Finance Support Administrator

4 days ago

Aberdeen, United Kingdom The James Hutton Institute Full time

Main purpose of job

We are seeking an experienced Finance Support Administrator (0.6 FTE) to oversee the accurate and timely production of the payrolls across The James Hutton Group. The successful individual will ensure that all staff (c. 500) are correctly paid and that the relevant payroll deductions, such as PAYE, National Insurance and pension contributions are accurately accounted for and reported.  You will be fully supported by the Finance Support Team Leader and the Financial Accountant. 

Knowledge of payroll systems and payroll handling is essential in this role although training and support will be available to an individual looking to develop their skills and knowledge further.  An understanding of the relevant HMRC guidance, employment and tax legislation (including PAYE, NI, SMP and SSP etc.) is required.  Attention to detail and an inquisitive outlook is also key in this position along with the ability to work with a range of colleagues across the Institute.  The role will have a focus on improving processes and seeking out efficiencies both within the Finance Department and for the wider organization – especially with the introduction of a new finance system planned during the next 18 months.

As part of the finance support team, you will also get involved in covering for colleagues with involvement in the sales, purchase and treasury functions.  Assistance to achieve professional qualifications will be considered along with the option of hybrid working and/or flexible working.  This role offers a great work life balance as well as the opportunity to be involved in this unique and ground-breaking organisation.

Main duties of post holder

  • Oversee the payroll process for the James Hutton Group.
  • Deliver an efficient and timely payroll service, ensuring that all staff are paid accurately and on a timely basis.
  • Ensure relevant payroll amendments, adjustments and deductions are correctly and accurately recorded.
  • Liaise with the HR team to ensure starters, leavers and other standing data amendments are correctly processed.
  • Ensure BACS payment data is available within the monthly deadline
  • Manage the production of pay slips and other relevant pay forms such as P60s, P45s, etc. as required.
  • Complete relevant online returns for HMRC - monthly/annual statutory returns (FPS/EPS).
  • Ensure that payrolls are compliant with current relevant legislation (e.g. PAYE, Pension, Employment, Maternity etc.)
  • Ensure enrolment and payments to the relevant Hutton pension schemes take place in line with contractual and scheme requirements.
  • Manage global payroll changes that arise as a result of annual pay awards or other significant changes, such as pensions legislation for auto-enrolment.
  • Manage and resolve payroll queries and provide advice and guidance as required to the HR team and staff members.
  • Follow internal policies and procedures and help in the further development of Group policies and procedures as relevant.
  • To act as the main point of contact for the existing payroll software provider and coordinate any payroll software specific issues for the Group.
  • Administer monthly changes and orders for the Childcare voucher scheme.
  • Create 3rd party payments and distribution of schedules to relevant bodies (by e-mail, website etc), including HMRC, AEGON, NEST, Unions, GAYE etc.
  • Reconciliation of payroll totals to control accounts in the finance system and other general ledger reconciliations as required.
  • Support Finance team members with the wider tasks of the Finance Team or with the Institute more widely.
  • Identify efficiencies and work with colleagues to support changes that will achieve these
  • Complete ad-hoc duties as required by the Finance Support Team Leader

Person Specification

Essential

  • Good secondary school qualifications (or equivalent) in Maths / Accountancy and English
  • Experience working in a payroll role for an organisation with a significant staff roster (100+)
  • Knowledge of relevant HMRC guidance, employment and tax legislation (including PAYE, NI, SMP and SSP etc.).
  • Knowledge of pension legislation and Auto Enrolment
  • Knowledge of payroll systems
  • Experience of a complex finance function
  • Ability to foster a positive and collaborative environment with a focus on process improvement
  • Effective written and verbal communication to colleagues
  • Ability to organize your own work effectively, prioritizing competing workloads and working to tight timescales
  • Can work effectively across all parts of Hutton and with external stakeholders
  • Inquisitive and curious
  • Creative, proactive, flexible and able to work to agreed deadlines
  • Experience working in a payroll position for a complex organisation
  • Good attention to detail and accuracy
  • Knowledge of payroll systems
  • Skilled in Microsoft applications software (Word, Excel, PowerPoint, Outlook etc.)

Desirable

  • Payroll or accountancy qualification or part qualification
  • Experience working in a non-payroll position within a finance function
  • Good technical / accounting skills

Benefits Offered

Employee Assistance Programme (EAP) - A confidential service available to support employees and their families with work or personal problems. Providing access to professional counsellors, psychologists, and work-life consultants available to help and support individuals in tackling all types of problems.

Annual Leave – Generous entitlement up to 40.5 days a year, with carry over possible and guaranteed time-off for Christmas.

Pension - Employer Contribution of 15% in a Personal Pension Plan and employee contribution flexibility.

Self-managed hours and Flexible Working – option to manage and spread your working time in line with organisational needs to create a healthy work life balance.

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