NATIONAL PORTRAIT GALLERY Job Description Role: Reports to: Responsible for: Salary/Hours:

HR Systems and Payroll Manager Interim HR Director HR Systems and Payroll Officer £37,000 per annum, full time (40 hours/week inc up to one hours lunch break per day)

Job Purpose:   

Leading on the management and continuous development of the integrated HR and Payroll system to support improvements in the efficiency and effectiveness of related HR services and activities. Managing the provision of effective and customer focussed payroll and pensions services ensuring high standards of service and compliance. Supporting the development and implementation of the Gallery’s pay policy and reward strategies, ensuring that they are aligned with business objectives and priorities.

Key Accountabilities: Staff Management  Managing and developing the HR Systems and Payroll Officer to ensure their continued development ensuring that objectives are met and all work activities are delivered to the highest standard. HR Systems  Leading on the continuous improvement of the integrated HR and Payroll system including seeking new opportunities to improve its use within the HR team and across the Gallery and ensuring that appropriate systems are in place to maintain the accuracy, quality and security of data held in the HR system.  Developing and maintaining HR system processes to clearly demonstrate all key work processes in place, regularly assessing their effectiveness and compliance.  Actively seeking new opportunities to improve use of the HR systems to enhance the capture of key workforce data and the provision of meaningful and accurate HR KPI reports.  Assisting in any training required to enable the effective use of the HR system including the delivery of training to HR colleagues and staff.  Ensuring there is consistency between staff budgets data and employee data held by HR. Payroll and Pensions  Effectively managing the monthly payroll so that this is run accurately and in a timely fashion.  Developing and maintaining a comprehensive payroll and pension procedures manual to reflect processes and ways of working.  Managing the provision of an effective pension service through the external contractor.  Ensuring quality control of all aspects of the pension and payroll services to staff to staff. Pay and Reward  Working with colleagues, supporting the development of a Pay and Reward strategy which is aligned with Gallery’s objectives and helps to recruit and retain high quality staff.  Providing support to senior colleagues on the annual pay review process and ensuring the outcomes are implemented effectively.

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Supporting the Gallery in meeting its statutory obligations, including but not limited to equal pay.

Other  Supporting the wider HR team on projects and initiatives as appropriate.  Effectively contract managing outsourced contracts and services related to the role, maintaining high standards of quality assurance and value for money. This list is indicative but not exhaustive. As such, in addition to the key accountabilities and responsibilities listed, the job holder may be required to perform other duties commensurate with the scope and level of the role.

National Portrait Gallery Human Resources Deputy Director and Director of Communications and Development

Interim HR Director

Acting Head of HR

HR Manager (p/t)

HR Officer

Training Assistant

HR Systems and Payroll Manager

HR Manager

HR Officer (p/t)

Payroll Officer

NATIONAL PORTRAIT GALLERY HR Systems and Payroll Manager Person Specification Qualifications and Experience Essential  Payroll or specialist reward related qualification, or CIPD qualified.  Experience of managing a payroll bureau service.  High level of IT proficiency working with experience of dealing with statistical data and providing analysis.  Experience of working with and developing HR systems including building reports.  Proven project management skills demonstrating use of initiative and managing timelines.  Team management experience, encouraging and supporting the development and contribution of others.  Experience of or empathy with the cultural and heritage sector. Desirable  Experience of pay, reward and recognition frameworks.  Experience of pension administration. Skills and Attributes      

Excellent written and verbal communication and interpersonal skills, with the ability to adapt at dealing with people and to build positive working relationships at all levels. Discretion and confidence in dealing with staff, managers and suppliers. Outstanding organisational skills with a solutions orientated approach to problems. Proven ability to make things happen, dealing efficiently and diplomatically with complex tasks and enquiries at all times and under pressure. Sound judgement, accuracy and meticulous attention to detail. A resilient and collaborative team player with a positive and enabling attitude.

Other  An interest in portraits and portraiture.

National Portrait Gallery HR Systems and Payroll Manager Details of the post are given below and in the job description. You should take care to show in your application how you can fulfil the requirements of the job. Term of appointment This post is permanent. Hours Your contracted hours of work are 40 gross (5 days) per week, from Monday to Friday, including a lunch break of one hour a day for a full day worked. Pay The salary will be £37,000 per annum. Annual Leave Your annual leave allowance is 25 days per annum, rising to 29 days at the start of the annual leave year following completion of five years’ service, and up to 33 days after 10 years’ service. Place of Work Most of the work is based in the Gallery Administration Office at Orange Street, but staff may be required to visit other locations as necessary. Equality The Gallery believes in the employment and advancement of people solely on their ability to do the job required. When recruiting people, we will therefore disregard their gender, marital status, race, colour, nationality, ethnic origin, religion and sexual orientation. There will be no unfair discrimination on the basis of disability. If you would like to submit your application in a different format we are happy to allow this. Please contact us (telephone: 020 7306 0055 email: [email protected]) so that we may discuss suitable alternatives. Pension Pension benefits are provided under the Principal Civil Service Pension Scheme (PCSPS). Probation and Trial Period All appointments are subject to satisfactory employment and character references and security clearance. There is a probationary period of 12 months for all permanent posts. The probationary period for this post is 12 months. Data Protection Act Information provided by you as part of your application will be used in the recruitment process. Any data about you will be held securely with access restricted to those involved in dealing with your application in the recruitment process. Once this process is completed the data relating to unsuccessful applicants will be stored for a maximum of 6 months and then destroyed. If you are the successful candidate, your application form will be retained and form the basis of your personnel record. Information provided by you on the Equal Opportunities Monitoring Form will be used to monitor National Portrait Gallery’s equal opportunities policy and practices. By signing and submitting your completed application form you are giving your consent to your data being stored and processed (if you submit your application by e-mail and the application form is unsigned we will assume that consent by you is given) for the purpose of the recruitment process, equal opportunities monitoring and your personnel record if you are the successful candidate.

Season Tickets Interest free loans are available for the purchase of a season ticket for travel to work. Please return your completed application form to: HR Department National Portrait Gallery 2 St Martin’s Place London WC2H 0HE By 5.00pm on Monday 16 January 2017. If you are delivering your application by hand, please take it to the reception desk at 39-45 Orange Street. We are expecting to hold interviews on Monday 23 January 2017. Please indicate on the application form if you will not be available on this particular date. To ensure the best possible use of our limited resources we are unable to respond to every application. If you have not had a response to your application by 30 January 2017, please assume that you have been unsuccessful on this occasion. We would like to thank you for your time and effort in returning your application form.