Payroll Administrator

The University

At Durham University we are proud of our people. A globally outstanding centre of educational excellence, a collegiate community of extraordinary people, a unique and historic setting – Durham is a university like no other. 

Across the University we have a huge variety of roles and career opportunities, which together make us a large and successful community, which is a key hub of activity within our region and nationally. Whether you are at the very start, middle or end of your career, there is a role for you. We believe everyone has their own unique skills to offer. 

We would be thrilled if you would consider joining our thriving University. Further information about the University can be found here 

The Role and the Department

People are the most important asset of Durham University, and our HR Department is pivotal in ensuring that we attract, recruit, develop, reward and retain the very best talent from across the world into our University community.  Building on our bold and ambitious University Strategy, a key role of HR is to secure the University’s strategic aim, ‘to be a world leading employer’ by ensuring that our staff can reach their full potential.  The HR Department plays a lead role in creating a working environment for our staff (and potential staff) which is supportive, stimulating and informative which provides for creative and innovative employment practices and opportunities.  Our aim is to make sure that Durham University is a great place to work. 

Reporting to the Payroll Manager & Assistant Payroll Manager of HR Pay Service team the purpose of this role is to provide administrative support for Payroll activities. The post holder will be responsible for accurately processing payroll changes using a number of systems, ensuring that all activities are completed within the necessary timeframe, in accordance with policy, and that complete up to date records are maintained in accordance with legislation. 

The HR team have introduced a hybrid model of working where there is a requirement to work at least three days per week in the office, these days are flexible, but the expectation is that the whole team would be in together on these days.

Further information about the role and the responsibilities is at the bottom of this job description.

Working at Durham 

A competitive salary is only one part of the many fantastic benefits you will receive if you join the University: you will also receive access to the following fantastic benefits:

•   27 Days annual leave per year in addition to 8 public holidays and 4 customary days per year – a total of 39 days per year. 

•   No matter how you travel to work, we have you covered. We have parking across campus, a cycle to work scheme which helps you to buy a bike and discount with local bus and train companies.

•   Lots of support for health and wellbeing including discounted membership for our state of the art sport and gym facilities and access to a 24-7 Employee Assistance Programme.

•  On site nursery is available and access to holiday camps for children aged 5-16 throughout the year. 

•   Family friendly policies, including maternity and adoption leave, which are among the most generous in the higher education sector (and likely above and beyond many employers).

•   There is a genuine commitment to developing our colleagues professionally and personally. There is a comprehensive range of development courses, apprenticeships and access to qualifications and routes to develop your career in the University. All staff have dedicated annual time to concentrate on their personal development opportunities. 

•   The opportunity to take part in staff volunteering activities to make a difference in the local community

•   Discounts are available via our benefits portal including; money off at supermarkets, high street retailers, IT products such as Apple, the cinema and days out at various attractions. 

•   We offer generous pension schemes. 

Person Specification

What you need to demonstrate when you apply

To be considered for this role, here are the skills/experience we’re looking for:

Qualifications/Experience

1.      Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics or equivalent experience.

2.      Experience of working in a busy office environment delivering front line administrative services or having relevant qualifications for the role.

3.      Experience of managing time to meet deadlines and working under pressure without compromising on quality.

Skills/Abilities/Knowledge

4.      Good digital skills including experience in using digital devices and apps including - internet, email, digital communication tools, Microsoft 365 applications, digital booking systems.

5.      Committed to continuing professional development.

6.      Ability to solve problems and resolve straightforward issues yourself and as part of a team.

7.      Ability to provide advice and guidance to a range of colleagues and customers.

8.      Experience and understanding of payroll related compliance

9.      Strong analytical skills and the ability to solve problems

10.   Good communications skills, work well under pressure and to tight deadlines.

Desirable Criteria

1.     The candidate would ideally have knowledge of Oracle Fusion or a similar cloud-based Payroll system

2.     Experience of working in an organisation that has multiple contract types and both hourly paid and salaried staff.

3.     Holds a CIPP qualification (or equivalent) and able to demonstrate continuing professional development required to maintain professional recognition within a payroll arena.   

How to apply

To progress to the assessment stage, candidates must evidence each of the essential criteria required for the role in the person specification above. Where there are desirable criteria we would also urge you to provide any relevant evidence. Please don’t forget to check if there is any weighted criteria (see above).

While some criteria will be considered at the shortlisting stage, other criteria may be considered later in the assessment process, such as questions at interview. 

Submitting your application 

We prefer to receive applications online. We will update you about your application at various points during the process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails 

What you are required to submit:

•   A CV and

•  A supporting statement or covering letter which outlines how you meet all of the criteria within the Person Specification.    

Contact details 

If you would like to have a chat or ask any questions about the role, Samantha Gunn (Senior Payroll Manager) would be happy to speak to you. 

Further information about the role

• This role will report to the Payroll Team Leader (Technical Payroll) and will work closely with the Payroll Manager (People and Pay Services).
• The successful role holder will work with team members to ensure the smooth running of administrative processes to support people and business activities, providing assistance to others as necessary. 
• Apply standard professional and recognised regulatory procedures to process, check and reconcile anomalies within data and information sets.
• Provide training to stakeholders.
• Compile, record, store and archive data within Oracle. Liaise with representatives from other service areas, professional organisations and agencies, acting as a point of contact for colleagues requiring advice and administrative support on HR or payroll processes and systems.
• Support the completion of all annual legislative returns to external partners
• Use standard office-based digital systems, tools and equipment to carry out data recording, communications and networking.
• Provide service and support for networks and distribute documents and communications in standard professional formats.
• Process and update key business documentation.
• Liaise with internal specialists with the organisation, planning and delivery of services, activities and events.
• Provide advice and guidance on basic HR and/or payroll legislation and requirements.
• Manage own workload, mindful of the set objectives and priorities, ensuring that deadlines and queries are dealt within appropriate timescales.

Typical Role Requirements

Here are the kind of activities that you’ll be asked to undertake and ways in which you’ll be expected to operate.

Service Delivery

•  Show a commitment to equality, diversity and inclusion and the University’s values.

•  Provide an excellent and timely service to our students, your colleagues and anyone else you come across as part of your role.

•  Use your experience and problem-solving skills to resolve routine issues with things relevant to your role such as payment queries, and provide information and updates to help your team find solutions.

•  Collect, organise and record data and information accurately and provide reports as required.

•  Promote positive wellbeing arrangements which benefit you and your team.

•  When carrying out your role, use and apply relevant professional and regulatory standards [e.g. data protection] when managing data.

•  Use standard office-based devices and applications such as word, excel and power point, to deliver services.

•  Update guidance on standard operating procedures followed by the team.

•  Arrange meeting/event venues and travel arrangements for other team members.

Teamwork

•  Resolve queries and respond to requests for information and advice and bring any complex issues to the attention of more experienced team members.

•  Help your team organise and provide administrative services that support key activities undertaken within your service and contribute to team planning activities.

•  Help your team ensure that products and services are adapted in response to feedback and to meet changing demands.

Communication/Liaison

•  Seek feedback from students, staff and anyone else that you come across as part of your role on their requirements from your service to ensure that their reasonable expectations are being met.

•  Record information [e.g. bookings for activities/events] and respond to queries which you receive.

•  Liaise with staff in other areas, professional organisations and agencies to ensure that services are being delivered in an efficient and collaborative way.

•  Liaise with external suppliers, contractors, specialists and service providers to plan the delivery of services and events.

•  Provide support for meetings, working groups and committees, such preparing and sending documents for meetings, drafting reports and taking minutes.

•  Any other reasonable duties.

Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement Privacy Notices - Durham University which provides information on the collation, storing and use of data. 

When appointing to this role the University must ensure that it meets any applicable immigration requirements, including salary thresholds which are applicable to some visas.