Job profile
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.
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Payroll and Workforce Information Assistant
Job title: Payroll and Workforce Information Assistant
Salary: £30,495 – £32,052
Hours: 35 hours per week
Location: Flexible (Any Care Inspectorate office)
Contract: Permanent
About us
We are the national regulator and scrutiny body responsible for providing assurance and protection for people who experience care services, their families, carers and the wider public, as well as supporting delivery partners to improve the quality of care for people in Scotland. Our vision is that people across Scotland experience high quality care that meets their needs, rights and choices.
We are a scrutiny body that supports improvement. We inspect individual care services and we also work with other scrutiny bodies to inspect the social care and social work services people are experiencing in their local areas.
Our desire is to achieve an effective and balanced way of working, that enables us to meet organisational needs and achieve a work-life balance that promotes wellbeing and collaboration opportunities. Our hybrid working policy gives you the flexibility to mix working from home with attendance at your base office and other work locations, spending no more than 60% of your working time working from home, measured over a 4-week period.
Starting salary
Please bear in mind that new entrants start on the grade minimum for the role. However, we have a generous benefits package which you will find on our website.
About the role
We have a permanent vacancy for a payroll and workforce information assistant to join our busy payroll team.
In this role you will support the provision of workforce information and payroll services at the Care Inspectorate and Scottish Social Services Council (SSSC).
You will maintain staff records, coordinate monthly payroll and pension activity and assist with the design and development of Payroll systems and procedures. You will be the first point of contact for a range of payroll queries.
You will already have significant experience using Microsoft Excel and will have a good head for numbers to run regular reports, analyse data and present in a logical format.
This role would suit somebody with an interest in payroll, accounting, data analysis or ICT.
About you
You will be educated to SCQF Level 6 or have the equivalent skills and experience for this role.
Working in a busy team you will be able to prioritise and manage your workload under guidance and also independently. You will have experience in a customer facing role and have excellent customer service. You will have knowledge and experience with basic payroll functions typical employment related payments and deductions (e.g. salaries, pensions taxes and statutory payments such as maternity pay) and basic knowledge of accounting procedures. You will be confident in the applications associated with the Microsoft office suite which include Microsoft office 365, Excel and Outlook. You will demonstrate the ability to produce work of a consistently high standard, with a strong focus on accuracy and attention to detail.
Next steps
You’ll find more information in the job profile and person specification.
If you would like more information or an informal chat about the role please contact Victoria Barter at This email address is being protected from spambots. You need JavaScript enabled to view it.
If you believe that your skills, experience and motivation make you a suitable candidate for this post, please complete the online application form and equal opportunities form by 08:00 on Monday 16 December 2024. CVs will not be accepted.
It is anticipated that interviews will be held on/no sooner than week of 13 January 2025 at our Dundee office.
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Person specification
Job title: Strategic Data Officer
Attributes
Experience
Essential:
- Working with large datasets
- Experience in some of the following
- Working with large datasets
- Statistical analysis and reporting
- Data management
- Identifying and resolving data quality issues
- Performance measurement and reporting
- Experience of working with external/internal contacts at all levels
Desirable:
- Experience of working within the social care sector.
- Experience of working with confidential and sensitive data.
- Knowledge of and experience in using the Care Inspectorate’s ICT systems (especially in a strategic context).
Education, qualifications and training
Essential:
- Educated to HNC level or equivalent.
Skills and knowledge
Essential:
- Competent and experienced in the use of MS office packages, particularly in the use of Excel and Word.
- Experienced in working with data to produce accurate, meaningful and well-presented tables and charts of data.
- Effective written and oral communicator.
- Well developed interpersonal skills.
- Good literacy skills.
- Understanding of data quality issues.
Desirable:
- Experience in the use of Excel functions such as lookup formulas and pivot tables.
- Experience of sampling and survey design.
Key performance outcomes
Effective communication
Essential:
- Articulate and positive communicator on a 1-1 basis and in larger groups of all levels both within and external to the organisation.
- Ability to express ideas clearly and concisely and to adapt communication to suit different audiences.
Impact and influence
Essential:
Ability to give realistic advice, based on relevant, up to date and verifiable information.
Evidence of building positive relationships, engaging and collaborating effectively with others internally and externally.
Improvement focus
Essential:
- Identifies gaps in performance and makes appropriate suggestions for improvements.
- Uses knowledge and experience to gather and consolidate information in order to make appropriate changes and improvements.
- The ability and willingness to learn new skills quickly.
Planning and organising
Essential:
- The ability to manage workloads under pressure to tight deadlines.
- The ability to work autonomously with the minimum of supervision
- Involves others where appropriate and optimises resources to achieve desired results.
- Regularly reviews joint goals and targets and reprioritises where necessary.
- Recognises the need to be flexible in order to meet changing priorities.
Flexibility
Essential:
- Demonstrates a flexible, positive approach to work.
- Listens to feedback and ideas from people and takes appropriate and considered action.
- Adapts quickly in a fast-paced environment, adjusting priorities as required.
- Understand where a flexible approach is required.
Team working
Essential:
- Contributes to and supports the work and decisions of the team.
- Contributes to the shared vision and purpose and shares this effectively.
- Works collaboratively with a wide range of teams across the Care Inspectorate and external agencies.
Please note – these are key performance outcomes to be used to recruit into the role. Successful applicants will be assessed against all the performance indicators used in the Performance Development Review System once established in the role.
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Job profile
Job title: Strategic Data Officer
Job location: Flexible
Responsible to: Senior Intelligence Analyst
Principal working contacts
- Head of Risk, Intelligence & Professional Standards
- Service Manger Strategic Scrutiny Adults
- Intelligence and Analysis Manager
- Senior Intelligence Analyst
- Information Analysts
- Office Managers
- Admin Officers
- Inspectors
- Strategic Inspectors
- ICT and Information Governance Coordinator
- Contact Centre colleagues
- Managers and employees of the Care Inspectorate
- External agencies/service providers/service users and carers
Job purpose
To support the delivery of a professional intelligence and analytical function for the Care Inspectorate’s Strategic Inspection programmes.
Key responsibilities
Intelligence research, support and coordination
Support the Intelligence Team to provide analytical support for the Care Inspectorate’s Strategic Inspection programmes which includes:
- The maintenance and development of data collection tools to ensure they meet the needs of the inspection programme
- Carry out sample selection using statistical sampling methods
- Identify and summarise key inspection findings in the form of written and visual analysis reports for both internal and external audiences.
- Work collaboratively with colleagues in both the Intelligence team and wider strategic team to identify and resolve data quality issues and improve the programme’s data collection and reporting process.
- Maintain GDPR compliance when working with confidential and sensitive data
- Provide ongoing advice and support to inspection leads and external colleagues when required.
- Undertake such other duties as may be required.
- Promote diversity and equality of opportunity, ensuring that these principles are upheld across all areas of work.
Relationship management
- Develop effective working relationships with the team and with managers and staff across the organisation and externally ensuring effective collaborative and crossdirectorate working.
- Contribute to the continuous development of the Care Inspectorate and support change effectively and creatively.
- Adhere to effective working protocols in accordance with the Care Inspectorate’s Communications, Human Resources, Finance, IT and Operations function.
- 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 may require some travel. This job description 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.
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Person specification
Job title: Finance Officer
Attributes
Experience
Essential:
- Minimum of two years relevant financial experience.
- Demonstrable successful track record in a similar role.
- Experience of working with internal and external contacts at all levels.
Desirable:
- Experience of working in a public sector environment
- Oracle financial systems experience including developing financial statements.
Education, qualifications and training
Essential:
- Finance qualification eg HNC / Association of Accounting Technician (AAT) qualification.
- Candidates without minimum qualification criteria who have significant experience may be considered.
Desirable:
- Degree in a relevant discipline.
Skills and knowledge
Essential:
- Excellent knowledge of Microsoft Office suite, particularly Excel and Word.
- A thorough knowledge of integrated financial accounting systems.
- Understanding of financial controls and financial environment.
- Able to work collaboratively.
- Experience of supporting budget managers in the development and management of their budgets.
- Uses systematic approach to make efficient use of time and manage workload, prioritising own work effectively to meet deadlines and objectives.
- Excellent negotiation and influencing skills. § Good judgement and decision-making skills.
- Ability to analyse numerical and written information and present results in a clear and concise format.
- Ability to understand the limits of their knowledge and experience and knowing when decisions need to be referred to others.
Desirable:
- Analytical experience of providing statistical data.
- Awareness of sustainability and climate change.
Key performance outcomes
Effective communication
Essential:
- Demonstrate clear and concise verbal and written communication skills.
- Selects appropriate communication style and methods depending on the needs and abilities of the audience.
- Portrays a positive image of the organisation when communicating both inside the organisation and externally.
- Ability to explain complex financial information to a range of audiences including non-specialists.
- Listens to feedback and ideas from others and takes appropriate and considered action.
Impact and influence
Essential:
- Demonstrates ability to influence at all levels.
- Ability to give realistic advice, based on relevant, up to date and verifiable information.
- Evidence of building positive relationships, engaging and collaborating effectively with others internally and externally.
Improvement focus
Essential:
- Identifies gaps in process and performance and makes appropriate suggestions for improvements.
- Aware of trends and changes and maintains professional knowledge and skills.
- Uses knowledge and experience to gather and consolidate information in order to make appropriate changes and improvements.
Objective decision-making
Essential:
- Demonstrates analytical and systematic approach to problem solving.
- Ability to make appropriate and realistic judgments, based on professional expertise, relevant, up to date and verifiable information.
- Ability to analyse complex information.
Planning and organising
Essential:
- Involves others where appropriate and optimises resources to achieve desired results.
- Regularly reviews joint goals and targets and reprioritises where necessary.
- Recognises the need to be flexible in order to meet changing priorities.
Team working
Essential:
- Contributes to and supports the work and decisions of the team.
- Contributes to the shared vision and purpose and shares this effectively.
- Able to work independently as well as collaboratively with a wide range of teams across the Care Inspectorate.
- Develops good working relationships at all levels.
Please note – these are key performance outcomes to be used to recruit into the role.
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