St Anne’s College, Oxford
Job Title: Payroll and Accounts Officer
Reports to: Financial Controller
Direct Reports: None
Background information on the College
St Anne’s is a College that has a distinct culture within the University. Founded in 1879 as
The Society of Home Students, it was set up to pioneer education for women. St Anne’s
became a full College of the University in 1952, and admitted men in 1979. However, it has
retained its commitment to intellectual emancipation and stands out as a college that
consciously seeks to connect to the outside world, collegiate but not cloistered. St Anne’s has
always been a thoroughly modern College and is facing the challenges of the twenty-first
century with renewed vision. It is one of the largest Colleges in Oxford, with a diverse and
lively mix of some 430 undergraduate, 30 Visiting Students and 250 postgraduate students,
overseen by a similarly lively mix of academic, administrative and support staff.
Payroll and Accounts Officer
St Anne’s employs approximately 250 staff (permanent and casual). Approximately 100 are
academic staff and 150 are support staff. College runs two payrolls (monthly and termly). This
position will be responsible for all College payroll and associated matters, including
administering remuneration and allowances, pensions and the College’s healthcare scheme
and providing administrative support to the College’s small on-site Nursery, as well as
assisting with any other accounts related ad hoc daily tasks or projects, as required.
1. Manage and administer the College’s monthly and termly payrolls, including: liaising
with all College departments to obtain required information; production, printing and
distribution of pay-slips, Real Time information submissions (RTI); all monthly and
annual returns to HMRC, pension schemes monthly and annual returns.
2. Produce P60’s, P35’ schedules and tax returns to cover all payrolls to Revenue
deadlines. Issue P45s on last day of employment.
3. On-going maintenance of the payrolls including review and cleansing of historic data.
Liaise with the HR department regarding new starter and leavers, assisting with
complying with right to work UKBA regulations. Maintain manual and computer
records for all staff, including accurate SMP, SSP and sickness records.
4. Ensure prompt payment of tax and N.I. monies for all payrolls to HMRC, also pension
contributions to two pension companies. Balancing of appropriate control accounts for
5. Balance payroll nominal ledger control accounts and reconcile payroll output to
monthly management accounts. Prepare monthly payroll journals to post to Nominal
6. Track and reconcile Fellows’ allowances, including entertainment and Travel &
Research allowances. Provide clear guidance to Fellows on these allowances and
ensure they are correctly approved.
7. Ensure College credit card and other expense claims are processed in a timely and
accurate manner and liaise with staff to ensure all such expenditure is correctly
approved and accounted for appropriately.
8. Administer the College’s Health insurance scheme, to include: maintaining relevant
records, sending out renewal letters, answering ad-hoc queries.
9. Administer the College’s season ticket scheme for staff, to include: ordering new
tickets, sending out reminders, liaising with bus companies.
10. Look after College’s Childcare voucher scheme and ensure monthly invoice is paid in
time and correct deductions are made from pay.
11. Look after College’s Nursery accounts, to include support to Nursery manager,
preparation of monthly invoices, correct treatment of salary sacrifice scheme,
reconciliation of fee income, preparation of annual budget.
12. Preparation of P11D’s.
13. Liaise with staff and management on all payroll related queries and deal with ad-hoc
payroll queries as they arise.
14. Process pay increases and calculate any back pay owed.
15. Project work related to payroll such as continual improvement and standardisation of
payroll operations. In the immediate future this will include smooth implementation of
RTI and creating processes and systems to ensure College is compliant with pension
auto-enrolment rules. Keep up to date and implement the latest legislative
requirements and attend relevant training as required.
16. Ad-hoc projects and work as requested by the Treasurer and Financial Controller.
1. Inland Revenue, Pensions Companies, HMRC, other Government agencies
1. Staff, Fellows of College and students regarding payroll queries on a daily basis
2. HR department and departmental managers.
Experience of operating a payroll, including both permanent and casual staff
Understanding of payroll processes and legislation
Excellent written and spoken communication and interpersonal skills
Attention to detail and accuracy
Numeracy and spreadsheet skills
Ability to work to deadlines and manage own workload
Tact and confidentiality
Customer service focus and a flexible attitude to work
Membership of a professional accounting body, or CIPP
Experience of working with College payrolls, including familiarity with OSPS, USS.
Alternatively equivalent experience of working with payroll and accounting processes in
Higher Education, Further Education or a School.
Terms and Conditions
Annual leave: 35 days per annum, which includes 8 public holidays. The Payroll and
Accounts Officer is expected to take part of this entitlement during the official
period of College closure in winter. When public holidays fall in term the Payroll
and Accounts Officer will be expected to work them and to book a day holiday
at a different time.
Notice period: Two months.
Other: The Payroll and Accounts Officer's employment is subject to provisions
contained in the Statutes and By-Laws of the College. Policies and
procedures are outlined in the Staff Handbook.
Appointment: It is envisaged the successful person, may have a month’s notice and would
start as soon as possible after selection. The appointment will be conditional on
confirmation of eligibility to work in the UK. Further information is available at:
Probation: The initial appointment has a 6 month probationary period.
Salary: In the region of £27,500 p.a.
Pension: The College offers membership of the Oxford Staff Pension Scheme.
Meals: Free lunch is provided, working days, when working either side of lunch.
Parking: You are eligible to apply for a parking permit for which an annual fee applies.
Hours of Full time (36.25 hour week). Standard office hours are 9 am to 5.15 pm each
working: day with an unpaid lunch break. Overtime is not usually offered or paid. No other
work may be undertaken without the prior approval of the Treasurer.
Prospective candidates should send a curriculum vitae, a completed application form and a
letter stating how their skills, experiences, and interests equip them to undertake this role,
electronically to: firstname.lastname@example.org by noon on Tuesday 9th April 2013.
Alternatively, applications can be submitted in hard copy to Ms Zoe Sparrowhawk, HR
Manager, St Anne’s College, Oxford OX2 6HS.
It is anticipated that interviews will be held at St Anne’s on Tuesday 16th April 2013
Please ensure that you supply the names and addresses (including email and telephone
number) for 2 referees on the application form. References may be taken up for candidates
invited to interview. If you do not wish us to take up references without informing you please
make this clear in your application.
The policy and practice of St Anne’s College require that all staff are afforded equal
opportunities within employment. Entry into employment with the College and progression
within employment will be determined only by personal merit and the application of criteria
which are related to the duties of each particular post and the relevant salary structure. In all
cases, ability to perform the job will be the primary consideration. Subject to statutory
provisions, no applicant or member of staff will be treated less favourably than another
because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or
maternity, race, religion or belief, sex, or sexual orientation. Applicants are encouraged to
complete the equal opportunities monitoring form.