JOB DESCRIPTION

JOB TITLE: / Payroll & Insurance Supervisor
LINE MANAGED BY: /
Financial Accountant
LINE MANAGES: / Finance and Payroll Officers
RESPONSIBLE FOR: /
Payroll, annual returns, expenses and insurance
SUMMARY OF POST:

To be responsible for providing an accurate, efficient and reliable service covering payroll, staff expenses, and otherstaff benefits for group companies. This role will be the Group lead on identification of updates and issues presented by payroll legislation and will be the first point of contact for payroll queries from group staff.

This position will also assist with the development of payroll systems including making recommendations on improvements and understanding future developments in legislation to ensure Group compliance.

DUTIES:
1 / PAYROLL AND STAFF EXPENSES
1.1 / Responsible for ensuring that the group’s payroll and expenses are accurately processed and paid in a timely manner in accordance with regulatory and internal requirements.
1.2 / Prepare monthly payroll journals to record the payroll costs onto the nominal ledgers.
1.3 / Ensure all payroll deductions are correctly paid to the appropriate bodies (HMRC, Pensions, etc) within required timescales and to liaise with HM Revenue & Customs on all staff related taxation matters, including dispensations, PAYE settlement agreements, and timely submission of returns.
1.4 / Prepare monthly reconciliations on all payroll control accounts on a timely basis.
1.5 / Provide advice and guidance to staff and Human Resources on all payroll and expenses related matters.
1.6 / Provide information to salary budget holders as required.
1.7 / To administer and liaise with all of the group’s pension scheme administrators, ensuring correct contributions are paid and timely submission of annual returns.
1.8 / Prepare all year end returns relating to payroll (P35, P11D’s etc) within required timescales.
1.9 / Ensure that staff expenses are correctly authorised and coded and processed and paid within required timescales.
1.10 / To administer Group life assurance, private healthcare, staff car loans and cycle schemes.
1.11 / To consolidate and reconcile payroll data from the payroll systems to make consolidated returns where necessary.
1.12 / Maintain up to date payroll, pension and related best practice and legislative knowledge to ensure compliance.
1.13
1.14
1.15
1.16 / To ensure that the RTI submissions are correctly compiled and submitted on time.
Ensure that the monthly Auto Enrolment process is carried out in line with legislation and within the required timescale.
To ensure that the iTrent system is kept up to date with legislation, staff and group changes.
To develop a good understanding of the iTrent system and the configuration requirements e.g. setting up and amending payroll elements, pension schemes, costings, data tables and the self service module.
2 / INSURANCE
2.1 / Responsible for overseeing the Group insurance claims process for property and liability claims.
2.2 / To administer and monitor claims to ensure that they are following the DCH agreed process to deal with insurance claims. Review and make suggestions on improvements to the claims process and administration.
2.3 / To liaise with other areas of the business to ensure that claims are being dealt with in a timely and accurate fashion and are being dealt with by the appropriate person.
2.4 / Ensure that the insurance control accounts are reconciled monthly and claims are being correctly coded.
2.5 / To proactively liaise with the Insurers and Loss Adjusters, to follow up claims.
3 / EFFECTIVENESS
3.1 / Ensure that appropriate procedures and resources in place and maintain appropriate mechanisms for checking compliance and evaluating performance.
3.2 / Ensure that all agreed personal and team objectives and performance standards are achieved. Inform the Financial Accountant of any areas of serious concern, advising on corrective measures.
3.3 / Promote customer service, continuous improvement and effective project and change management throughout the team.
4 / STAFF
4.1 / Provide personal leadership for the team and promote a group approach in all areas of responsibility and work closely with the Financial Accountant to ensure that the corporate finance department works well together ensuring high levels of financial control and customer service.
4.2 / Ensure that the financial accounting team collaborates effectively with the business finance team and other members of the corporate finance team on all accounting, compliance, planning reporting and system control matters so that the group finance department provides a seamless service to the business.
4.3 / Ensure that appropriate recruitment and retention measures are in place and that the briefing, training and appraisal of staff is carried out in accordance with group policies and procedures.
4.4 / Ensure that direct reports in the team are effective in carrying out their responsibilities and work together productively.
4.5 / Ensure that the development of staff is regularly reviewed and that opportunities are taken to provide responsibilities and changes in work content to give staff new work experience and responsibilities as part of their development.
5 / PERSONAL CONDUCT AND OTHER RESPONSIBILITIES
5.1 / Adhere to and promote the group’s values, policies, and procedures, with special attention being given to the procurement, value for money, equality & diversity, data protection and health & safety policies. In particular to use any equipment in accordance with the instructions and any training provided and wear personal protective clothing and safety equipment as directed.
5.2 / By personal example ensure that staff are polite, sensitive and professional in all of their dealings with colleagues, residents and members of the public.
5.3 / Undertake other responsibilities consistent with those set out above, by agreement with the Financial Accountant.
This job description covers the main duties and responsibilities of the post, but it is not exhaustive. The post holder is expected to undertake any other reasonable duties within their capabilities and the scope of the post. In such circumstances appropriate training will be provided.
Fundamental changes to the job description will only be made after consultation with the post holder.

PAYROL AND INSURANCE SUPERVISOR - PERSON SPECIFICATION

ATTRIBUTES / ESSENTIAL / DESIRABLE
QUALIFICATION / N/A / Qualified Chartered Institute of Payroll Professional
KNOWLEDGE AND EXPERIENCE / Experience ofpayroll systems.
Experience of dealing with external stakeholders, including making monthly and annual returns.
Experience of dealing with staff queries and providing high levels of customer service
Experience working with computerised accounting systems. / Knowledge of social housing, its regulatory environment, and housing finance.
Experience of iTrent payroll system.
Experience of SUN accounts.
Experience of Vision.
Experience of managing staff.
SKILLS / Use of Microsoft office applications in a business environment, including Excel spreadsheet ability.
Ability to present financial information clearly and concisely to non financial people.
Ability to determine priorities and delegate effectively. / Track record of providing effective leadership including staff development and motivation.
PERSONAL ATTRIBUTES / Committed to the purpose, aims and values of DCH and in particular promoting high levels of customer service.
Capable of prioritising effectively and delivering to tight deadlines.
Shows initiative and is consistently able to identify and resolve issues.
Honest, trustworthy, reliable, team player.Flexible approach to role and working hours and positive attitude to change.
Attention to detail.
Promotion of equality and diversity in the workplace.
OTHER REQUIREMENTS / Willingness and ability to travel. / Full driving licence.