Payroll, Pensions & HR Officer

We Manage Jobs(WMJobs); Chasetown; On-site; GBP 30,000 - 40,000; Full time

Job summary

An educational organization in Chasetown is seeking a Payroll, Pensions, & HR Officer to manage payroll functions, ensure compliance, and provide HR system support. The ideal candidate should have advanced skills in payroll systems like iTrent and experience in HR processes, with effective communication skills necessary for this role. The position offers the chance to work in a collaborative environment focused on continuous improvement and professional development.

Qualifications

• Experience developing and implementing payroll, pensions & HR systems.
• Significant experience in using integrated Payroll/HR systems.
• Fluent spoken and written English is required.

Responsibilities

• Deliver a proactive and efficient HR service across the Partnership.
• Manage payroll and pension processing, ensuring compliance with legislation.
• Provide user training for HR technology systems.

Skills

Advanced PC skills

Strong grasp of IT and systems skills

Experience in integrated Payroll/HR systems

Ability to interpret complex legislation

Communication skills

Tools

Microsoft Excel

HR and Payroll systems

iTrent

Job description

Overview

Greenheart Learning Partnership is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. We therefore expect all staff and volunteers to work to and within school policies and procedures, including safeguarding, child protection and health and safety.

The post holder is subject to satisfactory references which will be requested prior to the interview, an enhanced Disclosure and Barring Service (DBS) check, medical check, evidence of qualifications, plus verification of the right to work in the UK.

At Greenheart, everyone is supported to become confident, creative and successful lifelong learners and active and informed members of their communities. Greenheart people always: Find shared solutions to problems; Try new things; Take ownership; Keep learning and learn from each other; Treat everyone fairly and kindly.

Purpose of the Post:

The Payroll, Pensions & HR Officer will deliver a proactive, effective and efficient service across the Partnership. They will be accountable for the effective management of our processes linked to payroll, pensions and HR service delivery and will work with key Academy and Partnership stakeholders across the Partnership to deliver solution focused support.

The Payroll, Pensions & HR Officer will ensure efficient and effective processing of all payroll, pensions and HR related activity within the function. The post holder will ensure the provision of a high-quality administration service, whilst complying with all statutory and legal regulations.

Relationships:

Reporting to: Head of Payroll, Pensions & HR (HoPP).

Line Management: This role has no line management responsibility.

Key responsibilities

• The Payroll, Pensions & HR Officer will support the academies and central team in providing payroll, pensions & HR system administration support, through the successful use and continual enhancement of the iTrent, Bromcom and Sharepoint, solutions to meet the needs of the business and maximise value.
• It is essential that the candidate has the ability to provide back-up cover for the Head of Payroll, Pensions & HR to pick up payroll processing and various pension scheme reconciliations to meet legislative requirements.
• They will be responsible for maintaining and continuously developing the payroll, pensions & HR system to ensure a positive and value-added user experience at all levels, to ensure that it is utilised to the best advantage for the business and improves the overall service.
• They will also be responsible for providing advice and guidance to system users, and appropriate advice to the business on the future development of the system in a payroll, pensions & HR context.
• In addition, they will facilitate in-house system administration, to be self-sufficient and flexible, whilst supporting the needs of the business.
• They will provide technical and operational advice and guidance to users on all aspects of the pension, payroll and HR related environment utilising our Help desk system (Fresh Service).
• They will also ensure that current and future business needs are reflected in the development and implementation of creative, innovative and appropriate strategies and plans.

Main Responsibilities

• To provide adequate back up cover for payroll processing and pension reconciliations in the absence of the Head of Payroll, Pensions & HR (HoPP), to ensure continuity of the payroll service.
• Support the Academies, Regional Business Leads and HoPP to implement and embed iTrent across the Partnership.
• Understand, assess and drive the future implementation of Payroll, Pensions and HR modules and system functionality across the Partnership to align to the wider business strategy people agenda.
• Maintain a close working relationship with all key stakeholders (MHR, Academies, Pension Providers, Academy staff) to ensure the Payroll, Pensions and HR systems are supported and developed in accordance with strategic requirements.
• To provide front-end support including user training and advice, monitoring data and user integrity and assisting with processing requirements as required by the HoPP.
• Co-ordinate and provide iTrent and HR technology training sessions for iTrent Employee Self- Service, People Manager and other modules as adopted using engaging methods.
• Working with the system providers to analyse the impact of monthly upgrades (service packs or new releases) including module testing and process checking to identify any issues and resolving these in a timely manner with system providers.
• Advise and guide the businesses on system functionality, queries and access.
• First line issue resolution, using the Payroll, Pensions & HR helpdesk management, before raising a case with MHR for all payroll, pension and HR issues.
• Working with MHR to ensure timely and appropriate monthly upgrade installation.
• Be the systems administrator and be responsible for user and security management – permissions and profiles, role changes for local system administrators.
• Ongoing system improvement and development with the HoPP.
• System auditing and housekeeping including task list administration.
• Organisation management – structure/departments/positions maintenance to reflect organisation change.
• Ensure scheduled and unscheduled maintenance is adequately supported/communicated and impact assessed with support from the HoPP.
• Lead on creation and maintenance of Partnership specific training and development material and delivery (including documentation, user guides, internal moves) to upskill our people on the system and its full functionality.
• Reporting – support with businesses reporting - responsible for accessing, analysing, and interpreting management information from the payroll, pensions & HR system and presenting information in a user-friendly format for discussion with the HoPP.
• Data management – provide data solutions and align data to those who require it.
• Resolve system issues by working with the relevant system provider and act as the main point of contact with MHR team – account management, service desk/calls, logging/maintaining cases on the MHR service cloud, consultancy time, requesting upgrades or service packs through MHR service cloud.
• Represent where required the businesses at MHR events (customer panels, regional user groups, MHR conferences).
• Produce annual data and reporting for external parties such as gender pay gap reporting and produce all reports required by payroll and HR for internal and external audits to ensure compliance.
• Interpret new legislation that impacts payroll, pensions & HR, build/adapt existing processes to accommodate the changes. To support the development and maintenance of a comprehensive equality monitoring system for employment processes and produce regular reports, as necessary to provide guidance and monitor practice across the Partnership and the academies, ensuring requirements are met in accordance with Partnership, statutory, audit and management needs to ensure the collection and retention of employment records.
• Assist with the maintenance of HR databases and employee management files.
• Manage contracts and other templates.
• To assist the Academy staff in the management and modification of iTrent/Bromcom (employee Record system) and aid integration direct to iTrent.
• Help build, maintain, train and deliver on the recruitment and onboarding module, utilising iTrent for all workflows and assisting Academies in all things recruitment related.
• Assist line managers with the recruitment and onboarding process at the central office.
• Any other ad hoc duties linked to the role.

Accountabilities

• Optimising the payroll, pensions & HR system to ensure accurate quality data, control, validations and outputs.
• Influencing improvements in processes to ensure efficiency and continuous improvement. Review and implement system upgrades through testing the impact of changes to ensure successful landing across all academies with the support of the HoPP.
• Assessment and implementation of new functionality when appropriate (ie talent, performance management, reporting, surveys) with the support of the HoPP.
• Support the HoPP to ensure all payroll and HR policies and processes are effectively rolled out and delivered across the partnership and its academies.

Skills and Experience

• Experience of developing and implementing payroll, pensions & HR systems, processes, and procedures.
• Experience of creating and maintaining Organisation Structures within integrated HR, Pensions & Payroll systems.
• Experience of maintaining system security profiles and passwords.
• Experience of developing and implementing system modules to meet operational requirements.
• Advanced PC skills, and strong grasp of IT and systems skills - excellence in Microsoft products such as Excel, Word, PowerPoint and Outlook.
• Experience of producing management reports, creating queries to retrieve management information and handling of large volume complex data.
• Significant experience in the use of integrated Payroll/HR systems at advanced user level.
• Experience in the interpretation of complex legislation and responding to these in respect of systems development requirements.
• A broad understanding of Local Government Conditions of Service including Schools.

Other Duties and Responsibilities

• To maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff in their development and training.
• To ensure compliance at all times with GLP policies and employment law especially those with regard to Employment, Health and Safety and Equal Opportunity, Safeguarding best practice as an integral part of all service delivery.
• To demonstrate a commitment to a systematic study of own practice and performance with a consequent programme of continuous professional and self-development in line with GLP and professional development priorities.
• To undertake such other duties as may reasonably be regarded as within the scope of the duties and responsibilities and grade of the post as defined, subject to any reasonable adjustments under the Equality Act and the proviso that normally any changes of a permanent nature shall be incorporated into the job description in specific terms
• Safe Working Practices for Adults working with Children - It is the responsibility of each employee to carry out their duties in line with Greenheart’s ethos and culture of safe working practices for Adults’ working with Children and be sensitive and caring to the needs of the disadvantaged, promoting a positive approach to a harmonious working environment. Each employee should act as an exemplar on these issues and must, where appropriate, identify and monitor training for themselves and any employees they are responsible for.
• General Data Protection Regulations - The post holder is required to comply with GDPR regulations ((EU) 2016/679) (unless and until the GDPR is no longer directly applicable in the UK) and then (ii) any successor legislation to the GDPR or the Data Protection Act 1998, including the Data Protection Act 2018). The postholder is to maintain awareness of Partnership policies and procedures in this area. Attention is specifically drawn to the need for confidentiality in handling personal data and the implications of unauthorised disclosure.
• Fluency - This post is covered by Part 7 of the Immigration Act (2016) and therefore the ability to speak fluent and spoken English is an essential requirement for this role.
• Equality and Diversity – There is a requirement for the post holder to promote the equality and diversity agenda within their own role and areas of responsibility and across the partnership.
• Health and Safety - The post holder must at all times carry out his/her responsibilities with due regard to the Partnership’s policy, organisation and arrangements for Health and Safety at Work.
• Annual Leave – The Trust holiday year runs between 1 September and 31 August. The employee is entitled to holiday under the Greenheart Central Staff holiday entitlements. The post holder is required to take holiday in periods that limit the impact to the normal running of the Trust.
• Flexibility - All staff within the Greenheart Family will be expected to accept reasonable flexibility in working arrangements and the allocation of duties to reflect the changing roles and responsibilities.

Note: The principal responsibilities and tasks as set out above are not intended to be exhaustive. The need for flexibility, accountability and teamwork is required. The post-holder is expected to carry out any other related duties that are within the employee's skills and abilities, commensurate with the post’s grade and whenever reasonably instructed.

This job description sets out the duties of the post at the time when it was drawn up. Such duties may vary from time to time without changing the general character of the duties or the level of responsibility entailed. Such variations are a common occurrence and cannot in themselves justify a reconsideration of the grading of the post.

The job description will be reviewed regularly to ensure that it relates to the role being performed and to incorporate reasonable changes that have occurred over time or are being proposed. This review will be carried out in consultation with the post-holder before any changes are implemented.