Payroll Manager

Reporting Relationship

The post holder will report to the Business Manager, Payroll Operations, National Payroll, FSS, National Finance Division

Purpose of the Post

The Grade VII, Payroll Manager will have operational, managerial and budgetary responsibility for the Payroll Department in the assigned location. The post holder will be responsible for ensuring the effective and controlled delivery of payroll and managing the Payroll team associated with the role.

Principal Duties and Responsibilities

·        Management of the overall responsibility for the effective delivery of efficient, timely payroll services including project work. i.e. SAP & Resource link.

·        Management of payroll activities in line with HSE National Financial Regulations, statutory regulations, audit recommendations, payment schedules, employment law i.e. Payment of Wages Act and Department of Health (DOH) /DPER & HR circulars.

·        Liaise with locations to maintain good communication channels between the various stakeholders. e.g. HPSA, CERS, HR, ICT, Payroll Provider, Revenue, DEASP, National Payroll, Business Support Unit (BSU), Local CHO Areas and Hospital Groups etc, should problems / issues arise with the payroll system/process in order to minimize disruption to processing of payroll.

·        Provide strong leadership and support to staff in the operation of services/projects.

·        Maintain a high performing team on an ongoing basis.

·        Maintain best practice processes, controls and procedures to ensure the efficient and effective operation of the Payroll function.

·        Ensure that payments are made only to fully appointed / certified staff.

·        Supervise daily payroll transactions / production for staff and pensioners.

·        Ensure that there is the required division of responsibilities within the office, plan resources to meet customer needs and to approve and monitor day to day control procedures.

·        Provision of monthly statistics, whole time equivalent (WTE), absenteeism and headcount with quarterly commentary on business issues.

·        Control the financial expenditure of the department.

·        Assist National Payroll Management with development of payroll projects plans including; detailed work plans for system implementation and also to ensure prompt and appropriate responses to queries / issues from National FSS NFD and undertake project work as required.

·        Management of the Salary Overpayment Register, process monthly returns to National Payroll while adhering to NFR04.

·        Provision of details, information and certification on Parliamentary Questions, Freedom of Information Requests, Loss of Earnings and other ad hoc queries.

·        Management of queries in relation to internal / external audits i.e. Internal Audit / Controller and Auditor General, Revenue Commissioners and ensure that subsequent recommendations are implemented.

·        Implementation of Workplace Relations Commission recommendations and court Orders, as applicable.

·        Be a member of FSS NFD National Payroll Working Group.

·        Involved with change management within the section when appropriate and especially for any project work.

·        Continually enhance customer relationships.

·        Regular review of staff resources and provide documentation for filling of vacancies in a timely manner.

·        Maintain confidentiality and a high level of professionalism at all times.

·        Represent Payroll Services or National Payroll in project related matters, as required.

·        Any other duties appropriate to Payroll/Payroll Projects that may be assigned by the Head of Payroll, National Payroll FSS NFD or Business Support Unit, FSS NFD Finance.

Administration

·        Contribute to the development of service plans for own area of responsibility and implement service plan objectives within own area

·        Ensure the efficient management and administration of area of responsibility

·        Execute assignments in accordance with agreed plans, budgets and deadlines

·        Ensure deadlines are met and that service levels are maintained

·        Prepare regular reports on the progress of work against the operational plan

·        Provide accurate information to management in a timely manner, ensuring that administrative and financial records are readily available

·        Inform management of ideas / solutions to maximise effective use of resources / improve service delivery

·        Advise, promote and participate in the implementation of innovations in service delivery

·        Participate in and lead project working groups, represent the HSE on committees as required

·        Build and maintain relationships with key stakeholders to gather support for new initiatives

·        Make decisions and solve problems in a timely manner and inform others of decisions that have implications for them, making sure team knows how to action them

·        Gather information from a variety of sources to ensure decisions are in line local and national agreements

·        Ensure regular two-way communication happens between line management and senior management

·        Provide administrative support for meetings and attend as required

·        Maximise the use of technology to advance the quality and efficiency of service provision

Customer Service

·        Promote and maintain a customer focused environment by ensuring service users are treated with dignity and respect

·        Seek feedback from service users / customers to evaluate service and implement change

Human Resources / Supervision of Staff

·        Supervise and enable other team members to carry out their responsibilities, ensuring appropriate delegation of responsibility and authority

·        Review the conduct and completion of assignments of staff in accordance with the operational plan and expected quality standards

·        Keep in touch with workloads of staff members to gauge levels of wellbeing and morale in the team

·        Manage the performance of staff, dealing with underperformance in a timely and constructive manner

·        Conduct regular staff meetings to keep staff informed and to hear views

·        Create and promote a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships with other teams and disciplines

·        Solve problems and ensure decisions are in line with local and national agreements

·        Identify and agree training and development needs of team and design plan to meet needs

·        Pursue and promote continuous professional development in order to develop leadership and management expertise and professional knowledge.

Service Delivery and Service Improvement

·        Promote and participate in the implementation and management of change

·        Proactively identify inequities / inefficiencies in service administration and implement solutions to improve service delivery, in line with legislation and benchmarking against best practice structures

·        Maintain a good understanding of internal and external factors that can affect service delivery including awareness of local and national issues that impact on own area of work

·        Embrace change and adapt local work practices accordingly by finding practical ways to make policies work, ensuring team knows how to action changes

·        Encourage and support staff through change processes

Standards, Regulations, Policies, Procedures & Legislation

·        Contribute to the development of policies and procedures and ensure consistent adherence to procedures and current standards within area of responsibility

·        Effectively discharge the day to day operations, including compliance with HSE Financial regulations and all HSE policies and procedures

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

·        Adequately identifies, assesses, manages and monitors risk within their area of responsibility.

·        Engage in the HSE performance achievement process in conjunction with your Line Manager and staff as appropriate.

·        Maintain own knowledge of relevant regulations and legislation e.g. HSE Financial Regulations, Health & Safety legislation, Employment legislation, FOI Acts, GDPR

·        Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards and other standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards

·        Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service

The above Job Specification 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 them from time to time and to contribute to the development of the post while in office.

Eligibility Criteria

Qualifications and/ or experience

This role is being advertised to open competition as it was unable to fill from a recent confined campaign

Candidates must have at the latest date of application: -

·        Experience in a Payroll Department and managing the delivery of Payroll Services and/or related Finance Services to include:

o   Supervising / managing a high volume transaction processing area, working to deadlines.

o   Experience of payroll software i.e.  SAP or  ResourceLink

o   Experience in dealing with Employment Legislation, Audits, Financial Regulations and Compliance issues

o   Experience of assisting, supporting the delivery of work within a project using established project management processes, methods and tools.

·        Significant experience of supervising and managing team members including workloads.

·        Experience of managing and working collaboratively cross functionally with multiple internal and external stakeholders.

·        Experience of implementing change.

·        Have 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.

Other requirements specific to the post

•        Access to appropriate transport to fulfil the requirements of the role.

•        A flexible approach to working hours is required in order to ensure deadlines are met.

Skills, competencies and/or knowledge

Professional Knowledge & Experience

·        Demonstrates knowledge and experience relevant to the role as per the duties & responsibilities, eligibility criteria and post specific requirements of the role

·        Maximises the use of ICT, demonstrating excellent computer skills particularly Microsoft Office, Outlook etc.

·        Demonstrates the ability to work in line with relevant policies and procedures

·        Demonstrates commitment to developing own professional knowledge and expertise

·        Demonstrates knowledge of the HSE and in particular the FSD Payroll Function both regionally and nationally and associated functions.

·        Demonstrate an extensive knowledge of relevant Payroll systems, .i.e. SAP, Core, ResourceLink

·        Demonstrates knowledge of statutory regulations, legislation, policies and procedures in relation to the Payroll Function.

·        Significant experience of managing people.

·        Excellent IT skills are essential, particularly in Microsoft Office (Word, Excel, Outlook and Powerpoint)

Planning and Managing Resources

·        Demonstrates the ability to effectively plan and manage resources, effectively handle multiple projects concurrently, structuring and organising own workload and that of others effectively

·        Demonstrates responsibility and accountability for the timely delivery of agreed objectives

·        Challenges processes to improve efficiencies where appropriate, is committed to attaining value for money

Commitment to a Quality Service

·        Demonstrates evidence of practicing and promoting a strong focus on delivering high quality customer service for internal and external customers and an awareness and appreciation of the service user

·        Ensures attention to detail and a consistent adherence to procedures and standards within area of responsibility

·        Embraces and promotes the change agenda, supporting others through change

·        Demonstrates flexibility and initiative during challenging times and an ability to persevere despite setbacks

Evaluating Information, Problem Solving & Decision Making

·        Demonstrates numeracy skills, an ability to analyse and evaluate information, considering a range of critical and complex factors in making effective decisions.

·        Recognises when it is appropriate to refer decisions to a higher level of management

·        Demonstrates initiative in the resolution of complex issues / problem solving and proactively develop new proposals and recommend solutions

·        Ability to confidently explain the rationale behind decisions when faced with opposition

Team Working

·        The ability to work both independently and collaboratively within a dynamic team and multi stakeholder environment

·        Demonstrates an ability to work as part of the team in establishing a shared sense of purpose and unity across a number of teams delivering on different projects

·        Demonstrates leadership; creating team spirit; leading by example, coaching and supporting individuals to facilitate high performance and staff development

·        Demonstrates a commitment to promoting a culture of involvement and consultation within the team, welcoming contributions from others

Communications & Interpersonal Skills

·        Demonstrates excellent communication and interpersonal skills including the ability to present complex information in a clear, concise and confident manner (written & verbal). Strong presentation skills

·        Demonstrates the ability to influence people and events and the ability to build and maintain relationships with a variety of stakeholders, working collaboratively within a multi stakeholder environment.

·        Demonstrates commitment to regular two-way communication across functions and levels, ensuring that messages are clearly understood

Campaign Specific Selection Process

Ranking/Shortlisting / Interview

A ranking and or shortlisting exercise may be carried out on the basis of information supplied in your application form. The criteria for ranking and or shortlisting are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification. Therefore it is very important that you think about your experience in light of those requirements.

Failure to include information regarding these requirements may result in you not being called forward to the next stage of the selection process.

Those successful at the ranking stage of this process (where applied) will be placed on an order of merit and will be called to interview in ‘bands’ depending on the service needs of the organisation.

Diversity, Equality and Inclusion

The HSE is an equal opportunities employer.

Employees of the HSE bring a range of skills, talents, diverse thinking and experience to the organisation. The HSE believes passionately that employing a diverse workforce is central to its success – we aim to develop the workforce of the HSE so that it reflects the diversity of HSE service users and to strengthen it through accommodating and valuing different perspectives. Ultimately this will result in improved service user and employee experience. 

The HSE is committed to creating a positive working environment whereby all employees inclusive of age, civil status, disability, ethnicity and race, family status, gender, membership of the Traveller community, religion and sexual orientation are respected, valued and can reach their full potential. The HSE aims to achieve this through development of an organisational culture where injustice, bias and discrimination are not tolerated.

The HSE welcomes people with diverse backgrounds and offers a range of supports and resources to staff, such as those who require a reasonable accommodation at work because of a disability or long term health condition.

Code of Practice

The Health Service Executive will run this campaign in compliance with the Code of Practice prepared by the Commission for Public Service Appointments (CPSA).

The CPSA is responsible for establishing the principles that should be followed when making an appointment. These are set out in the CPSA Code of Practice. The Code outlines the standards that should be adhered to at each stage of the selection process and sets out the review and appeal mechanisms open to candidates should they be unhappy with a selection process.

The reform programme outlined for the Health Services may impact on this role and as structures change the Job Specification may be reviewed.

This Job Specification is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive nor restrictive and is subject to periodic review with the employee concerned.

Tenure

The current vacancy available is permanent and whole time.

The posts are pensionable. A panel may be created from which permanent and specified purpose vacancies of full or part time duration may be filled. The tenure of these posts will be indicated at “expression of interest” stage.

Appointment as an employee of the Health Service Executive is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointments) Act 2004 and Public Service Management (Recruitment and Appointments) Amendment Act 2013.

Remuneration

The Salary scale for the post is: (01/10/2023)

€ 55,849 57,213 58,807 60,407 62,012 63,446 64,906 66,326 67,737 70,165 72,602 LSIs

New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment, in respect of previous experience in the Civil Service, Local Authorities, Health Service and other Public Service Bodies and Statutory Agencies.

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).