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.

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.