Contracts Officer

Location
Darby House
Salary
£20092
Posted
04 Jan 2021
Closes
14 Jan 2021
Job Ref
TWC000004561
Contract Type
Full time permanent
Working Pattern
Flexible hours
Hours
Full-Time

Contracts Officer
NJC Scale 4 (£20,092 - £21,748)

37 hours per week

We are looking for an individual who is methodical, conscientious and has a good knowledge of Local Government Conditions of Service, including their impact on contractual pay and an understanding of related legislation. You must be able to work well under pressure and work as team to meet what are often tight deadlines. You will have the option of working from home subject to requirements being met.

This position delivers the Employment Contracts Administration function working alongside Payroll Officers to ensure the Councils employees, our customers’ employees (which includes Schools and Academies amongst others) and third parties are paid accurately, on time and our obligations are met. The Post holder is responsible to the Payroll Team Leader for the preparation, input and validation of changes to Employee Contracts, New Starters and Leavers, maintaining related records and performing miscellaneous tasks connected with the payment of employees and maintenance of their contracts and Terms and Conditions.

The service is delivered through Zellis ResourceLink which is an integrated HR/Payroll system. Experience of using this system is desirable and, as part of your role, you will be expected to use your experience and quest for innovation to assist with further development of the system and our processes. You will constantly look to maximise efficiency and improve the customer experience.

Working within a highly skilled, knowledgeable and dedicated team you will work together to deliver the service to a high standard to meet the requirements of customers and relevant stakeholders, meeting legislative, regulatory and service expectations. You will have full responsibility for the maintenance of your allocated area and you will share responsibility for corporate areas with the rest of the team working together to achieve the shared aim.

You will liaise with our growing customer base to ensure a full understanding of their requirements is maintained, position yourself as an extension to their team and adapt your procedures accordingly, always being willing to go the extra mile when possible.

If you have the knowledge and experience required for this role and a desire to deliver a good quality service we look forward to seeing your application.

The position supports the delivery of Employment Services through input of contractual information, validating requests and investigating discrepancies. To manage the issue of employment contracts within legislative deadlines and deliver advice on terms and conditions of service, policies and procedures to employees, managers and external customers
Major Tasks/requirement:

  • Advise customers on terms and conditions of employment and HR policies and procedures. To do this effectively you will develop your own skills and knowledge on an ongoing basis;
  • Issues contracts and deals with all types of contractual changes, liaising with managers directly to ensure that legislative, regulatory and service expectations are met. Challenging requests when required;
  • Timely liaison with the Payroll Team to ensure that employees are paid accurately and on time;
  • Processes DBS requests relating to recruitment of new starters and employees, resolving queries as necessary;
  • Carry out audits of work completed by peers as required prior to payroll processing;
  • Ensure that support for restructures, e.g. documents and correspondence is dealt with appropriately and in a timely manner;
  • Participates in HR & Finance projects and working groups, e.g. reviews of terms and conditions and contractual documents;
  • Ensure relationships are developed with customers, this will include some site visits;
  • There is no set allocation of work with regard to T&W payrolls so you will work collectively within the team to ensure this workload is cleared in a timely manner;
  • You will support allocated external clients alongside a Payroll Officer and you will collaborate to ensure a valued, accurate and timely service is provided;
  • It is the Teams responsibility to ensure the current month is completely cleared in all areas before progressing to the next month’s input;
  • Produce annual pay statements for relevant employees in educational settings;
  • The jobholder will, in dealing with queries, gather sufficient information as is necessary to respond to a broad range of queries by various means, to explain the information/advice clearly so that it can be readily understood;
  • He/she will co-ordinate relevant information to process relevant contractual changes ensuring that they are presented to a high quality and that data included in them is accurate;
  • To promote new ways of working, developing electronic recording and supporting the service to reduce paper documentation and improve efficiency;
  • To support projects, ensuring that objectives and targets are met according to agreed schedules. This may involve administrative systems or specific tasks across a range of diverse subjects and areas;
  • Able to work under pressure and use initiative to prioritise work and to decide in which order to carry out tasks. As a team member he/she needs to be flexible enough to support other team members in managing workloads and also be prepared to adapt to new processes and systems;
  • The post holder will assess often complex or ambiguous information and make decisions regarding subsequent action and treatment to lead to accurate payment. This will often involve assessing statutory requirements alongside occupational entitlements to achieve the correct action;
  • Where a complex issue arises the post holder will decide at what point this should be referred to a more senior colleague but they are expected to resolve most issues themselves. Decisions regarding the interpretation of complex information have to be made accurately at speed in order to meet deadlines and produce accurate outcome;
  • Decisions have to be made regarding the sharing of data in accordance with data protection legislation;
  • To identify appropriate opportunities to streamline processes, recommending changes as appropriate to support both HR and managers across the authority;
  • A good knowledge of the functions and key policies of HR and Payroll;
  • A good knowledge of the range of terms and conditions of service applicable in a local authority setting;
  • A basic knowledge of employment law;
  • Ability to work accurately whilst under pressure to meet deadlines;
  • Good interpersonal skills and an understanding of high quality customer service;
  • Qualifications Maths and English GCSE – grades 4-9 or equivalent.
  • Experience of use of information systems;
  • Experience of working with commercial customers & delivering a service to meet contractual requirements;
  • Experience of dealing with customer enquiries;
  • Experience of working to deadlines and having to manage a range of conflicting demands;
  • Ability to communicate confidently and appropriately with people at all levels adjusting own style to suit their requirements;
  • Ability to interpret instructions and fragmented details, identifying the overall requirement;
  • Ability to see the broader picture and wider implications of a situation or instruction;
  • Competent use of Excel, Word, Outlook, Powerpoint and other MS office programmes as well as HR and payroll systems;
  • Experience in using Zellis ResourceLink would be an advantage;
  • Ability to use databases;
  • Ability to produce a range of written communications;
  • Excellent organisational skills with the ability to prioritise work, identify pressures and raise issues effectively.

If suitable arrangements can be put in place it is possible for duties to be carried out at home rather than in the Councils offices. However, there would be a requirement to attend Darby House or other locations for meetings, training, to provide cover or as requested.

Supporting documents
Job Description & Person Specification

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