Team Leader Payroll Services

Position Statement:
The Team Leader, Payroll Services will assume responsibility for leading the payroll processing team, within Hilton’s UK Shared Services Operation. The Team Leader will support all aspects of the in-house payroll operation, ensuring efficient and accurate delivery of payroll and related services to c. 10,000 employees.  
 
The Team Leader will ensure delivery of accurate payroll processing, filing and reporting for both Hilton Owned and Managed properties, as per the statutory legislative requirements. They will motivate the payroll processing teams to provide an exceptional customer service experience, and will be expected to have the relevant knowledge and expertise capable of supporting the design and delivery of an optimal payroll solution. 
 
Position Summary:
The Team Leader will be expected to have knowledge and expertise in the latest Payroll and Pensions procedures, theories, and related areas of statutory compliance. They will play a key role in supporting deliverables expected from an efficient Payroll Service to provide a seamless, efficient and customer focused experience which maximises on output without compromising on quality of service.  The Team Leader will ensure all key statutory and legislative deadlines are comfortably met by the payroll processing team on all occasions. 

The Team Leader will direct the payroll processing team, and work with our key business partners to ensure the various pay-cycles are accurately completed and paid on each pay date. The monthly and fortnightly pay-cycles will be processed by our team, with input provided by the corporate and property locations.  

The Team Leader will be required to attend regular payroll meetings with the hotel, corporate, HR team, compensation and benefits team and admin vendors, to ensure all payroll processing tasks are thoroughly recorded , accurate and delivered.

The Team Leader will review the BACS limits and work closely with the banking team to ensure BACS limits are changed in line with business requirements if needed. 

The Team Leader will be required to communicate clearly at all levels, both internally and with external stakeholders, and should build and maintain strong relationships with our key stakeholders and customers.  The ability to simultaneously manage multiple tasks and deliver to tight deadlines is considered essential elements of this role. The post holder will possess the capacity to effectively contribute towards a strong customer-focused ethos while ensuring that a robust control environment is maintained.

The Team Leader will work with the Senior Manager and the data governance team on new business requirements configuration for the Oracle Cloud payroll system, e.g. new pay elements, new property business unit configuration. Also, working together on new system upgrade statutory requirements and testing, providing statutory legislation guidance as required to all team involved in the upgrades and testing, and assisting in these processes as required. 

The Team Leader will ensure that the payroll processing team receive effective training and updates to provide delivery of accurate and timely payroll service.
 
The Team Leader will organise & support the processing teams in their day to day tasks, ensuring they deliver a first class service. In addition, the Team Leader will help drive improvement of the end to end payroll process.  The Team Leader will ensure all team members have SMART objectives set. They will be responsible for the teams 1:1’s and annual reviews. Team members will have a training plan and skills matrix which will feed into an overall Payroll team skills matrix ensuring cover for all tasks mitigating any risk areas.

    
What will I be doing?

Essential Functions
 
Directing Activities 30%
•    Provide direction & support to the Payroll processing team members, establishing individuals objectives which are consistent with organizational goals
•    Direct the team in the reconciliations of each payrun, to ensure relevant audit trails are available to support the payroll processing by the team. 
•    Ensure pension schemes are correctly configured and auto enrolment procedures are effectively managed within the payroll processing team to meet the pension regulator compliance requirements
•    Ensure all errors, warnings, compliance matters have been resolved in each payrun, to ensure accuracy of net pay to all team members.
•    Work with Manager and Senior Manager to investigate opportunities for on-going consolidation of payroll activities within the Shared Services environment which will deliver efficiency improvements to the wider Hilton organisation.
•    Ensure accurate reports are produced from the Oracle Cloud and other systems for our customers and internal records.
•    Enhance team skills and knowledge by providing training updates on legislation changes, webinar access to HMRC etc, to provide support to the business with end to end payroll activities
•    Drive the team to support Hotels in the reduction of manual payroll processes, including manual adjustments, and manual advance payments, demonstrating progress through the teams reporting of monthly results 
•    Drive the team to encourage an environment who strive for Continuous improvements.

Controlling Activities 25% 
•    Keep up to date with UK tax regulations, statutory requirements and pension legislation relating to Payroll, Pensions, Schedule 46, Senior Accounting Officer and employment related benefits ensuring Hilton’s compliance.  
•    Ensure payroll processing team meet all HMRC statutory reporting deadlines each pay cycle, and annually. 
•    Oversight and execution of process controls, and approval of inputs recon/balancing, through to end process, and post payroll tasks. 
•    Liaise with HMRC on any PAYE business matters and queries relating to any of our PAYE schemes. 
•    Ensure auto enrolment pension processes are complied with for all Hilton and Owners pension schemes, including re-enrolment and staging for new properties. 
•    Working with and directing key customers on payroll timetables and deadlines, to ensure all teams complete tasks on time, to allow payroll processing to be accurate and complete each pay cycle. 
•    Oversee a controlled payroll cycle, minimizing ‘last minute’ tasks and comfortably delivering to tight deadlines
•    Develop and maintain SOPs/Desktop Procedures, ensuring that key tasks are properly documented and updated in the event of change. 
•    Continuously monitor and review process controls to ensure compliance with Company Policy, SOX and audit requirements; ensure documentation is relevant and up to date
•    Streamline Payroll activity within both the department, and the wider business community, ensuring that best practice is embraced

Planning Activities 20%
•    Working with the Senior Manager and Manager, help to plan the workload and timetable of team tasks to ensure deliverables are met, in particular to ensure compliance with statutory & legislative deadlines
•    Support the development and roll-out of Payroll related policies and procedures throughout UK estate 
•    Work with the Senior Manager and Manager to Identify Key Service Outputs and implement associated Productivity metrics / KPI’s 
•    Support implementation of Service Level Agreements 
•    Ensure that all statutory compliance matters pertaining to payroll are up to date
•    Working with HR teams on the transition of properties coming into or exiting our portfolio, in a timely manner
•    Working with the Manager , to drive project initiatives within the team

Staffing Activities 25%
•    Support the Senior Manager and Manager, to ensure that optimum skills and staffing levels are in place to deliver to established Service Level Agreements in a high performance environment
•    Adequately plan resourcing throughout the year, ensuring that adequate training is effected to cover all eventualities
•    Lead and motivate a team which will deliver services efficiently and with a customer focused approach at all times
•    Support the payroll team in adopting a ‘continuous improvement’ philosophy
•    Support Senior Manager in recruiting and retaining the best people for the team
•    Manage the performance, including poor performance and attendance related issues, ensuring a consistent approach is applied throughout the SSC team
 

Supportive Functions
In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the Senior Manager or Global process lead, based upon the particular requirements of the company.
•    Provide support to the Senior Manager and Manager in the Payroll BIK and Accounting functions if required. 
•    Provide support to the Centre of Excellent management team as required
•    Support the wider Shared Services organisation to ensure that their objectives are successfully delivered
•    Effectively represent the UK Centre of Excellence operation within the wider Hilton organisation and externally
•    Proactively engage in any other tasks as assigned by Senior Manager or Global process lead for payroll.
 
Direct Reports
Supervise Payroll process team members.

Key Systems:
Oracle Cloud payroll/HR, Unifocus Time and Attendance system, Peoplesoft GL and accounting system, The Peoples Pension, Bottomline BACs processing, HMRC Government Gateway.