Job title: Deputy Head of Payroll and Pensions Grade: PO 3 Role code: EBC0319 Status: Police Staff
Main purpose of the role:
Manage the staff and day to day operations of the Payroll and Pensions section for Essex and Kent Police, ensuring the accurate and timely payment of salaries and pensions in line with set timescales, providing advice, guidance and interpretation to Force employees and senior managers across a range of specialist areas, including pensions, and deputise for the Payroll and Pensions Manager in their absence in order to provide an efficient and cost effective service for both Forces.
Interpret changes to Police Regulations, Staff Conditions of Service and Government legislation and advise the Payroll and Pensions Section for Essex and Kent Police of their impact, in order to ensure that all relevant changes are effectively communicated and implemented.
Manage payroll production and the continuous payment of salaries, expenses, fees and pensions to all current and former Police Personnel of Essex and Kent Police, Independent Custody Visitors and Specials to ensure that all payments and deductions are accurate, timely and in accordance with all current legislation, guidelines and policy.
Support the Head of Payroll and Pensions in the delivery of the payroll service, providing a high level of customer service to all internal and external customers and stakeholders, including both Business centres, lead and support on ad hoc projects such as data alignment with external bodies, deputise for the Head of Payroll and Pensions as required, undertaking all urgent and priority work, including exchanging information and attending meetings with other Police Forces on payroll, pensions and expense related issues, in order to maintain the efficiency of the section and advise and guide each Force on best practice.
Monitor Payroll integrity utilising the Payroll and Pensions Team where appropriate, refer problems, malfunctions and issues directly to the SAP Development Team, oversee resolution progress and facilitate prompt completion of concerns in order to maintain and improve efficient and timely operations.
Provide quality customer service when responding to queries from internal or external customers, build strong working links with wider Essex/Kent Police departments and outside organisations, facilitate and lead regular meetings with stakeholders to discuss levels of service and planning for future events, in order to assist with the continued development of excellent relationships.
Maintain an up to date knowledge of all relevant procedural and statutory requirements, identify and facilitate applicable training for team members, and communicate all changes to appropriate stakeholders to ensure that any changes to current processes, procedures and systems are identified, recorded and implemented.
Supervise the maintenance, quality assurance and continuous improvement of all internal controls in order to provide a full verification service to meet the requirements of any internal or external audit process.
Supervise and motivate a small team, providing direction and leadership, undertaking staff appraisals, addressing welfare, capability and disciplinary issues, advising on personal development, training and coaching, in order to maximise performance from individuals, satisfy personal aspirations and ensure that staff fulfil their potential and contribute effectively to force business.
July 2014, Amended December 2018
Management Vetting required.
It is essential that the post holder is a member of the Chartered Institute of Payroll Professionals or equivalent professional body and should ideally be educated to degree level standard or similar. The post holder must have a minimum of 3 years payroll experience and be proficient in the use of payroll systems and systems administration with a detailed understanding of tax, NICs, basic employment law and pensions in relation to payments of salaries and pensions, deductions, expenses, benefits including end of year returns. Ideally, 2 years of the payroll experience will be at supervisory management level including experience of leading and managing a team, conducting staff appraisals, managing attendance and problem solving. Sound knowledge of Police Regulations, Police Staff Conditions of Service and Payroll for both Forces and Pensions legislation would be desirable. The post holder will have a sound understanding of how integrated Payroll and HR systems work and interact with other systems. Excellent in erpersonal and communication with particular emphasis on tact and diplomacy is required in order to deal with sensitive issues. This post is deemed to be a designated post. Vetting clearance is a pre-requisite of employment in designated posts and the post holder will be subject to management vetting assessment every 7 years. National security vetting clearances are reviewed every 10 years.
Analyse Critically (Level 2)
I ensure that the best available evidence from a wide range of sources is taken into account when making decisions. I think about different perspectives and motivations when reviewing information and how this may influence key points. I ask incisive questions to test out facts and assumptions, questioning and challenging the information provided when necessary. I understand when to balance decisive action with due consideration. I recognise patterns, themes and connections between several and diverse sources of information and the best available evidence. I identify when I need to take action on the basis of limited information and think about how to mitigate the risks in doing so. I challenge others to ensure that decisions are made in alignment with our mission, values and the Code of Ethics.
Collaborative (Level 2)
I manage relationships and partnerships for the long term, sharing information and building trust to find the best solutions. I help create joined-up solutions across organisational and geographical boundaries, partner organisations and those the police serve. I understand the local partnership context, helping me to use a range of tailored steps to build support. I work with our partners to decide who is best placed to take the lead on initiatives. I try to anticipate our partners' needs and take action to address these. I do not make assumptions. I check that our partners are getting what they need from the police service. I build commitment from others (including the public) to work together to deliver agreed outcomes.
Deliver, Support and Inspire (Level 2)
I give clear direction and expectations, helping others to understand how their work operates in the wider context. I identify barriers that inhibit performance in my teams and take steps to resolve these, enabling others to perform. I lead the public and / or colleagues, where appropriate, during incidents or through the provision of advice and support. I ensure the efficient use of resources to create the most value and the right impact within my areas. I keep track of changes in the external environment, anticipating both the short and long term potential implications for the Police Service. I motivate and inspire others to achieve their best.
Emotionally Aware (Level 2)
I consider the perspectives of people from a wide range of backgrounds before taking action. I adapt my style and approach according to the needs of the people I am working with, using my own behaviour to achieve the best outcome. I promote a culture that values diversity and encourages challenge. I encourage reflective practice among others and take the time to support others to understand reactions and behaviours. I take responsibility for helping to ensuring the emotional well being of those in my teams. I take the responsibility to deal with any inappropriate behaviours.
Innovative and Open-minded (Level 2)
I explore a number of different sources of information and use a variety of tools when faced with a problem and look for good practice that is not always from policing. I am able to spot opportunities or threats which may influence how I go about my job in the future by using knowledge of trends, new thinking about policing and changing demographics in the population. I am flexible in my approach, changing my plans to make sure that I have the best impact. I encourage others to be creative and take appropriate risks. I share my explorations and understanding of the wider internal and external environment.
Take Ownership (Level 2)
I proactively create a culture of ownership within my areas of work and support others to display personal responsibility. I take responsibility for making improvements to policies, processes and procedures, actively encouraging others to contribute their ideas. I am accountable for the decisions my team make and the activities within our teams. I take personal responsibility for seeing events through to a satisfactory conclusion and for correcting any problems both promptly and openly. I actively encourage and support learning within my teams and colleagues.
I take into account individual needs and requirements in all of my actions. I understand that treating everyone fairly does not mean everyone is treated the same. I always give people an equal opportunity to express their views. I communicate with everyone, making sure the most relevant message is provided to all. I value everyone's views and opinions by actively listening to understand their perspective. I make fair and objective decisions using the best available evidence. I enable everyone to have equal access to services and information, where appropriate.
I always act in line with the values of the police service and the Code of Ethics for the benefit of the public. I demonstrate courage in doing the right thing, even in challenging situations. I enhance the reputation of my organisation and the wider police service through my actions and behaviours. I challenge colleagues whose behaviour, attitude and language falls below the public's and the service's expectations. I am open and responsive to challenge about my actions and words. I declare any conflicts of interest at the earliest opportunity. I am respectful of the authority and influence my position gives me. I use resources effectively and efficiently and not for personal benefit.
Public service (accredited)
I act in the interest of the public, first and foremost. I am motivated by serving the public, ensuring that I provide the best service possible at all times. I seek to understand the needs of others to act in their best interests. I adapt to address the needs and concerns of different communities. I tailor my communication to be appropriate and respectful to my audience. I take into consideration how others want to be treated when interacting with them. I treat people respectfully regardless of the circumstances. I share credit with everyone involved in delivering services.
I ensure that my decision-making rationale is clear and considered so that it is easily understood by others. I am clear and comprehensive when communicating with others. I am open and honest about my areas for development and I strive to improve. I give an accurate representation of my actions and records. I recognise the value of feedback and act on it. I give constructive and accurate feedback. I represent the opinions of others accurately and consistently. I am consistent and truthful in my communications. I maintain confidentiality appropriately.
Customer Services (Level 4)
Able to identify and interpret more complex problems affecting customers. Suggests improvements in customer services and generates solutions on behalf of customers, taking the necessary action to deliver these solutions. Regularly provides enhanced and high level customer service. Demonstrates the ability to select information for communication to customers and improve the flow of information between the organisation and customers. Actively seeks opportunities for improving working relationships.
Finance - Payroll (Level 5)
Able to interrogate systems to produce statistical information for internal and external use, including returns to PNB and the Home Office. Able to represent the Force at court as an 'expert witness' with regard to pay and pensions payments being made or withheld. Interprets and advises on Police Regulations, and conditions of service regarding payroll and pensions provisions. Identifies and suggests areas of potential savings in terms of payroll expenditure and income generation.
Health and Safety (Level 4)
Has received Supervisor training and takes responsibility for the safety of directly subordinate staff and visitors. Understands the procedures in place for the safe storage of hazardous substances, fire precautions and evacuation. Resolves hazards or problems identified within roles or work environments. Undertakes skills passport assessments for new and existing staff. Re-assesses passport as and when new equipment /technology is introduced.Completes annual reviews of skills passports, training needs analysis.
Interviewing - General (Level 4)
Has received some training in reliable interviewing techniques and is able to apply these techniques fairly, consistently and to good effect. Identifies the key issues for examination and tests these using open and probing questions. Identifies weaknesses and inconsistencies in the account and seeks clarification. Keeps good written records of the interview for future
Knowledge of Legislation and Policy (Level 4)
Has a thorough understanding of all legislation, policy and procedure relevant to the current role. Able to apply this and offer advice to colleagues as necessary.
Management of Police Information (MOPI) (Level 4)
Full compliance with Level 3. Has successfully completed all standard relevant Information Management and Security training package(s). Accurate use of Government Security Classification (GSC). Ensures physical and digital records are stored with appropriate security relevant to the sensitivity of the documents and has working understanding of appropriate National Retention Schedules. Is able to quality assure own records management processes as well as those of any staff for whom they have supervisory responsibility. Is aware of where to seek further support in relation to Records management within force when necessary. If nominated as an Information Asset Assistant is familiar with the NPCC Information Asset Owners Handbook.
Office Technology (Level 5)
Expert in the use of one or more office software products. Is proficient in the use of these packages to significantly enhance the quality and/or presentation of work required within the role. This is likely to relate to the use of spreadsheet, database or desktop publishing packages and may include the manipulation of reports, moving data between applications, using scanning or optical storage peripherals, etc. to make the best use of information Recognises and makes the best possible use of office systems and/or understands how office systems can be used to improve the way work is undertaken.
Risk Management (Level 3)
Demonstrates an awareness of personal risk management issues, challenges or difficulties likely to affect the post holder in the execution of their duties. Able to anticipate risks likely to affect their work and knows how to communicate the likelihood and possible impacts of such events to line managers or supervisors.