- Job title: Payroll and Personnel Administration Officer
- Job location: New Anstey House, Gate Way Drive, Yeadon, Leeds, LS19 7XY
- Department: Finance and Personnel
- Responsible to: Finance and Personnel Manager
- Grade: Officer 2
- Hours of work: 20 hours a week within normal office hours. 8.00am-6.00pm (working 4 days a week) - Epilepsy Action operates a flex time scheme for all staff
- Holiday entitlement: 25 days a year pro rata
- Other benefits: Optional contributory pension plan. 2 x salary death in service benefit
- Other terms and conditions: These are set out in Epilepsy Action's Terms and Conditions of employment
- Salary (2018): £23,842 pro rata (£13,821)
Purpose of job
To provide full administrative support to the Association across the range of personnel functions, specifically with regards to all aspects of payroll.
Scope of activities
Epilepsy Action is the leading UK charity working to improve the lives of people living with epilepsy. The Association employs more than 70 people across seven departments. The personnel administration officer works under the direction of the Finance and Personnel Manager to support the administration of the wide range of personnel functions across the Association.
Principal duties and responsibilities
These include the following:
Prepare and process the monthly payroll:
- Prepare monthly payroll for authorisation by Finance and Personnel Manager and Deputy Chief Executive.
- Produce audit trail reports.
- Applying relevant payroll legislation (SSP, SMP, SPP, P45 /P46).
- Administration of the Associations auto enrolment and salary sacrifice pension schemes.
- Update records and systems in line with changes in relevant legislation.
- Submit RTI information to relevant authority.
- Provide accurate data to ensure monthly PAYE, NIC and other benefit payments are made on time.
- Update pension records monthly to ensure payments are made.
- Maintain tax records and produce year-end data. (P60, P11d).
Provide administrative support in personnel matters:
- Maintaining all personnel records and information in the strictest confidence and in accordance with the General Data Protection Regulation (GDPR).
- Check information on staff attendance, notifying and monitoring of Sickness Absence Review and keeping records on staff probationary periods.
- Update personnel information into the SAGE software.
- Collating personnel statistics and reporting on these, for example attendance, staff turnover and annual holidays.
- Dealing with basic enquiries from staff about personnel issues, for example staff holidays, flex time.
- Provide administrative support in personnel matters for line managers and department managers, including signposting to appropriate policies.
- Administer training and development plans for the Association’s staff.
- Maintain the Association’s organisational charts.
Administer the Association's personnel plans, policies and staff benefits:
- Updating the Association’s personnel policies and procedures from information received from Deputy Chief Executive as and when required.
- Provide basic information and answers to employees in relation to the Association’s personnel plans and policies.
- Reviewing the Association’s portfolio of employee benefits as directed including researching the market for new suppliers.
- Administering the Association’s portfolio of employee benefits, including pensions, death in service benefit and employee assistance programme.
Provide administrative support to the recruitment process:
- Liaise with recruitment companies and agencies to place adverts.
- Provide administrative support to managers by providing timescales, short listing and interview packs.
- Liaise with candidates including issuing recruitment packs, keeping records of applications, arranging interviews and issuing offer and regret letters.
- Request references and ensure terms and conditions are sent with all relevant forms for completion.
- Arrange induction meetings for new staff as advised by recruiting line manager.
- Administer equal opportunities monitoring in the recruitment process.
- Provide induction for new employees on personnel matters.
- Act as an ambassador for Epilepsy Action by representing the Association at external events as necessary.
- Consistently upholding the standards of the organisation by both word and example.
- Ensure all work meets the Association’s quality standards.
- Ensure all aspects of work comply with health and safety, equal opportunities and other legislation and established Epilepsy Action procedures.
- Ensure all work is accessible and that the charity’s commitment to diversity and equal opportunities is planned into all work in a relevant and effective manner.
- Any other duties reasonably required which may from time to time fall within the scope and responsibility of the post.
Epilepsy knowledge and advice and information provision. Level A (see Policies and Procedures for more detail)
- Expected to have or gain a basic understanding of epilepsy.
- If approached by anyone requiring advice or information about the condition the post holder should not provide advice or information but they should signpost that person to the association’s Advice and Information Services.
- Expected to have or gain a wide understanding of the association’s services and strategic aims.
Experience and Qualifications
- At least 12 months’ experience working in a similar personnel administrative support role or evidence that demonstrates a capability to undertake this type of work.
- Up to date knowledge of current payroll legislation.
- A demonstrable understanding of pension auto enrolment and salary sacrifice administration.
- Educated to at least A level or experience that demonstrates an equivalent knowledge and ability.
- Formal personnel training and/or qualification.
Skills and abilities
- Demonstrable evidence of an ability to use SAGE payroll software package for the preparation and payment of BACs salaries, maintaining individual payroll records and submission of statutory information.
- Evidence of an ability to use spreadsheet software packages for creating and modifying simple spreadsheets and producing simple statistical reports.
- Demonstrable evidence of a high level of personal discretion and integrity and the ability to maintain confidentiality.
- Negotiation skills and the ability to handle the requirements of different teams positively and efficiently.
- Ability to work without close supervision and within a team.
- Ability to function well under pressure and work to deadlines.
- A demonstrable understanding of and a commitment to Equal Opportunities including the needs of different social, cultural and disability groups.
- Evidence of a high level of personal discretion and integrity and the ability to maintain confidentiality.