 365 applications, business systems.

8.     Committed to continuing professional development.

9.     Ability to plan and organise activities involving the service.

10.  Ability to solve problems and decide on and plan appropriate solutions.

11.  Ability to participate in networks to share and discuss good practice and exchange information.

12. Knowledge of PAYE and regulations.

13. Experience and understanding of payroll related compliance

14. Strong analytical skills and the ability to solve problems.

15. To be a team player, good communicator, work well under pressure and to tight deadlines 

16. Submit payments and returns to HMRC and other statistical returns.

17. Assist with internal and external audits.

Desirable Criteria

 1.      The candidate would ideally have knowledge of Oracle Fusion or a similar cloud-based Payroll system

 2.      Experience of working in an organisation that has multiple contract types and both hourly paid and salaried staff.

 3.      Holds a CIPP qualification (or equivalent) and able to demonstrate continuing professional development required to maintain professional recognition within a payroll arena.  

How to apply

To progress to the assessment stage, candidates must evidence each of the essential criteria required for the role in the person specification above.  Where there are desirable criteria we would also urge you to provide any relevant evidence.  Please don’t forget to check if there is any weighted criteria (see above).

While some criteria will be considered at the shortlisting stage, other criteria may be considered later in the assessment process, such as questions at interview.  

Submitting your application 

We prefer to receive applications online.  We will update you about your application at various points during the process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails 
 
What you are required to submit:
•    A CV 
•    A covering letter  or statement which shows examples of how you meet all of the criteria within the Person Specification  

Contact details 
If you would like to have a chat or ask any questions about the role, Samantha Gunn (Senior Payroll Manager) would be happy to speak to you.

Further information about the role

·     This role will report to the Payroll Manager (People and Pay Technical) and will work closely with the Senior Manager for People and Pay Services and with colleagues from the Finance.

·     The successful role holder will line manage the Team Leader who assist in deliver the technical element of the payroll function. They will also required to establish a positive and working relationship with the Senior Manager of People and Pay Services who provides a business support function across the University.

·        Provide professional subject expertise.

·        To ensure all payments and returns to regulatory bodies and pension scheme providers are accurate, complete, and timely.

·        Manage and develop service and infrastructure across one or more teams.

·        To communicate regulatory and other changes to staff, where necessary liaising with HR and other areas of the University

·        For their direct report, provide feedback on team and individual performance and identify development needs, conducting regular staff ADR and performance reviews.

·        Be involved in the recruitment, induction, training, and development of new team members to the wider Payroll team.

·        Liaise and engage with key stakeholders and internal and external contractors to influence opinion, delivery and reputation of services.

·        Promote and develop a deep understanding of organisational policy and external developments.

·        Delegate and coordinate work for the Payroll team to ensure continuity of service provision.

·        Reporting to the Payroll Manager, ensure all activities, processes and transactions are accounted for accurately and promptly to meet regulatory and professional service and policy standards.

Typical Role Requirements  

Service Delivery

·         Show a commitment to equality, diversity and inclusion and the University’s values.

·         Ensure that any procedures and expectations that apply throughout the University are reflected in all aspects of the service provided by the team and adapt ways of working where this is not evident.

·         Provide specialist advice and resolve problems relating to the services you are responsible for, including technical payroll queries.

·         Use your experience and problem-solving skills to investigate and resolve issues relevant to your role and make recommendations based on your findings.

·         Manage, maintain and monitor designated systems to ensure safety, security and compliance.

·         Provide the best possible service to staff and other relevant stakeholders by reviewing and making suggestions to improve the service.

·         Collect and record data and information accurately and provide reports to senior colleagues.

·         Implement any changes or processes to ensure the accuracy and integrity of data and information.

Planning and Organisation

·         Plan and organise operational activities carried out by the Technical Payroll Team which you are responsible for.

·         Manage budgets and expenditure including buying (and returning) goods and services and provide related advice and guidance to other staff.

Team Development

·         Supervise team members and any other people/resources that are assigned to you and provide an initial response to any related HR issues.

·         Explain systems and procedures to induct new starters into the team and provide specialist advice and guidance including any training.

·         Contribute to performance review processes by providing feedback on individual and team objectives and expectations and considering any development needs.

Provide full line management for the Payroll Team Leader.

Communication/Liaison

·         Develop and improve services by taking part in meetings, working groups and committees.

·         Create good working relationships, including internal and external networks which allow you to increase your knowledge and skills, while swapping information with peers.

·         Build relationships with contractors and third-party suppliers to share good practice, exchange information and work together on joint initiatives.

·         Any other reasonable duties.

Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement Privacy Notices – Durham University  which provides information on the collation, storing and use of data.  

When appointing to this role the University must ensure that it meets any applicable immigration requirements, including salary thresholds which are applicable to some visas.