Payroll Officer

Job title: Payroll Officer
Grade: SCALE 4
Role code: EBC0459
Status: Police Staff

Main purpose of the role:

Manage and maintain payroll systems to enable the payment of Essex and Kent Police employees correctly and on time, applying the relevant force regulations, policies and legislation and supporting the delivery of a professional payroll and pensions service for both forces, providing advice and resolving less complex queries on all aspects of pay, taxation and pensions from employees at all levels of each force.

Main responsibilities:

• Interpret and apply HMRC legislation relating to tax and different classes of National Insurance; checking and applying tax forms received from employees and previous employers, amending tax codes in order to enable accurate payments to HMRC.
• Ensure that various forms of payroll data input are completed in an accurate and timely manner, including amendment of pay data and bank details.
• Calculate and apply annual salaries, allowances, redundancy payments and payments in lieu of notice, ensuring that such payments are made in accordance with police regulations, police staff conditions of service and employment legislation.
• Establish, calculate and explain absence scheme provisions, taking into account all the relevant schemes and legislation.
• Quality assure payroll data input of colleagues against source documentation, in order to ensure accuracy on all pay variations actioned by other members of the team. Analyse and investigate variances in pay, liaising with other departments and making corrections where needed.
• Provide advice and resolve queries on all aspects of pay, taxation and pensions from employees at all levels, referring more complex queries to the Senior Payroll Officer as appropriate. Respond to correspondence and information requests, supplying information as required to the Child Support Agency and authorised solicitors, in order to ensure the provision of a professional payroll and pensions service.
• Support the Force in seeking to recover overpayments by providing accurate calculations and administer repayments in line with force policy.
• Provide an administrative support service to the Payroll and Pensions section including distribution of payslips, answering telephone queries and responding appropriately, filing and stationery ordering, in order to enhance internal and external communication and maintain an effective support service.
• Assist the Pensions Officer during periods of absence or excessive workload and undertake any other reasonable duties which may be required for the role.
• January 2017

Vetting level:

Recruitment vetting

Necessary experience:

The Payroll Officer will be educated to minimum A Level standard or equivalent, or hold an appropriate professional finance qualification or have relevant previous Payroll and / or Pensions experience. Ideally they will have a previous experience of working in a public sector environment. It is essential the post holder possess a good understanding and appreciation of salaries, allowances, pensions, National Insurance and taxation.

Previous experience or the ability to rapidly become familiar with the workings of a SAP based payroll system is essential. This will be combined with a comprehensive understanding of Excel in particular relating to the extraction and manipulation of data.

The post holder will be methodical, accurate, organised, a good team player, able to work under minimal supervision, work to strict deadlines, have a good attention to detail and have a proven track record of accurate figure work. The post holder is responsible for providing a level of specialist information to all levels of internal and external customers where the need for strong communication skills is essential.

Knowledge of police regulations, staff conditions of service, police and local government pension schemes would be an advantage.

Behaviours:

Analyse critically (level 1)

I recognise the need to think critically about issues. I value the use of analysis and testing in policing. I take in information quickly and accurately. I am able to separate information and decide whether it is irrelevant or relevant and its importance. I solve problems proactively by understanding the reasons behind them, using learning from evidence and my experiences to take action. I refer to procedures and precedents as necessary before making decisions. I weigh up the pros and cons of possible actions, thinking about potential risks and using this thinking to inform our decisions. I recognise gaps and inconsistencies in information and think about the potential implications. I make decisions in alignment with our mission, values and the Code of Ethics.

Collaborative (level 1)

I work cooperatively with others to get things done, willingly giving help and support to colleagues. I am approachable, and explain things well so that I generate a common understanding. I take the time to get to know others and their perspective in order to build rapport. I treat people with respect as individuals and address their specific needs and concerns. I am open and transparent in my relationships with others. I ensure I am clear and appropriate in my communications.

Deliver, support and inspire (level 1)

I take on challenging tasks to help to improve the service continuously and support my colleagues. I understand how my work contributes to the wider police service. I understand it is part of my collective responsibility to deliver efficient services. I take personal responsibility for making sure that I am working effectively to deliver the best service, both individually and with others. I am conscientious in my approach, working hard to provide the best service and to overcome any obstacles that could prevent or hinder delivery. I support the efficient use of resources to create the most value and to deliver the right impact. I keep up to date with changes in internal and external environments. I am a role model for the behaviours I expect to see in others and I act in the best interests of the public and the police service.

Emotionally aware (level 1)

I treat others with respect, tolerance and compassion. I acknowledge and respect a range of different perspectives, values and beliefs within the remit of the law. I remain calm and think about how to best manage the situation when faced with provocation. I understand my own emotions and I know which situations might affect my ability to deal with stress and pressure. I ask for help and support when I need it. I understand the value that diversity offers. I communicate in clear and simple language so that I can be easily understood by others. I seek to understand the thoughts and concerns of others even when they are unable to express themselves clearly.

Innovative and open-minded (level 1)

I demonstrate an openness to changing ideas, perceptions and ways of working. I share suggestions with colleagues, speaking up to help improve existing working methods and practices. I constantly reflect on my own way of working and periodically review processes and procedures for continuous improvements. I adapt to change and am flexible as the need arises while encouraging others to do the same. I learn from my experiences and do not let myself be unduly influenced by preconceptions.

Take ownership (level 1)

I actively identify and respond to problems. I approach tasks with enthusiasm, focusing on public service excellence. I regularly seek feedback to understand the quality of my work and the impact of my behaviour. I recognise where I can help others and willingly take on additional tasks to support them, where appropriate. I give feedback to others that I make sure is understandable and constructive. I take responsibility for my own actions, I fulfil my promises and do what I say I will. I will admit if I have made a mistake and take action to rectify this. I demonstrate pride in representing the police service. I understand my own strengths and areas for development and take responsibility for my own learning to address gaps.

Values:

Impartiality (accredited)

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.

Integrity (accredited)

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.

Transparency (accredited)

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.

Technical skills:

Customer Services (Level 3)

Responds promptly and effectively to requests for assistance from customers, establishing and checking their service requirements.Understands the importance of completing accurate customer records and provides them with accurate and up to date information. Works well with others to improve standards of service and gathers information on customer feedback both positive and negative. Confident in face to face and telephone encounters with customers, accurately gauging needs and feelings through observation of behaviour and sensitive questioning. Is helpful and courteous at all times and remains calm, minimising potential conflict situations.

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 3)

Has a basic understanding of Health and Safety issues affecting the current role and working environment. Takes responsibility for personal safety and the safety of others. Aware of hazards and reports problems identified to line manager. Understands and minimises the physical risk of injury through the use of proper manual handling procedures.

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.