By Phyllis Willis,2014-08-07 11:49
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    Payroll Administrator/Finance Assistant

    Background Information, Job Description and Person Specification


    The Seckford Foundation is one of Suffolk’s oldest charities. Established in 1587 by Thomas Seckford, it has supported the young and elderly since the time of Queen Elizabeth I, benefiting from his endowment of land and buildings. It was joined by the Woodbridge Free School charity in the mid 1850s.

    The modest Tudor Charity blossomed, becoming a complex Foundation. It incorporates the Seckford Almshouses which provides sheltered and very sheltered accommodation, Jubilee House including respite beds, Seckford Day Centre for the elderly, Deben Family Centre, Woodbridge School, The Abbey Preparatory School and Queen’s House Pre-

    Preparatory School within estates of some 60 acres in the centre of Woodbridge.

    The Endowment income enables the Foundation to offer scholarships and bursaries for pupils at Woodbridge School, to support the cost of the Seckford Almshouses and Jubilee House accommodation and to make much needed grants to those under 25 or over 50.

    We aim for excellence in the care and education of the young and old.

    The Foundation employs over 400 staff, mostly at Woodbridge School. The administration of the Foundation including the Finance function is located in Marryott House at Woodbridge School. A board of Trustees, called Governors, govern the Foundation. There is a committee structure beneath this board comprising Care and Grants, Finance and Audit, School, and Strategic Marketing and Fundraising. Each committee meets on average 4 times a year.

    The post holder will report to the Senior Accountant and will also assist the Accounts Office Supervisor and liaise with other departments where necessary. The department also includes a Financial Accountant and a purchase ledger clerk...



    This post will be responsible for the supervision and preparation of the payrolls for both Woodbridge School and The Seckford Foundation together with all year end and monthly returns to the Inland Revenue and pension providers. Assistance is available on the Woodbridge School payroll from the current purchase ledger clerk. Where possible the post holder will be expected to assist with the sales and purchase ledger and other general financial duties.

Main responsibilities

    ; Calculation of wages and deductions from timesheets and other records and entering

    the data into the system

    ; Reviewing the timesheets, wages computations and other records in order to detect

    and reconcile any differences

    ; Record-keeping with regard to sick pay and holidays

    ; Computation of SMP, SSP, CTC etc.

    ; Recording and liaising with the Bursars office and HR departments with regard to

    appointments and resignations, retirements etc and changes in rates of pay and

    checking that these are correctly documented and authorised

    ; Completion of forms and documentation for the administration of benefits such as

    pension plans and medical insurance

    ; Production and dispatch of monthly payslips

    ; Preparation and balancing of period end reports and the reconciliation of the issued

    payrolls to the bank statements and general ledger

    ; Provision of financial information to managers on payroll costs information ; Preparation of year end returns including P35s and P11Ds

    ; Liaison with HMRC and other statutory bodies where necessary

    ; Preparation of pensions information and liaison with the Teachers Pension Scheme ; Assisting with purchase and sales ledger where necessary

    ; Any other relevant duties as required.


    ; You will have a minimum of 5 GCSEs at Grade C or above, including English

    and Maths and a payroll qualification such ass IPP is desirable but not essential

    ; Applicants should ideally have a minimum of 5 years experience of working in


    ; A high level of computer literacy is required to enable the jobholder to produce

    their own work. Experience of either Sage Payroll or CSM Ascent would be


    ; Knowledge and experience of Microsoft Office products, particularly Word and

    Excel, is essential

    ; Excellent working knowledge of all payroll regulations

    ; You will have the ability to interpret regulations and correctly apply them to

    documents processed

    ; The ability to manage your own workload and to work within a team is also very

    important as is the ability to prioritise your workload and meet strict deadlines

    ; Applicants should be able to work within the confines of a confidential


    ; Keeping up to date with changes in regulations

    ; Answering queries from staff concerning their salary payments.


    In line with the Health and Safety at Work Act etc. [1974] you have a legal duty to take reasonable care of your own health and safety and that of others, which may be affected by what you do or do not do. To fulfil this you are expected to be familiar with, and adhere to the Foundation’s Health and Safety Policy. In particular you should;

    ; Report potential hazards immediately to a manager.

    ; Be aware of accident reporting procedure and know first aiders

    ; Know the emergency procedure and fire precautions for your location


    Your responsibility for promoting and safeguarding the welfare of children and young persons for whom you are responsible or with whom you come into contact will be to adhere to and ensure compliance with the School’s Child Protection Policy Statement at

    all times. If in the course of your duties you become aware of any actual or potential risks to the safety or welfare of children in the School you must report any concerns to the School’s child protection officer or to the Bursar or Headmaster.

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