Payroll Operations Manager

Job summary

This role plays a critical part in ensuring the accurate processing of the Agency’s compensation and remuneration arrangements and in doing so continuously seeks ways to achieve optimum ways of working for the team that they lead and service that is provide, to the wider Agency staff.

Job description

Payroll Operations Management

• Oversee all payroll function activity including payroll and off-cycle payments ensuring accuracy and timeliness

• Carry out the first line of assurance on monthly payroll activity, resolving any pay discrepancies and providing assurance on compliance with Agency policies and statutory requirements

• Supervise and lead all payroll and benefit payment activities and team members processing pay and benefits to ensure timely and accurate payment of pay and benefits

• Liaise with the payroll provider to ensure accurate and safe transfer and submission of payroll information

• Managing payroll operations and processes to ensure accuracy and compliance with Agency policies and statutory obligations

• Liaising with Finance and relevant senior civil servants and grade six members in the People Team to ensure accurate data collection and reporting

• Handling payroll transactions and resolving any technical issues that may arise

• Providing cover for upcoming absence within the payroll team

• Understanding and administering the rewards platform

• Conducting payroll operations audit checks and addressing outcomes

• Ensuring timely and accurate payroll submissions

• Act as the point of escalation in the event of issues that need to be resolved

Benefits and compensation

• Ensure that pension systems and processes are improved and maintained to provide an effective service in line with Agency timelines and statutory regulations

• Act as the point of contact with the Pension provider and benefits providers

• Provide guidance and support on civil service compensation benefits

Contractual terms and conditions

• Oversee the issuing of contracts, terms and conditions and amendments in line with Agency and Civil Service policy and guidance

• Act as point of escalation for the team on contractual queries

• Oversight and upkeep of personnel files to ensure accurate record management

Administration of employee Lifecyle processes

• Oversight and assurance of the accurate processing of new starters, leavers and contractual changes in line with Agency and civil service policies.

Audit, reporting and data management

• Analysing and reporting on payroll and people related data, and interpretation of pay data to support the development and implementation of pay policies.

• Providing relevant SCS in the People team with payroll reports

• Ensure the quality, secure handling and dissemination of data/information, maintaining confidentiality, sensitivity and a duty of care in line with Agency policy.

• Conduct payroll and benefit audits, reconcile discrepancies and prepare reports for internal and external stakeholder

• In collaboration with Finance ensure statutory reporting is completed on time and accurately

Compliance

• Provide expert advice and guidance on pay-related matters to senior management and other stakeholders

• Accurately record financial transactions with appropriate evidence in place.

• Ensure financial controls and a full audit trail is maintained in provision of Pensions.

• Ensure that payroll and pension systems are maintained to provide an effective service in line with statutory regulations

• Ensure that all HMRC submissions are made, payroll reconciliations carried out and all legislative timescales are adhered to

• Oversight of the accurate implementation of awards and annual pay remit processing

Continuous improvement

• Developing and refining payroll procedures to deliver a great service to our people ensuring systems and processes are streamlined and highly effective

• Act as a lead on payroll related projects

• Lead on continuous improvement activity with the payroll provider to make payroll data and processes effective and ease for employees to access through self-serving.

• Ensure the accuracy and integrity of pay data and processes.

• Maintain and improve pay and benefits system to achieve optimum ways of working and service delivery.

Team supervision

• Recruit, train and manage the team providing guidance, coaching and performance feedback

• Create, supervise and mentor a high performing team, which includes the identification of training and development needs

• Manage and direct resources to ensure work is completed within agreed timescales/financial constraints in line with Agency and Civil Service policy.

• Support and deputise as necessary.

Partner and Stakeholder management

• Develop and maintain good working relationships with both internal and external partners and stakeholders

• Assist in the development and maintenance of effective working relationships with internal and external partners and stakeholders to foster collaborative working.

Person specification

Essential Criteria:

• A technically strong payroll professional with previous experience of managing or supervising a payroll team, who can lead by example and impart their in-depth payroll knowledge to the team

• Experience of processing a manual payroll with the ability to lead continuous improvement to modernise activity

• Excellent systems, numerical and analytical skills with the ability to analyse data from multiple systems

• Good technical knowledge of accounting processes, policies, statutory requirements and internal controls.

• Able to communicate with internal and external stakeholders in confidently and clearly

• Good working knowledge of Civil Service Pensions and Compensation Schemes

• A member of, or willing to be part of, the Chartered Institute of Payroll Profession

Behaviours

We'll assess you against these behaviours during the selection process:

• Making Effective Decisions
• Managing a Quality Service
• Leadership
• Communicating and Influencing
• Delivering at Pace

Benefits

Alongside your salary of £46,160, Medicines and Healthcare Products Regulatory Agency contributes £13,372 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• • Annual Leave: 25 days annual leave on entry, rising by one day for each completed year of service to a maximum of 30 days and pro-rata for part-time staff. PLUS 8 bank holidays
  • Privilege Leave: 1 day
  • Hours of Work: 37 hours (net) per week for full time staff in all geographical locations, including London and pro rata for part-time staff
  • Occupational Sick Pay (OSP): One month full pay/one month half pay on entry, rising by one month for each completed year of service to a maximum of five months full pay/five months half pay
  • Mobility: Mobility clause in contracts allowing staff to be mobile across the Civil Service
  • Flexible working to ensure staff maintain a healthy work-life balance
  • Interest free season ticket loan or bike loan
  • Employee Assistance Services and access to the Civil Service Benevolent Fund
  • Eligibility to join the Civil Service Motoring Association (CSMA)
  • Variety of staff and Civil Service clubs
  • On-going learning and development
• A Civil Service pension with an employer contribution of 28.97%

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.

What will the process look like?

Please note candidates will be asked to complete a Civil Service numerical test before complete the main section where candidates provide their examples. Please allow sufficient time to complete both parts. If you are unsuccessful on the numerical test you will not be progressed to the next stage. Guidance on the numerical test is available here: Preparing for the Civil Service Verbal and Numerical tests - GOV.UK

1. Sift Stage

We will read and score your application. This may involve a large number of applications, please bear with us as this can take some time.

• Anonymised CV which sets out your career history, previous experience and skills, highlighting specific responsibilities that are relevant for this role.
  
• Online application form. Please ensure all application questions are completed in full; your application may not be considered if any responses are left blank.

• Test - Civil Service numerical testing

The panel will look at your application and are looking for evidence of the stated points. We may raise the benchmark score required if we receive a high number of applications.

1. Main Panel Interview

Successful candidates from the sift stage will be invited to attend an interview. We use a blended interview technique, allowing us to find out more about you. We use the Success Profile framework and at interview we will be assessing Behaviours and Experience.

At interview, we will be asking questions relating to the following:

• Behaviours: Making Effective Decisions, Managing a Quality Service, Leadership, Communicating and Influencing and Delivering at Pace

• Experience, as listed in the person specification

• Strengths

Feedback will only be provided if you attend an interview.

If you require any disability related adjustments at any point during the process, please contact careers@mhra.gov.uk as soon as possible.

Candidates will be subject to UK immigration requirements as well as Civil Service nationality rules. Further information on whether you are able to apply is available here.

Successful candidates must pass a disclosure and barring security check as well as animal rights and pro-life activism checks. People working with government assets must complete basic personnel security standard checks.

Applicants who are successful at interview will be, as part of pre-employment screening subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicant’s details held on the IFD will be refused employment. A candidate is not eligible to apply for a role within the Civil Service if the application is made within a 5-year period following a dismissal for carrying out internal fraud against government.

Any move to the MHRA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility here.

Individuals appointed on level transfer will retain their existing salary and are responsible for ensuring they fully understand the financial implications of any potential move and the impact (if any) on their terms. If an individual is in any doubt, they should seek clarification before accepting a job offer.

Staff joining on promotion will receive up to a 10% increase of their current basic salary, or the pay band minimum, whichever is the greater.

The individual will not retain any allowances paid by the former department/Agency, unless there are special circumstances, such as a reserved right to those allowances on transfer.

Successful candidates may be subject to annual Occupational Health reviews dependent on role requirements. If you have any queries, please contact careers@mhra.gov.uk.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a standard (or equivalent) criminal record check.Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).

See our vetting charter (opens in a new window).People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : The Resourcing Team
• Email : careers@mhra.gov.uk

Recruitment team

• Email : Careers@mhra.gov.uk

Further information

In accordance with the Civil Service Commissioners’ Recruitment Principles our recruitment and selection processes are underpinned by the requirement of selection for appointment on the basis of merit by a fair and open competition. If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, you should contact the Resourcing team at Careers@mhra.gov.uk, in the first instance. If you are not satisfied with the response you receive you can contact the Civil Service Commission at: civilservicecommission.independent.gov.uk - info@csc.gov.uk - Civil Service Commission Room G/8 1 Horse Guards Road London SW1A 2HQ