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POSITION DESCRIPTION Job Title:Payroll AdministratorDepartment:FinanceCampus Location:WindermereReports To:Senior Payroll AdministratorSalary Band & Range:$54,937.20 - $64,632.00(40 hr week FTE)$51,503.63 - $60,592.50 (37.5 hr week FTE)Job Purpose:To record, process and ensure payment of salaries/wages to meet Toi Ohomai’s employment contract, audit and legal obligations. This requires being familiar with all aspects of the payroll system and collective and individual agreements that have a payroll impact, and maintaining a working knowledge of payroll related changes instigated by the IRD and other external parties.Date:July 2019Toi Ohomaitanga: how we act and behave at Toi Ohomai will be guided by our valuesOrganisational Context: 3740158509000 Toi Ohomai Institute of Technology Strategic Intent 2017 – 2020Globally education is undergoing disruptive change, driven by technology; learner expectations of employment outcomes; as well as employer & government expectations of relevance and value. Delivery models have changed more in the past 10 years than in the previous 1000 years and are expected to change even more rapidly. In this context Toi Ohomai will systematically and continuously adapt to ensure that its education models and practices are relevant; that our technology, systems and processes meets future business needs; that staff capability and culture embraces change; and our physical asset base meets future learning needs, with a specific focus on improving access to education and enabling employment opportunities throughout the Bay of Plenty.Toi Ohomai’s ability to produce the best possible outcomes for our students, communities and business through seamless connectivity with our regional stakeholders, and Iwi in particular, is critical to the social, cultural, environmental and economic wellbeing of the wider Bay of Plenty region.Toi Ohomai Institute of Technology will:We will:1.have meaningful and effective partnershipsBe a strategic education partner to Iwi, industry and the communities in the region.Recognise Iwi of the region as rights holdersWork collaboratively with other education providers.Work closely with government agencies.2.deliver tertiary education, research and technology transfer to meet the needs of the region.Ensure that we understand and meet the tertiary education needs of the region.Provide accessible and adaptable pathways for learners.Develop our discipline and research strengths to align with those of the region.Be active in technology transfer and applied research forindustry.3.be innovative and support innovationCreate an organisational culture that encourages and supports innovative practice.Develop activities that support new innovators and entrepreneurs in our region.Embrace and share new technologies and practices ineducation and industry. d.Build our capability and delivery of STEM subjects andcourses4.be learner-centredOffer a range of services to support student success prior to enrolment, during their study and beyond graduation.Tailor our educational delivery to suit the needs of the learners and to enhance their employability.Ensure our campuses, programmes, delivery and support mechanisms engage and support Maori and Pasifika students to achieve success.Create a culturally-safe environment for all learners.5.be a sustainable organisationEnsure that we are financially responsible and sustainable.Develop revenue streams appropriate to our core purpose.Maintain the highest standards of health and safety for our staff and students.Develop the capability of our staff to meet the future needs of the organisation.Minimise our negative environmental impact.Contribute to the social cohesion of our communities.Resource Management:Financial AuthoritiesStaff Authorities:Budget owner: NoDelegated Financial Authority as per Toi Ohomai’s Delegations Policy: NilNumber of Direct Reports: Nil Number of Indirect Reports: NilResponsible for contract staff, and/or coaching, training of others: NoResponsible for new employee hire: NoFunctional Relationships:INTERNALFinance TeamPeople, Engagement & Capability TeamStaffManagersLeadership teamEXTERNALInland Revenue DepartmentExternal and Internal auditorsTIASA & TEU (Unions)Payroll software provider & HelpdeskSuper Scheme providersMinistry of Justice (Department of Courts)Other Government AgenciesKey Competencies are framed by Toi Ohomai’s strategic intentThe delivery of all key competencies should align to the delivery of Toi Ohomai’s Strategic Intent and values.The following list articulates the generic key responsibilities of the role. In addition to these the employee may also be required to undertake reasonable tasks and projects beyond these responsibilities.Key Competencies:Expected Outcomes:Meaningful and effective partnershipsWorks in partnership with other payroll staff to ensure that all staff are paid accurately and on time; Support the wider finance team to meet operational requirement as required;Develop and maintain a collaborative and cohesive working relationship with the People, Engagement and Capability team;Maintains a professional and confidential first point of contact for all employees and managers regarding payroll;Engage with employees and managers as required to maintain consistent data records (e.g. leave records);A professional two-way flow of information, concerns and resolution is maintained between relevant departments;Feedback demonstrates that Employees and managers experience positive interactions and are provided with required information;Finance team is supported with additional tasks when required;A professional and confidential service is delivered to all stakeholders;All staff are paid on time and accurately.Be innovative and support innovationMaintains an up to date knowledge and understanding of payroll related legislation and any implications for Toi Ohomai; Proactively seeks to identify and implement efficiencies and opportunities for improvement in payroll processing and reporting;Takes a proactive role in testing and implementation of payroll upgrades and system imports to ensure they have the desired result and no undesirable ones;Work collaboratively with the payroll team and other parties as required to identify and resolve issues or roadblocks;The payroll team actively works with a culture of continuous improvement; The Head of Finance is informed in a timely manner of any issues that pose a risk to the payment of staff;Any updates to payroll software and system imports are tested thoroughly. Any risks are reported to the Head of Finance timely;Development of payroll reporting is ongoing to meet the changing needs of the business.Opportunities to improve the effectiveness and quality of processes and customer services are identified and appropriately actioned.Be a sustainable organisationProvides accurate and timely reporting and information to internal and external stakeholders as required, including payslips to employees;Maintains that payroll system and data to ensure that outputs are accurate, including but not limited to, leave records, contract dates and entitlements;Maintains an efficient and effective filing system for the safe and secure storage of information;Ensure records are kept of all documentation and authorisation to support payroll changes;All employees are paid accurately and on time;All payments are authorised in line with the delegations manual;All reporting required to external agencies is made by the required dates; Internal reporting is provided in a timely manner to enable business decisions;All payroll and staff records data are accurate and up to date;Reporting and outputs meet legislative requirements and internal organisational needs;Control systems and audit trails are maintained as required in an accurate and timely manner.Note:The above Key Competencies are provided as a guide only. You are expected in your role to undertake any and all reasonable and lawful instructions and / or delegated tasks given by your manager, or someone in a position authorised to give such instruction. The precise performance measures for this position should be discussed between the jobholder and manager as part of the performance development process.Person SpecificationQualificationsEssential:Desirable:Formal qualification in payroll or business field to at least National Diploma L5Experience with TechnologyOne payroll.Knowledge / ExperienceEssentialDesirableAt least 2 years’ experience at an intermediate level in payroll administrationProven and sustained use of a complex computerised payroll system to process payrolls for organisations of 500+ staff. Previous experience in understanding and implementing the payroll aspects of multiple collective and individual agreements. Up to date knowledge of employment legislation and taxation requirements. Experience in other roles in a finance team, so that a broad understanding of financial systems has been gained.Report writing skillsSkills and AttributesEssential:Desirable:Ability to prioritise and work independently as well as within a teamAbility to meet deadlinesAbility to remain calm and focussed under pressureStrengths in numeracy, accuracy and attention to detailFocus on customer serviceAccurate and proficient keyboarding skillsAbility to communicate requirements clearly and concisely to staffAbility to maintain confidentialityHighly competent in a range of computer applicationsAbility to maintain complete, tidy and accurate recordsProfessional standard of written communication for business purposesReport writing experienceChange to Job Description:544195-358140006824345-35814000From time to time it may be necessary to consider changes in the job description in response to the changing nature of our work environment; including but not limited to technological requirements or statutory changes. Such change may be initiated as necessary by the manager of this position. This Job Description may be reviewed as part of the preparation for performance planning for the annual performance cycle. ................
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