Payroll Assistant

Salary: Scale 5, SCP; 14 – 19; £28,624 - £31,067 per annum (pro rata) Main Purpose of Job: To support the Senior Payroll Officer and Payroll Officer in the delivery of the Payroll function within the Finance department of Fermanagh and Omagh District Council. Responsible for the payment of weekly wages to employees and assist with monthly payments to employees and elected members. To assist with the payment of Travel and Expenses to employees and elected members. To ensure that the council meets its obligations in relation to the payment of HMRC, NILGOSC, NICS Pension Scheme and other bodies.

Main Duties and Responsibilities: Plan, organise and undertake as necessary the administration of weekly payroll and provide cover when necessary for monthly payroll (Council employees and Councillors) to meet strict deadlines. Assist with completion of all monthly and end of year payroll and pension returns for PAYE, NILGOSC and NICS Pension Scheme within required statutory deadlines to avoid penalties or fines. Ensure accurate recovery of repayments/compensation owing. Assist the Senior Payroll Officer to create, maintain and test robust, efficient and effective contingency plans. Assist with the implementation of pay awards for all staff. Assist with developing processes and procedures to improve the efficiency of the Payroll Section. Ensure accuracy and compliance of software package and retain the ability to calculate manual payments accurately. Supervise and train all council staff on the use of the computerised mileage software for all travel claims in line with NJC conditions of service and council policy. Maintenance of the software used for payment of travel in line with council policy and procedures. Administer payment of Allowances and travel and expenses to Councillors and other members ensuring accurate reconciliations and costings. Administration and general advice on all aspects of the Local Government Pension Scheme and related matters including AVCs. Provision of individual notional superannuable pays to NILGOSC and NICS Pension scheme to allow them to produce accurate annual pension statements to scheme members. Administration and implementation of all aspects of pension membership within each pay period for Auto Enrolment as laid down by The Pensions Regulator.

Interpret and apply all statutory legislation and keep up to date with changes for all Inland Revenue matters. Provide Real Time Information data to HMRC each pay period ensuring that accurate employee data is provided regarding hours worked and income received. Maintain payroll database and ensure upkeep and accuracy to meet both statutory legislation and employee conditions of service. Define and adapt reports and pay components as considered necessary. Administer salary sacrifice schemes (including Childcare Voucher Salary Sacrifice, Give as You Earn Schemes) and other non-statutory deductions in line with council policy and procedure. Maintain and store payroll information according to current legislation, audit and security standards and Data Protection requirements. Deal with daily queries from employees, ex-employees and Members regarding salaries, allowances, travel claims and expenses and pension contributions. Ensure these are responded to within appropriate timeframes. Advise HR Department re NILGOSC and NICS Pension scheme membership, union membership, payroll and pension reference numbers, confirmation of pay rates and allowances. Also regarding statutory payments e.g. maternity payments, sick payments, jury service recoupments and unauthorised leave. Provide miscellaneous statistical and financial returns, employee accident claims, freedom of information requests and child support. Produce timely and accurate payroll reports for grant claims and Abstract of Accounts monthly and annually. Respond to all queries from external bodies including HMRC, Social Security Agency, NILGOSC, voluntary contribution organisations such as CAF and NIPSA. Assist with internal, local government and statutory audit queries regarding payroll and implement recommendations. Carry out a scrutiny role on all pay calculations and provide explanation for payroll variances. Assist with reviewing existing procedures and controls in payroll liaising with software providers on legislative changes and employer requirements.

General Comply fully with all Health and Safety at Work legislation in accordance with the Council’s Health and Safety at Work policy and all associated procedures and guidance. Comply with all the Council’s Policies and Procedures including the Employee Code of Conduct and the Employee and Councillor Working Relationship Protocol. To comply with employee responsibility in relation to all records held, created or used as part of the Council’s business. All records, paper or electronic, are public records and accessible by the general public, with limited exceptions, under the Freedom of Information Act 2000, the Environment Regulations 2004 and the Data Protection Act 1998. To work on own initiative, deal with and resolve issues using personal and professional judgment and imagination, and judge when to seek guidance. Undertake the duties of the post at all times in a manner that enhances and promotes the positive image of Fermanagh and Omagh District Council. Keep up to date with learning and development opportunities to ensure adequately equipped with the necessary skills and abilities to effectively undertake their roles within the Council. Essential Criteria:

NVQ Level IV or equivalent qualification and one years’ relevant experience* OR Two years’ relevant experience* *Relevant experience must include evidence of - a) Working in a payroll environment to include processing of salaries and/or wages b) Experience of implementing and adhering to HMRC and Pension Legislation c) Experience of operating computerised Payroll software d) Ability to cope under pressure and work to predetermined and strict deadlines e) Proficiency in the use of I.T. – including Microsoft Office Packages i.e. Word, Excel, Access, Powerpoint Access to a form of transport to meet the needs and requirements of the post