JOB SPECIFICATION
Job title:
Payroll Administrator
Company:
Mears
Mears Group Plc
Line Report:
Senior Payroll Clerk
Direct Reports:
None
Location:
Gloucester
DATE: August 2014
JOB PURPOSE
The payroll administrator will be expected to ensure the accurate processing of wages, salaries and
other forms of compensation across their allocated payroll sites. They will be responsible for
maintaining close liaison with the key branches on their allocated payroll sites and ensuring that
queries are answered on a timely basis.
PRINCIPAL ACCOUNTABILITIES
To ensure the smooth payment of all employees and relevant deductions via efficient and effective
payroll processing of a weekly and monthly payroll.
To liaise with branch administrators to ensure accurate payments to employees and to resolve any
queries that may arise on a timely basis.
To answer any queries raised by employees and deal with any correspondence from statutory bodies
on a timely basis.
To have a good working knowledge of all areas of payroll.
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DIMENSIONS
The primary reporting line is to the Senior Payroll Clerk; however the role will involve working closely
with other members of the finance team.
The post holder is required to follow Mears strategies and procedures, ensuring the satisfaction of the
employees at all times, and ensuring that open and consistent lines of communication are maintained
with branches.
The role is based in the Gloucester finance office, however on occasions the post holder may be
required to travel to other Mears Group branches.
FINANCIAL RESPONSIBILITY
The role includes certain responsibilities for the accurate preparation of BACS and cheque payments
to employees. The role is not a budget holding position.
COMMUNICATIONS
The post holder will liaise with all levels of management and employees throughout the business to
achieve the principal accountabilities noted above. The post holder will be required to communicate
with Mears branch managers and administrators as well as to individual employees to resolve any
issues with wages or salaries as they arise.
The job will involve communication with and provision of information to external and internal auditors.
KEY TASKS
General:
To ensure specific tasks are processed according to Senior Payroll Clerk’s instructions and
direction
Payroll Runs:
- Ensure that all amendments are either picked up via the HR system or posted directly to the
payroll system prior to the payroll deadline;
- Inform relevant branch of any known missing data and ensure that this data is received and
entered prior to the payroll deadline;
- Review the errors, exceptions and elements reports and reconcile to final payroll;
- Ensure that the BACS report, payroll summary and final analysis are reconciled and authorised;
- Where a supplementary run is undertaken, ensure that there is a clear audit trail from the first
run to the last run;
- Ensure that the payroll information is ready to be transmitted to the BACS system 4 days
before the relevant pay date and the funds transferred to employees` bank accounts by pay
date or previous Friday if pay date is a week end or bank holiday;
- Inform relevant person where cheques are required because no bank details were available;
and ensure that these bank details are supplied prior to the next pay run;
- Print pay slips ensure these are sent for delivery by the relevant payday.
Holidays, Sickness and Other Absences:
Ensure that the payroll is adjusted for any unpaid leave, maternity leave or other statutory pay and
calculate that pay accurately.
Provision of excellent customer service:
- Provide timely and accurate response to correspondence and calls from employees and other
parties, and resolve any queries or issues identified promptly;
- Highlight any recurring issues so that they can be raised with the relevant branch.
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Self Development
- Take responsibility for ongoing professional self development;
- Participate in any internal/external training courses as required;
- Know, understand and work to the key performance indicators and standards of performance;
- Ensure effective lines of communication are maintained at all levels;
- Facilitate effective team-working by actively promoting harmonious relationships for the benefit
of continuously improving team performance;
- Contribute to the identification of opportunities for performance improvement for the
department.
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Corporate and Social responsibility (CSR)
Mears Group invests significantly in CSR. The post holder will be expected to support such activity
within the branch in support of group policy.
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Ad hoc tasks
- Keep up-to-date with all payroll matters to ensure that the service provided continues to be
accurate and within UK law.
- Validate P45s from joiners and enter on payroll system to allow accurate electronic transfer to
HMRC.
- Create P45s for leavers and distribute accordingly.
- Keep up-to-date with all payroll matters to ensure that the service provided continues to be
accurate and within UK law.
The above are the principal tasks for the post of Payroll Administrator; however the post holder will
undertake any other duties as required by the company from time to time to comply with the
operational demands of the company. If these duties are of a greater level of responsibility or skill
that those required in the post, then full training and appropriate supervision will be provided.
PERSON SPECIFICATION
Essential
Minimum of 2 years experience of payroll administration required, with both weekly
and monthly payrolls.
Knowledge of payroll processes and procedures.
Ability to work in a confidential environment.
Ability to communicate at all levels with people from varying backgrounds both orally
and in writing.
IT Skills – Confident user of Microsoft packages, including word and excel.
Flexibility with hours and peak periods of work is essential, adapting according to the
operational demands of the company.
Desirable
Customer Service Skills – experience working with and providing a service to internal
and external customers; strong verbal communications skills; ability to work to tight
deadlines to meet branch requirements; a proactive approach to resolving employee
and branch problems and queries.
Experience of Pyramid HR and Snowdrop.
IPPM qualification.
Good awareness of Health and Safety.
Competencies
Strong knowledge of IT systems.
Flexible and adaptable in approach to work with the ability to multi-task, and to work
to deadlines.
Highly organised with the ability to prioritise.
Meticulous and accurate, paying excellent attention to detail.
Forward planning.
Decision making skills.
Problem solving.
Able to readily identify problem areas.
Good communicator and personable.
Able to work as part of a team.
Able to build working relationships with management and administrative staff at other
branches of Mears.