Job responsibilities
Policy
and Service Development
a)
Proposes changes to working practices in the Payroll Department
b)
Follows payroll procedures/policies and will be asked to comment upon service
improvements and changes.
c)
Implements new procedures in the Section
d)
Gives advice to clients on implementation of new policies and changes in
regulations, which have an impact in other areas, relating to NHS Pension
Scheme and Payroll.
e)
Consults with clients to improve working practices.
Financial
and Physical Resources
a)
Checks accuracy of work of Section members relating to payments to employees.
b)
Responsible for checking accuracy of payroll output to ensure payments are
correct which in turn will ensure that budget reports are an accurate
reflection of expenditure.
c)
Authorised signatory for Removal Expenses
d)
Responsible for ensuring adequate staffing levels are available to meet
strict deadlines.
Human
Resources
a)
Day to day management of the Section.
b)
Deals with recruitment.
c)
Responsible for staff discipline within the Section.
d)
Responsible for coordination and organisation of training, both induction and
ongoing within the Section or Payroll Office.
e)
Identifies training needs for continuing professional development.
f)
Conducts staff appraisals and monitors Section members performance.
g)
Evaluates and assesses competency of trainees within Payroll to validate
grade progression.
h)
Responsible for monitoring sickness levels within the Section and counselling
officers on their return from sickness.
Information
Resources
a)
Regularly creates and uses spreadsheets to assist working practices.
b)
Produces complex reports for use in client finance and HR departments.
c)
Extracts and analyses information from computerised systems to respond to
complex queries from employees, Trusts, Section members, clients and outside
agencies
d)
Responsible for information input to ESR by staff, which is then used to
provide budgetary information for Trust Managers, statutory returns to Dept.
Of Health and Statutory returns to Inland Revenue.
Research
and Development
a)
Completes monthly and annual returns to Government Statistical Department
relating to employee wages, collective agreements, and client numbers and
weekly and monthly payments.
b)
Undertakes monthly audits of departmental work to prevent fraud.
c)
Keep up to date with developments in I.T. software and hardware and identify
where they could enhance procedures or practices within the department. Once
identified they are responsible for design, costing and rollout and any
proposed development.
Freedom
to Act
a)
Guided by complex financial policies, procedures, and regulations, with an
amount of autonomy relating to HR matters and Section management matters.
b)
Prioritises own work and work of staff within the Section to meet strict
deadlines for payroll completion, pensions administration and statutory
requirements.
c)
Assist Section members to prioritise and organise work.
d)
Directs and guides staff in Section in matters including delegating and
distributing additional work.
e)
Acts as lead specialist in NHS Pensions regulations for client management and
for employees.
5.
THE LEEDS WAY VALUES
Our
values are part of what make us different from other trusts, so we see this
as a strength, as well as a responsibility. They have been developed by our
staff and set out what they see as important to how we work. Our five values
are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All
our actions and endeavours will be guided and evaluated through these values
Additionally,
the following are core values which relate specifically to this post:
a)
Commitment
b)
Excellence
c)
Professionalism
d)
Partnership
e)
Flexibility
f)
Integrity
g)
Innovation
6.
WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT)
Leeds
Teaching Hospitals NHS Trust is part of the West Yorkshire Association of
Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across
West Yorkshire and Harrogate working together to provide the best possible
care for our patients.
By
bringing together the wide range of skills and expertise across West
Yorkshire and Harrogate we are working differently, innovating and driving
forward change to deliver the highest quality care. By working for Leeds
Teaching Hospitals NHS Trust this is your opportunity to be a part of that
change.
WYAAT
is the acute sector arm of the West Yorkshire and Harrogate Health and Care
Partnership, one of the largest integrated care systems in the country. The
Partnerships ambition is for everyone to have the best possible health and
wellbeing, and the work of WYAAT, and each individual trust, supports that
ambition.
7.
INFECTION CONTROL
The
jobholder must comply at all times with the Leeds Teaching Hospitals NHS
Trust Infection Control policies, in particular by practising Universal
Infection Control Precautions. Hand hygiene must be performed before and
after contact with patients and their environment.
8.
HEALTH AND SAFETY / RISK MANAGEMENT
All
staff are responsible for working with their colleagues to maintain and
improve the quality of services provided to our patients and other service
users. This includes complying at all times with the Leeds Teaching Hospitals
NHS Trust Policies, including Health and Safety policies, in particular by
following agreed security and safer working procedures, and reporting
incidents using the Trust Incident Reporting system
9.
EQUALITY AND DIVERSITY
The
jobholder must comply with all policies and procedures designed to ensure
equality of employment and that services are delivered in ways that meet the
individual needs of patients and their families. No person whether they are
staff, patient or visitor should receive less favourable treatment because of
their gender, ethnic origin, age, disability, sexual orientation, religion
etc.
10.
TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT
The
jobholder must take responsibility in agreement with his/her line manager for
his/her own personal development by ensuring that Continuous Professional
Development remains a priority. The jobholder will undertake all mandatory
training required for the role.
11.
COMMUNICATION & WORKING RELATIONSHIPS
a)
Advises and gives guidance to staff in Section, relating to procedures,
statutory regulation and conditions of service and payroll/pension computer
systems.
b)
Answers complex verbal, written and electronic queries from solicitors,
financial institutions, NHS Pensions Agency, employees, Trusts, and bereaved
relatives. This often involves using persuasive arguments particularly when
dealing with Solicitors in relation to reclaiming significant sums in
relation to Third Party Claims, e.g., Road Traffic Accidents.
c)
Answers queries both complex and simple from Managers, HR Officers and
employees relating to Terms and Conditions of Service, Statutory Payments
(Statutory Maternity Pay, Statutory Sick Pay, Inland Revenue Regulations, NHS
Pension Scheme), involving face to face, telephone, written and electronic
media.
d)
Frequently answers queries from irate or distressed employees, requiring
tact, empathy, patience, and calming techniques.
e)
Meets with next of kin of deceased employees to give information about NHS
Pension benefits payable.
f)
Discusses with terminally ill employees NHS pension benefit options.
g)
Frequently answers complex queries from, and gives advice to, employees where
English is not their first language.
h)
Frequently handles escalated queries from irate employees where the payroll
officer has been unable to resolve the problem, including reasons for
delaying payments and other sensitive issues which can be contentious.
i)
Prepares and makes presentations to employees at different Trusts on complex
Pension and payroll regulations.
j)
Prepares and presents to employees and manager at Trusts on Terms and
conditions of Service and payroll procedures.
k)
To act in an advisory capacity to managers and clients in the absence of the
Payroll Manager.
l)
Maintain client confidentiality in accordance with the data protection act
12.
SPECIAL WORKING CONDITIONS
i)
PHYSICAL EFFORT:
Long
periods sitting at workstation.
Handling
of stationery, and I.T equipment
ii)
MENTAL EFFORT:
a)
Frequent requirement for prolonged concentration, controlling payrolls,
preparing financial returns, assessing work distribution in Section, checking
and processing pensions information, calculating and providing estimates of
Pension Benefits to employees, who will then determine future plans on
information given.
b)
Subject to frequent interruption by telephone and Section members, the result
of which can require a change of work pattern. i.e., interruption creates a
time demand that has priority over current task, which must be returned to
later.
c)
Participating in formal disciplinary hearings.
iii)
EMOTIONAL EFFORT:
a)
Frequent exposure and involvement with angry or distressed employees.
b)
Assists in dealing with formal stages of staff performance and disciplinary
issues.
c)
Occasional exposure to next of kin of deceased employees to explain and give
guidance about death benefits and procedures, in highly distressing and
emotional circumstances.
d)
Occasional exposure to terminally ill employees to give assistance and help
on most beneficial options
iv)
WORKING CONDITIONS:
a)
Uses keyboard and VDU for most of day.
b)
Exposure to verbal aggression
