Senior Payroll Officer (FMG/AT 3)

JOB PURPOSE

Reporting to the Manager, Payroll, the Senior Payroll Officer ensures the accurate and timely processing of the preparation and checking of salary and provides a mentoring and support role to payroll Officers as required. Assist in the supervision of staff for efficient performance/operation of the Payroll Unit.

KEY OUTPUT

• Amendments on salary earning records, checked and signed;
• Monthly & fortnightly calculations certified; 
• Deduction listing prepared and dispatched;
• Lodgments dispatched; 
• Salary Control Register maintained and balanced;
• Reports prepared;
• Human Resource needs identified.

Key responsibility areas INCLUDES:

Management/Administrative Responsibilities 

• Participates in the development and preparation of the Operational Plan for the Branch;
• Provides technical advice on Payroll preparation as required; 

Technical/Professional Responsibilities 

• Ensures that all relevant information in connection with the payment of salaries are properly entered to the payroll system. This include:
  • Salary particulars in respect of new employees;
  • New appointments, promotions and acting appointments;
  • Details of deductions to be made from salary;
  • Transfers, resignations, dismissals, study leave, vacation leave and dates of resumption;
• Checks and ensures that salary is correctly computed by the system and any differences/errors found are promptly corrected;
• Checks and signs amendments on salary earning records;
• Certifies monthly & fortnightly calculations; 
• Consolidates  monthly & fortnightly controls;
• Prepares master deductions listings;
• Dispatches deduction cheques to post office, relevant institution and Inland Revenue department; 
• Prepares lodgments and send to respective banks; 
• Ensures that advances and overpayment of salaries are promptly recovered;
• Maintains and balances on and off salary Control Register for each payroll run;
• Prepares relevant salary reports and financial journals;
• Maintains continuous record of salary particulars of each employee on the payroll showing such information as date of appointment, incremental date, post, cost centre, salary scale, present salary and notes regarding acting appointments etc.;
• Assists with checking, quality control and maintenance of records to ensure accuracy, service quality and data integrity;
• Provides a responsive, accurate client advisory service on payroll matters, resolve difficult enquiries and assist in identifying payroll errors and implementing corrective action where required to ensure employee payments are processed accurately and database integrity is maintained.

Human Resource Responsibilities:

• Manages the welfare and development of staff supervised through the Performance Appraisal System;
• Provides effective leadership to staff supervised through objective setting, delegating and communicating;
• Identifies training/development needs of staff supervised and makes recommendations as required;
• Provides guidance to staff supervised through coaching, mentoring and training, providing assistance and support as needed;
• Foster teamwork, a harmonious working environment and promotes collaborative working across the Unit;
• Ensures that staff supervised  is aware of and adheres to the policies, procedures and regulations which guides the operations of the Ministry, Division Branch/Unit;
• Ensures that staff supervised is provided with adequate and appropriate physical resources to undertake  duties efficiently and effectively;
• Recommend leave for staff supervised in keeping with established Human Resource policies;
• Recommends disciplinary action in keeping with the established Human Resource policies and procedures.

Other Responsibilities:

• Performs other related duties that may from time to time be assigned by the Manager, Payroll.

PERFORMANCE STANDARDS

• Amendments on salary earning records, checked and signed in accordance with set guidelines;
• Monthly & fortnightly calculations certified in keeping with set guidelines and standards; 
• Deduction listing prepared and dispatched on a timely basis;
• Lodgments dispatched to financial institutions in a timely manner; 
• Salary Control Register maintained and balanced in keeping with set guidelines;
• Relevant salary reports and financial journals are accurate and prepared in keeping with established procedures;
• Human Resource needs identified and addressed in an appropriate manner;
• Good coordination and effective working relations exist with other Divisions/Units and external associates;
• Confidentially, integrity and professionalism are displayed in the execution of duties and personal conduct.  

Minimum Required Education and Experience

• AAT Level 3;
• ACCA-CAT Level C/Level 3;
• ACCA Level 1;
• NVQJ Level 3, Accounting;
• Diploma in Accounting form an accredited University or Community College;
• ASc. Degree in Business Studies/Business Administration from an accredited tertiary Institution;
• ASc. Degree in Accounting, MIND;
• Diploma in Government Accounting, MIND, Government Accounting Levels 1, 2 & 3;
• BSc. Degree in Accounting or Management Studies with Accounting;
• BBA Degree; or
• Successful completion of 3 years of any of the Bachelor’s Degree programmes mentioned above

The Ministry of Health & Wellness thanks all applicants for their interest; however, please note that only shortlisted candidates will be contacted.