The University’s Pay and Pensions function are responsible for accurate and timeous salary payments to the University’s workforce of over 10,000, as well as the processing of expenses, pensions, and statutory payments and deductions. An exciting opportunity has arisen for a Head of Pay & Pensions Operations to lead and provide strategic direction to the Pay and Pensions team, to ensure a function that delivers on the key theme of Service Excellence and demonstrates a culture of continuous improvement in line with the University’s strategic objectives and values.

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About the role

Reporting to the Deputy Director of Finance, as the Head of Pay & Pensions Operations, you will own, develop, and enhance all Pay, Pensions, and Travel and Expenses policies and procedures. This will include developing and implementing a Pay and Pensions roadmap, designed to deliver Service Excellence, with key themes including process improvements across all key activities, and the development and management of KPIs and SLAs in line with customer expectations, including appropriate measurement and reporting processes. You will also develop payroll arrangements and processes in respect of the University’s international staff complement and overseas workers, ensuring these staff are paid correctly and on time, and that legislative return requirements are met.

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You will have managerial responsibility for a team of approximately 15 staff and will ensure that they are trained, and proactively supported and motivated to maintain the delivery of high-quality service levels. In support of this, you will map and develop all AS IS processes and training materials in line with customer expectations and University strategic objectives.

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As a member of the Finance leadership team, you will play a key role in the development and implementation of the Finance strategy and policy.

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About you

With extensive payroll leadership and management experience gained within a medium to large organisation circa 10,000 FTE payroll, you will have experience of identifying and delivering change within a pay and pensions environment.

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You will interact with staff across the University as well as external advisors where appropriate, therefore the ability to build and maintain strong relationships with stakeholders at all levels is essential, as is strong leadership and coaching skills.

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With up to date knowledge of employment law relating to payroll and pensions activity, you will have a full understanding of the rules, regulations, and legislation governing payroll and pension schemes, as well as a solid understanding of accounting principles associated with pay and pension schemes.

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This post is full-time (35 hours per week, Monday-Friday) and open-ended (permanent).  Relocation assistance will be provided where appropriate.

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Informal enquiries should be directed via email to Angus Ross angus.ross@glasgow.ac.uk

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Job Purpose
Accountable for the strategic direction and leadership of the University's Pay and Pensions function, developing and implementing an aligned delivery strategy and building team capability to ensure a Pay and Pensions function that delivers on the key theme of Service Excellence and demonstrates a culture of continuous improvement, in line with the University's strategic objectives and values.  This will include the development of payroll arrangements and processes in respect of the University's international staff complement and overseas working arrangements.  As a member of the Finance leadership team play a key role in the development and implementation of Finance strategy and policy.

Main Duties and Responsibilities
1. Develop and implement a Pay and Pensions roadmap designed to deliver Service Excellence as the desired outcome.

This will include all aspects of service delivery and measurement including:

• delivery of process improvements across all key activities, delivering tangible improvements

• development and management of KPI's and SLA' in respect of all aspects of service delivery in line with customer expectations, including appropriate measurement and reporting processes

• systems development and enhancement designed to drive service improvement,

• people development and leadership in line with the Glasgow Professional Behavioural Framework and University values

• embedding a continuous process improvement capability and capacity across the team.

2. Own, develop and enhance all Pay, Pensions, Travel and Expenses policies and procedures. Including mapping and development of all AS IS process and training materials to the desired levels in line with customer expectations and University strategic objectives.

3. Effectively lead the Payroll team to deliver high performance levels across all key activities and be responsible for managing the provision of accurate and timely salary payments to all staff and pensioners, in accordance with payroll legislation and University deadlines, policies and procedures.

4. Ensure that proper procedures and controls are in place throughout the pay and pension processing cycle in order to ensure the integrity of the payroll data and production of accurate and error free payroll information.  In doing so ensure a strong partnership working relationship with People and OD colleagues which demonstrates positive and collaborative working in pursuit of the University's strategic objectives.

5. Ensure that all periodic statutory and non-statutory returns are accurate and completed on time in order to meet monthly and annual obligations; specifically payments to Her Majesty's Revenue and Customs (HMRC) in respect of income tax and National Insurance deducted, and payments to other bodies such as pension agencies, courts and trade unions. To develop systems and procedures to enable identification, control and the proper reporting of taxable benefits-in-kind.

6. Provide financial information to all levels of University Management for decision- making and control purposes and promote good payroll practices by regular and ongoing meetings with user departments in order to' keep them appraised of current payroll legislation and procedures and maintaining high levels of customer care.  In doing so continuously enhance team reputation, service delivery and customer focus.

7. Manage pay and pensions-related activities in respect of the University year-end process including audit requests and provision of information to internal stakeholders.

8. Ensure that required system and other developments are identified and implemented promptly and correctly, including development of a pay and pensions strategic plan, covering staff, systems and process development to ensure continued service excellence, including international staffing arrangements.

9. Ensure that all expenditure generated outwith the payroll run cycle is minimised but where necessary, is properly accounted for, reconciled and subsequently reflected in the financial ledger.

10. Recruit, train, manage, coach and proactively support and motivate staff in order to maintain delivery of high quality service levels and to foster culture of continuous improvement and collaborative working.

11. Proactively engage with People and OD colleagues to ensure clear communication channels and   understanding of process, developments, and integration touch points in the end to end process are understood, documented and actioned. Ensure a culture of positive and collaborate working is embedded across the team.

12. Manage University overseas payroll process ensuring all overseas staff are paid correctly, on time, that deductions and legislative return requirements are met and that the University has properly met all its pay and pension related obligations in respect of the overseas employments.

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Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:
A1 Educated to degree level or above.
A2 Relevant professional qualification / CIPP.
A3 Up to date and comprehensive knowledge of employment law, where this relates to payroll and pensions activity.
A4 Full understanding of the rules and regulations governing the operation of PAYE tax and National Insurance contributions as well as the consequences of non-compliance.
A5 Full understanding of the rules, regulations and legislation governing pension schemes.
A6 Solid understanding of accounting principles associated with pay and pension schemes.
A7 Solid understanding of the basis on which DB and DC pension schemes operate.
A8 Full windows suite expertise.

Desirable:
B1 Working knowledge of Agresso / Core Payroll.
B2 Knowledge of HE Pay and Pensions.
B3 Knowledge of Continuous Improvement techniques.

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Skills

Essential:
C1 Excellent analytical and problem solving skills.
C2 Strong leadership, coaching and mentoring skills.
C3 Excellent communication skills both verbal and written with the ability to listen effectively and be empathetic.
C4 Able to build and maintain strong relationships with University staff, managers and other stakeholders at all levels.
C5 Well developed influencing and interpersonal skills, professional authority and credibility.
C6 Well organised and able to balance competing priorities.
C7 Considered approach to risk management.
C8 High levels of motivation and resilience.
C9 Able to maintain professionalism at all times.

Experience

Essential:
E1 Extensive payroll leadership and management experience gained within a medium to large organisation circa 10,000 FTE payroll.
E2 Experience of identifying and delivering change within a pay and pensions environment.
E3 Evidence of successful strategic development of a pay and pensions function.
E4 A track record of influencing senior leaders and building strong partnership working relationships.
E5 Successful management of a high performance Pay and Pensions team.

Terms and Conditions
Salary will be Grade 9, £59,139 - £66,537 per annum. Please note in exceptional circumstances, it may be possible to offer a supplement to the salary range stated for this role. Any such supplement would be awarded on the basis of a demonstrable history of outstanding achievement and an expected future level of contribution and is entirely at the discretion of the University.

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This post is full time (35 hours per week) and open ended (permanent). Relocation assistance will be provided where appropriate

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As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

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As a valued member of our team, you can expect:

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1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff,  pension , benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing.

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We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community   here.

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We endorse the principles of   Athena Swan and hold bronze, silver and gold awards across the University.

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We are investing in our organisation, and we will invest in you too. Please visit our website https://www.jobs.gla.ac.uk/benefits-salary-and-flexible-working for more information..

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Closing date: 23:45 on Tuesday 27 May 2025