Administration Assistant - Payroll

Our Pay Team is responsible for providing an efficient, accurate and effective payroll function to the Scottish Prison Service (SPS). They play a key role in ensuring the delivery of our monthly payroll to our 4,600 staff and providing support to any employee with payroll or pension-related queries.

Work is currently underway to transform the way we provide HR & Payroll services, which will see SPS introduce a new fully integrated HR and Payroll Service. This will result in more efficient processing activity, creating more capacity for our Payroll Team to focus their time providing great customer service to our staff, enhancing the experience they have when interacting with the Payroll function.

The Administration Assistant – Payroll will play a crucial role in supporting the effective and efficient administration of the Payroll function and providing great customer service by ensuring new employees have access to information relating to their pay and pension, managing the Pay Team inbox, supporting the Pay Team answer queries in a time sensitive manner and providing assistance to employees when required

Duties will include:

1. Providing support to employees and HR Teams by updating and maintaining self-service payroll and pension information available online.
2. General administrative duties such management of the Pay Team mailbox, maintaining electronic records and trackers and the electronic distribution of documentation as required.
3. Providing assistance to employees regarding Pay or Pension enquiries, as required.
4. Ensuring the employee payroll/pensions files are maintained in good order and monthly payroll records are filed, requesting files from registry and filing associated records (electronically and paper-based).
5. Maintaining Pension database and issuing pension correspondence.
6. Preparation or purchase requisitions and logging of invoices to be paid through the SPS Finance System.

You will have the following:

• Minimum of 3 National 5 Qualifications, including English and Maths/Arithmetic or equivalent qualifications or relevant experience of working within an administrative role. Essential
• Experience of working within an Administrative Function. Essential
• Post holder must be competent in the use of Microsoft Office packages including Word, Excel, Outlook etc. Essential
• Excellent numeracy skills. Essential
• Well-developed communication skills. Essential
• ·Ability to prioritise workloads to meet deadlines. Essential

Benefits on offer include (but are not limited to):

• An attractive Civil Service Pension – employer contributions of 27.1%
• Hybrid working policy – supporting flexibility in work arrangements
• Ongoing professional development
• Opportunity for progression
• Annual Leave – 34days rising to 42days
• Sick Pay
• Discounts on High Street stores, supermarkets and restaurants through our partners at Blue Light Card, Edenred and Civil Service Sports Council