About the role

Hertfordshire Students' Union is looking for a hands-on payroll professional to take ownership of the monthly and 4-weekly payrolls, supported by a varied transactional finance workload. Payroll is the core of this role; this is a good opportunity for someone who has payroll experience and wants real ownership.

Payroll responsibilities (core of the role)

• Process monthly and 4-weekly payrolls end-to-end, including starters, leavers, variations, and statutory payments.
• Maintain accurate payroll records and ensure payroll data is correct and well documented.
• Prepare and submit statutory and pension reporting, including RTI submissions to HMRC and auto-enrolment obligations.
• Support year-end processes and reconciliations.
• Ensure compliance with relevant payroll legislation and requirements, keeping up to date with changes
• Respond to payroll queries from staff clearly and professionally

Finance support responsibilities

• Purchase and sales ledger processing and credit control.
• Bank reconciliations, expenses, petty cash, and credit card processing.
• Income and payment postings, plus supplier and Society payment runs.
• Maintaining accurate financial records in Xero.
• Supporting financial compliance and control processes.
• Contributing to the preparation of month-end and year-end accounts.

General duties:

• Ability to proficiently use different software such as Xero, Approval Max, Brightpay, Breathe HR, MSL and in-house HR systems.
• Be responsible for processing the monthly and 4-weekly payroll using Brightpay, and submit reports to HMRC and NEST pension scheme as required.
• To be responsible for setting up weekly payments on the bank and to work with the Director of People and Resources for approval of payments.
• Setting up new starters on payroll and processing leavers within deadlines.
• Processing year-end payroll, including P11D’s.
• Keeping up to date with payroll legislation, ensuring compliance with regulatory bodies.
• To be responsible for the workplace pension scheme NEST, auto-enrolment requirements and Gender Pay Gap Reporting if required
• Input purchase invoices onto Approval Max for UHSU & UHSU Enterprises Ltd, matching to purchase requisitions as necessary.
• Reconcile purchase ledger to supplier statements, including NUS Central Billing on Xero.
• Assist with reconciling Barclaycard expenditure
• Input sales invoice requests on Xero and undertake credit control for UHSU & UHSU Enterprises Ltd.
• Posting nominal receipts and payments for UHSU & UHSU Enterprises Ltd.
• Payment and processing of petty cash & expenses for UHSU & UHSU Enterprises Ltd via Breathe HR.
• Preparation of credit card expenses using DEXT and posting to Xero.
• Bank reconciliations for 3 bank accounts on Xero, to be shared within the team.
• MSL Income postings on a weekly basis on to Xero
• Updating Society balances, processing reimbursement claims and posting Society transactions to Xero.
• Compliance and float checks for The Forum and all areas holding petty cash.
• Weekly Society and supplier payment runs to be shared within the team.
• To undertake a range of other duties to assist with the preparation of month and year end accounts.
• To prepare salaries forecasts and share with the Finance Manager.
• To assist in the preparation of the budget by costing salaries and expenditure for the staff team.
• To work with the Director of People and Resources on confidential salary reviews.
• To provide cover in the Finance team for the Finance Manager and Accounts Assistant.
• Assistance with coordination of the department's fresher’s/refreshers events as needed and supporting the wider activities within Herts SU.
• To keep abreast of relevant national and local developments, changes in legislation, and good practice and attend conferences, training events and meetings as necessary.

This document outlines the general duties required for the time being for the post of Finance and Payroll Assistant. This is neither a comprehensive or exhaustive list and the duties may be varied from time to time and may be changed and be added to or deducted from. Any changes will not alter the general character of the job and/or level of seniority or responsibility, unless following on from discussion and agreement.