Siamsa Tíre, The National Folk Theatre of Ireland is looking for a Payroll & HR Assistant who will be responsible for administering certain day-to-day operations of our payroll and HR systems and ensuring smooth adoption of new HR systems within the organisation.
This is a temporary employment contract to enhance organisational capacity until 31st March 2021.
The purpose of this temporary role is to ensure that the company successfully implements new best practice systems which help us to comply with our legal obligations as an employer and as a registered charity in receipt of public funding.
Reporting to the Finance Officer, the Payroll & HR Assistant will work within a busy team, requiring internal liaison across the organisation with our budget holders in Administration, Marketing, Hospitality, Building Facilities, Technical, Artistic Programming, and in-house Productions as well as external liaison with our grant funders, programme partners, and service providers.
The Payroll & HR Assistant holds the following responsibilities:
• Gather information on the weekly hours worked for each employee,
• Accurately calculate the correct remuneration due, accounting for unpaid leave, extra hours, TOIL, deductions etc,
• Seek and obtain verification and approval from senior management on draft payroll,
• Prepare the weekly pay orders for processing,
• Process taxes, pensions and employee benefits where applicable.
• Digitise and document the company’s HR files,
• Maintain and update the company’s HR files in relation to contractual arrangements and statutory entitlements such as annual leave, parental leave, sick leave, etc,
• Maintain the accuracy and written audit transparency of all HR records, including any changes to contract terms, hourly rates, wages, compensation benefit rates, new hire information etc,
• Develop understanding and proficiency with the company’s HR, timekeeping and payroll systems and provide support and resolve any issues regarding timekeeping systems or payroll from employees,
• Assist with the administration of the company’s performance management system,
• Prepare reports for senior management, finance department etc,
• Develop understanding of the company’s HR policies and legal obligations as an employer and alert managers to any issues that may arise or become apparent.
• Assist the Executive Director with the administration of the HR budget,
• Assist budget holders in the preparation of HR budgets for their respective cost centres in line with the annual budget as may be required,
• Monitor actual HR spend against budget, alert budget holders to any divergences from budget, revise financial projections accordingly and update budget holders on revised budget positions.
4. Statutory returns:
• Prepare and submit monthly and annual PRSI, er PRSI, USC, PAYE, PSWT or other payroll related returns to Revenue or other authorities.
• Prepare monthly Payroll and HR reports for senior management,
• Prepare period performance comparison reports as required,
• Prepare any other payroll and HR reports as may be required by budget holders, insurers, partner agencies or funders.
• Accurately maintain the company’s books of accounts in relation to payroll as required,
• Promptly post all payroll transactions and movements to the General Ledger if required,
• Ensure accurate ledger posting to the correct nominal code and cost centre,
• If required, assist the Finance Officer with the preparation of the year end audit file to a high standard with all Profit and Loss and Balance Sheets items reconciled.
• Develop and continuously improve internal oversight and controls relating to payroll and HR.
• Ensure compliance with company Financial Controls: Policies and Procedures.
• Maintain records, systems, and audit trails to ensure transparent and documented compliance with relevant legislation for company, employment, insurance, tax, financial and charity regulations and audit requirements.
• Ensure payroll compliance with funder’s financial requirements for core or project funded programmes.
8. External liaison:
• Liaise with the company auditor as required.
• Liaise with suppliers and clients as required.
• Liaise with Revenue Commissioners on company returns and tax obligations as required.
• Liaise with funders to provide financial information or reports as required and submit requests for drawdown of grant funding.
9. Other Duties and Obligations:
• Adhere to staff policies and procedures as set out in the employee handbook
• Act as an ambassador and advocate in representing the company.
• Adhere to procedures relating to the proper use and care of information, equipment and materials for which the role has responsibility.
• Participate in training and development programmes/courses to maintain and improve performance and to assist in identifying self-training and support needs.
• Participate and work within a performance management development system.
• Undertake any other duty as may be required and set by the Executive Director.
Contract Terms Offered:
This is a temporary role to enhance organisational capacity until 31stMarch 2021. Salary level is set at the Full Time Equivalent rate of €31,200 per annum payable on a pro rata basis i.e. €15 per hour for 14 hours per week. While the role is anticipated to average a minimum of 14 hours per week, flexibility on hours is a requirement of the role e.g. special project delivery may require multiple consecutive days work for which paid Time Off in Lieu will be provided. A four-month probationary period will apply. The company facilitates flexi-time working for back-office work and is currently facilitating remote working for staff where possible to protect against the spread of COVID-19. The position will be subject reference checks and may be subject to Garda vetting.
Candidates will be assessed and scored against the requirements of the role as described and against the skills and attributes sought for the role. Candidates should therefore ensure that the information provided in their applications clearly demonstrates their suitability against the requirements.
Within four weeks of the closing date for applications, shortlisted candidates will be invited to interview and candidates who have not been selected for interview will be informed that they were not selected. A second interview may be scheduled in the case of close scoring of two or more candidates.
Expenses for attendance to first interviews will not be covered. Reasonable expenses for attendance to second interviews may be covered with prior agreement.
Before the company considers making an employment offer to an applicant, we will require the contact details of two referees including both phone and email addresses. These can be provided by you upfront on your original application or, if you prefer, requested from you after your interview. These referees must be able to vouch and account for your professional expertise and experience specifically as it relates to the role that you have applied for. The referees will also be asked questions relating to your trustworthiness, reliability, and character.
The company reserves the right to form a panel of qualified candidates or not to appoint to the role from the applications received.
The deadline for applications is 12 noon on Wednesday 30thDecember
Applications should be emailed to: email@example.com. Hard copy materials and applications will notbe accepted.
Applicants must send an email with the words Payroll & HR Assistant Applicationin the subject line of the email and must attach:
a) a cover letter which gives an insight into your approach to your work.
b) a CV which clearly demonstrates how your qualifications and professional experience meets the job and skills requirements.