Job title: Payroll and Workforce Information Assistant

Responsible to: Payroll and Workforce Information Manager

Principal working contacts

  • All Human Resources staff
  • Finance Assistants/Officers
  • Other staff within Corporate and Customer Services Directorate (eg Estates, Health and Safety, ICT)
  • Managers and employees of the Care Inspectorate & SSSC
  • Third party service providers

Job purpose

To assist in the provision of a payroll advisory and support service for the Care Inspectorate and Scottish Social Services Council.

Key responsibilities

  • Process and maintain accurate pay and pension data, including but not limited to:
    • ­All information required for the monthly payroll (eg post/hours changes, starter details, leaver details)
    • ­Employee pensions (processing details, cessations and estimates).
  • Act as the first point of contact for payroll and data queries, taking ownership of any issues and referring/escalating these where necessary. This includes, but is not limited to:
    • ­Use of payroll systems
    • ­Employee data and Management Information requests
    • ­Payroll policies, processes or procedures.
    • ­Annual leave and sickness
    • ­Pay, pensions and expenses.
    • Working with members of the accounting team, coordinate monthly payroll and pension processing activities.
    • Liaise with third party providers where necessary (e.g. payroll services provider, pension scheme provider).
  • Support the management information service. This will include presenting the information in a variety of formats (e.g. tables, charts, graphs) using various tools including Microsoft Excel and Power BI. Information provided will include but is not limited to:
    • ­Benchmarking and workforce analysis
    • ­Assurance Reports
    • ­Establishment Control
    • ­Absence
    • ­Performance Review
    • ­Equality Data
    • ­Staff lists
  • Process and maintain an up to date and accurate staff record in our payroll and related systems, including but not limited to:
    • ­Core employee details (names, contact details, bank details, emergency contacts, etc)
    • ­Contractual details (core employment details such as hours of work, post holdings, salaries, pensions)
    • ­Attendance and absence details (work patterns, overtime, sickness, annual leave, special leave, flexi time)
    • ­Equality and diversity information
    • ­Other relevant employee information
  • Assist with the gathering of information for benchmarking and workforce analysis.
  • Assist with the production management information for reporting purposes.
  • Assist with the development of and updates to payroll and related systems and processes including:
    • Testing
    • Design
    • Data clean-up and data migration
    • Training staff
    • Development of guidance and procedure manuals
  • Assist in the development of new processes and procedures, making full use of information technology where appropriate.
  • Participate in working groups and attend associated meetings, as and when required.
  • Undertake any other duties and/or responsibilities commensurate with the nature of the job
  • Carry out your duties in accordance with our Health and Safety policies, procedures, guidance, practices and legislative requirements, taking reasonable care for your safety and that of others who may be affected by what you do or fail to do while at work.

People management

  • Demonstrate commitment to the safety and security of the Care Inspectorate’s data, information systems and devices.
  • Promote the health, safety and welfare of employees, with responsibility for ensuring that the Care Inspectorate health and safety policies, procedures and practice and legislative requirements are met across the team.
  • Carry out your duties in accordance with our Health and Safety policies, procedures, guidance, practices and legislative requirements, taking reasonable care for your safety and that of others who may be affected by what you do or fail to do while at work
  • Promote diversity, equality of opportunity, fairness, dignity and trust, ensuring that these principles are upheld across all areas of service delivery.

Relationship management

  • Model corporate behaviour and demonstrate commitment to organisation values.
  • Develop and maintain constructive and co-operative working relationships with internal and external stakeholders to ensure effective and efficient directorate support.
  • Promote the principles of collaborative working throughout the organisation and in all working practices in accordance with the Partnership Agreements with the trade unions.
  • Ensure effective working protocols in accordance with the Care Inspectorate’s Communications, Human Resources, Finance, IT and Operations function.
  • Project a professional image for the Care Inspectorate when dealing with colleagues and external stakeholders.
  • Demonstrate a commitment to the Care Inspectorate’s aims, vision and values and to the Care Inspectorate’s overall objective of improving care in Scotland.

Other duties

This job profile is a broad picture of the post at the date of preparation. It is not an exhaustive list of all possible duties, and it is recognised that jobs change and evolve over time. Consequently, the post holder will be required to carry out any other duties to the equivalent level that are necessary to fulfil the purpose of the job, and to respond positively to changing business needs.