Payroll Manager

Hours:                                  37.5 hours per week, all year round 
                                         Monday – Friday 08:30 hours to 16:30 hours (30 minutes unpaid for lunch)

            
Responsible to                    Head of Finance, with dotted reporting to Head of HR

Main Purpose of Job:        To be responsible for all payrolls operated by the School (currently                                                          using WCBS Payroll Plus software)

Main Responsibilities:

1. To oversee all payrolls of the School and work closely with the Payroll Assistant to ensure all staff members are paid correctly and on time and that staff receive notification of their pay via pay slips by the last working day of the month.
2. To manage the day to day responsibility and tasks of our Payroll Assistant.
3. To ensure that the payroll database holds accurate and up to date data, including pay rates, personal details, PAYE/NI and other statutory body details, pension and other payroll related details.
4. To ensure that BACS payments are properly authorised and ready for submission to staff bank accounts by the due date.
5. To work with the Head of Finance to ensure the three payrolls are fully reconciled to the Nominal Ledger payroll control accounts on a monthly and annual basis.
6. To answer queries relating to payroll when necessary from all staff members, line managers and external bodies such as HMRC, Teachers Pensions and Defined Contribution Pension Schemes.
7. To liaise with the Head of Finance and HR team members on a day to day basis.
8. To be responsible for managing and keeping the salary budgets up to date and liaising closely with the Head of Finance and Finance Office Manager to forecast salary payroll spend versus actual spend and prepare budget for future periods.
9. To maintain an efficient filing system in various locations including in the cloud, Google drives and paper archives for all payroll related subjects.
10. To report and analyse payroll data when requested by their direct line manager.
11. To keep up to date with legislation for the Working Time Directive, National Minimum Wage, and other payroll and employment legislation that  come into force.
12. To understand the Harpur Trust -v- Brazel legislation and interpret and operate the legislative and payroll requirements.
13. To ensure all starters and leavers paperwork is completed and liaise with the Recruitment and HR teams as required.
14. To send monthly and/or annual returns, to HMRC, Child Support Agency (CSA), Teachers Pensions, support staff pension provider and other relevant authorities within the set deadlines.

1. Along with the Payroll Assistant, process all timesheets, requests for pay adjustments and additions, ensuring that the timesheets and requests are properly authorised and a reason for the work is given.
2. Calculating Visiting Music staff (VMS) pay working with the Music Administrator to ensure reconciliation of hours worked to hours paid.
3. Input data for all payrolls each month to the WCBS Payroll Plus software and process data to ensure payment to staff on agreed dates.
4. Monitor receipt of all information on new staff members, including reviewing employment contract, P45/P46, salary, bank and personal details.
5. Ensure that the final payment of salary is accurate and timely when a member of staff leaves.
6. Complete all monthly and annual returns to HMRC, Pension providers, and other agencies and organisations and ensure that monthly contribution payments are processed by set deadlines.
7. Complete the Annual Return to Teachers’ Pensions and provide back up documents as proof of reconciliation, ready for independent audit.
8. At the end of each month ensure relevant payroll data for each staff member is scanned into their electronic file.
9. Providing requisite payroll information to the external auditors.
10. Create annual pay statements for staff members to coincide with the annual pay review.
11. Complete the Annual P11D return to HMRC providing back up documents as proof of reconciliation, ready for independent audit.
12. Create employee grade and pay reports as requested including Teacher pay threshold data and Support Staff pay increment data.
13. September each year, write to VMS staff members informing them of their new hourly pay rate.
14. Answer payroll queries from staff members within a timely manner and respond appropriately.
15. Calculate SSP/SMP/SPP, Student Loans, holiday pay and manual pay when necessary.
16. Carry out other tasks as required from time to time by their direct line manager.

• Promote and safeguard the welfare of children and young people for whom you are responsible, and with whom you come into contact
• Be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an  appropriate person
• Be aware of support and ensure equal opportunities for all
• Contribute to the overall ethos/work/aims of the school
• Appreciate and support the role of other professionals
• Attend and participate in relevant meetings as required
• Participate in training and other learning activities and performance  development as required   
• Assist with pupil needs as appropriate during the school day