JOB DESCRIPTION

Job Title: HR Assistant (Payroll / Systems)

Department: People Development

Location: FSHQ

Post Number:

Grade/Role: Scale 4

Special Allowances: None

Responsible to: HR Systems Officer

JOB PURPOSE

To provide administrative support on payroll and HR systems day to day activities, including inputting and collating data, running and checking reports, responding to enquiries and correspondence and managing document retention.

PRINCIPAL RESPONSIBILITIES

1 / Carry out standard payroll and pensions input and processing operations, to ensure that all salary allowances, expenses and pension changes are actioned for each pay run.
2 / Respond to routine payroll enquiries (including a dedicated e-mail account) from a variety of customers and external organisations to ensure a high level of customer care satisfaction and service delivery and working relationships with external bodies are maintained.
3 / Apply routine checks of payroll outputs against source documents to confirm accuracy and update a log of errors to be used to monitor supplier performance.
4 / Deal efficiently with all incoming payroll documents and correspondence, ensuring all changes are applied by the payroll deadline and all correspondence receives a response within the agreed timescales.
5 / Input sickness absence data as necessary and chase missing information to ensure employee records reflect all periods and reasons for absence and to enable the provision of accurate management information.
6 / Create and update HR records on HR Pro on receipt of authorised forms to ensure accurate data is held for all employees of CFRS and any supporting documentation has been captured.
7 / Assist in the extraction of information and generation of monitoring reports as required and work as part of the HR Business Support Team to ensure business priorities are met and commitments are delivered on time.
8 / Assist in the day to day monitoring of the payroll and HR system, bringing to management’s attention any threats to the systems integrity.
9 / Maintain payroll and pension records so that retention schedules and financial regulations are met.
10 / Assist in the production of organisational charts, establishment reports and retirement profiles as required, ensuring accurate manipulation of systems data.
11 / To act as the main point of contact for all FOI requests to the People and Development function; ensuring they are all logged, forwarded to the appropriate person for a response and monitoring the log to ensure all responses are within the specified timescales.
12 / Working with the ODA, design the layout of e-learning materials, for the corporate leadership programme and other similar initiatives, onto the Learn Pro system.
13 / General administrative duties such as answering phones, stationary supplies and equipment, monitoring and processing invoices, all in accordance with agreed rules and processes.
14 / Work as a team and provide support to other HR colleagues during periods of peak activity within their area e.g. recruitment initiatives.

Core Responsibilities for Cheshire Fire Service Personnel

Personal Performance

To take responsibility for personal performance (including personal fitness) and the development of personal skills to ensure the required skills, knowledge and competence to fulfil the role.

Personal Accountability

To manage the areas of responsibility attached to the post or commensurate with the role in accordance with the Authority’s Scheme of Delegation.

Core Values and Behaviours

To encourage and promote the values of Cheshire Fire Authority and comply with the required standards of conduct and so promote the Authority within the community by acting with integrity and honesty.

Equality and Diversity

To promote, adhere to and implement the Service’s Equality and Diversity Strategy/Policy and to work consistently to embed equality and diversity within the Service.

Health and Safety

To work in compliance with Service Health and Safety Policy to ensure that hazards are identified and risks assessed and controlled.

To be proactive in managing your personal health, safety and wellbeing and that of your colleagues.

Environment

To promote the Service’s Environment Policy/Strategy by implementing working practices and procedures that ensure a sustainable approach to the use of resources and that resources are disposed of in an efficient and environmentally friendly way.

To work consistently to embed environmental considerations, energy efficiency and compliance with the Environment Management System (EMS) within the Service.

N.B.

Notwithstanding the detail in this job description, in accordance with the Cheshire Fire and Rescue Service’s flexibility policy the job holder will undertake such work as may be determined by the Chief Fire Officer/Line Manager from time to time, up to or at a level consistent with the principal responsibilities of the job and in any location within the Cheshire Fire and Rescue Service.

Document Control / Date of Creation:
Version / Date / Amended by (Initials)

PERSON SPECIFICATION

Job Title: HR ASSISTANT (PAYROLL & SYSTEMS)

Criteria / Essential / Desirable
QUALIFICATIONS / Numerate and literate sufficient to meet the demands of the post / Payroll Qualification
EXPERIENCE / Experience of processing payroll in a large organisation to tight deadlines
Experience of working with payroll and HR software including inputting and extracting information, compiling data for reports, cleansing data and maintenance
Experience of providing information to managers and employees on a range of payroll issues including terms and conditions of employment
Experience of contributing to in-house processes to facilitate the smooth administration of the payroll and HR systems
Experience of producing reports by means of interrogating systems data
Experience of using computerised packages such as Word, Excel and Powerpoint in order to work effectively and deliver the objectives of the post / Experience of working in the public sector specifically the Fire and Rescue service
Experience of working with an employee contribution pension scheme
Experience of using graphic design tools and packages
SKILLS & ABILITIES / Ability to prioritise and achieve deadlines
Methodical approach to tasks with attention to detail
Ability to apply effective communication and interpersonal skills to interact with a variety of audiences
Ability to build effective working relationships and work with and through others to achieve results
Ability to solve problems and escalate when necessary
KNOWLEDGE / Knowledge of payroll and pension regulations, PAYE, NI, tax etc.
Understanding of employment legislation in areas such as Wages Act etc. / Knowledge of the Fire Services’ terms and conditions e.g. Grey, Green, Gold and White Books
An understanding of Fire and Rescue Services and the key challenges the service will face in the near future
WORKING CONDITIONS / Prepared to represent CFRS and its core values and beliefs at all times
Occasional evening and weekend work