Job summary
We are looking for a reliable and motivated individual with excellent customer service skills to join our busy team to support the delivery of a high-quality payroll Service to the Trust's staff and its managers. We are an incredibly friendly and supportive team and would be glad to welcome a like-minded individual into our team.
Main duties of the job
The successful candidate will be responsible for their own allocation of a section of the payroll.
You will be process orientated, able to prioritise and work calmly to organise your work allocation. You will be computer literate and proficient in using Microsoft Word, Excel and Outlook. Having a good eye for detail, you will be educated to NVQ level 3 or be able to demonstrate equivalent experience.
Good communication skills are essential, both verbally and in writing along with the ability to be able to convey detailed Terms and Conditions of service, and system related information and advice.
Main duties include:
- Supported by the Payroll Team Leader and Payroll Advisors, to be responsible for a small allocation of the Trust's payroll.
- To work on specific tasks associated with the production of the Trust's monthly payroll which includes, but is not limited to, the validation routines associated with the Healthroster Feeds.
- To work with the team to run, produce and validate the Trust's monthly payroll, ensuring that payments are accurate and timely, and that T&Cs, policy and statutory legislation in relation to staff pay is complied with at all times.
- To support the Payroll Manager and Team Leaders in developing the team's ESR and Pay Services section assistants.
- To provide a customer focused payroll service.
- To support and advise staff with payroll enquiries, via email, phone/MS Teams and post.
About us
We are a friendly and caring team, providing a trust wide local payroll service. We each have our own allocations of work and work independently, but as a team we always have an open communication channel where any queries can be raised.
It would be good to have some payroll administration experience, ideally in an NHS setting, but don't worry if you don't have this, as full training and support will be given.
If this job sounds like something you would be interested in, please fill out an application form, as we would like to meet you.
For further information or for an informal discussion, please contact David Macpherson - Payroll Manager on 01785 301034
Job description
Job responsibilities
-
- Under the supervision of the Payroll Team Leaders, with support from the Payroll Advisors, to be responsible for a small payroll allocation, ensuring that specified deadlines and data quality standards are met at all times.
- New starters and Terminations (within a 48 hours KPI)
- Changes to contract
- Sickness calculations
- Implementation of AEO, student loans, DEO, P45s etc
- Processing of Voluntary deductions e.g. Union deductions
- Calculations of backdated information and checking of retro run
- Record overpayment details onto the register and share the information upwards for appropriate action to be taken.
- Calculate, raise and recover advances of pay when required
- Monitor the e-Forms system for any late and in month forms and take appropriate payroll action if this has not been done.
- To further assist in the production of monthly payrolls by -
- Assisting with the checking of various monthly payroll reports at different times throughout the monthly payroll cycle
- To participate in the monthly payroll checking routines, ensuring that payments and deductions reconcile within a given set of parameters.
- Manually inputting failed data entry lines from the Healthroster to ESR absence, T&A and expense interfaces
- Performing validation routines against highlighted areas of all Healthroster to ESR reports, i.e. T&A system, Expenses, Absences, Bank output.
- Inputting new monthly salary sacrifice details for the Cycle to Work and Bike Shop schemes.
- Processing the Start and Stop notices for lease cars.
- Checking the duplicate bank accounts report, Recovery of Advances report and other reports under the supervision of a Payroll Team Leader.
- To amend Override mileage rates as and when requested by Team Leaders
- Other Duties
- Over the course the monthly payroll cycle, and to contribute to personal development, during less busy times, to assist, under supervision, with the teams general workload and any ad hoc requests as requested.
- Preparing and sending replacement P11Ds and responding to mileage detail requests.
- During periods of Colleagues absence, covering duties as requested by the Payroll Team Leader to ensure that all sections are covered and service delivery is maintained.
- Promoting the department as an efficient and customer orientated service when in contact with employees, managers and external organisations.
- Through on the job and formal training, to actively develop and maintain a basic working knowledge of
- National, local and TUPE Terms and Conditions of service for staff, and specifically those that influence staff pay.
- HMRC and National Insurance regulations in relation to PAYE
- NHS and Local Government Pension Scheme, NEST and Auto Enrolment regulations
- Internal payroll procedures, Data Protection Act, Information Governance, Standing Financial Instructions and other agreements.
- ESR, Healthroster.
- To participate in training and development, and gain experience in dealing with more complex pay calculations such as parental leave calculations, protection arrangements, dealing with pension matters, in preparation for career development
Systems and equipment
- Become a proficient ESR Professional User, developing a knowledge of all relevant ESR & Pay Services team User Responsibility Profiles (URPs) Use the ESR system, using ESR Hub as a system tool.
- Supported by the payroll Team Leader, to reference the NHS Employers, NHS Pensions, HMRC, DWP etc websites for payroll information when needed.
- Save completed documents in the agreed format in the correct folders.
Decisions and judgements
- Working within set processes and cycles with little direct supervision, responsible for organising their own workload to ensure that all tasks are completed in a timely manner.
- The post holder analyses and interprets basic payment related information, and carries out complicated pay calculations.
Communication and relationships
- The post holder engages with Trust staff and managers at all levels in response to queries raised. They also deal with external organisations.
- Supported as needed by the Payroll Team Leader and Payroll Advisors, the post holder may have to convey complicated Payroll related information in a clear and concise manner. Communication can be in person, over the phone or in writing. On occasions communications can be of a particularly sensitive nature.
Physical demands of the job
- Quick and accurate keyboard and computer skills are required in this role.
- Daily usage of VDUs for prolonged periods of time.
Most challenging/difficult parts of the job
- The post holder will be required to concentrate frequently when making calculations and will experience frequent telephone interruptions from staff or managers with pay and ESR related queries.
- Meeting unmoveable payroll deadlines.
Research and Development
- The post holder will be expected to complete surveys and participate in audits relevant to their own work area.
To be Noted:
- The above duties are not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the manager.
- This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.
The post holder is expected to comply with all relevant Trust policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety and Confidentiality of information.
JOB STATEMENT:
Health and Safety
The post holder has responsibility to abide by the safety practices and codes authorised by the Trust. You have an equal responsibility with management to maintain safe working practices for the health, safety and wellbeing or yourself and others.
Confidentiality
To ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity in accordance with the provisions of the Data Protection Act and its amendments.
Safeguarding Children
All Trust employees are required to act in such a way that at all times safeguards the health and well being of children and vulnerable adults. Familiarisation with and adherence to Trust Safeguarding policies is an essential requirement of all employees as is participation in related mandatory/statutory training.
Equality
To work in accordance with the Trusts policy to eliminate unlawful discrimination and promote good diversity in the workplace and to positively promote at all times equality of opportunity in service delivery and employment for patients and staff in accordance with the Trusts policies, to ensure that no person receives less favourable treatment than another on the grounds of any personalised characteristic.
Infection Control
Post holders are expected to maintain an up to date awareness of the infection control precautions relevant to their area of work and implement these in practice. As a minimum, this must include hand hygiene, the use of personal protective equipment, the use and disposal of sharps and communicating the importance to patients, prison staff and other health care staff you are working with. Details of the precautions and sources of advice and support to assess and manage infection control risks are provided through mandatory training which all staff must attend at intervals defined in the Trust policy on mandatory training and can be found in the Trusts infection control policies and national guidance, such as that published by NICE.
This job description is not an exhaustive document but is a reflection of the main duties at the date of publication. The job description will be reviewed on a regular basis and any changes introduced after consultation with the post holder.
Job description
Job responsibilities
-
- Under the supervision of the Payroll Team Leaders, with support from the Payroll Advisors, to be responsible for a small payroll allocation, ensuring that specified deadlines and data quality standards are met at all times.
- New starters and Terminations (within a 48 hours KPI)
- Changes to contract
- Sickness calculations
- Implementation of AEO, student loans, DEO, P45s etc
- Processing of Voluntary deductions e.g. Union deductions
- Calculations of backdated information and checking of retro run
- Record overpayment details onto the register and share the information upwards for appropriate action to be taken.
- Calculate, raise and recover advances of pay when required
- Monitor the e-Forms system for any late and in month forms and take appropriate payroll action if this has not been done.
- To further assist in the production of monthly payrolls by -
- Assisting with the checking of various monthly payroll reports at different times throughout the monthly payroll cycle
- To participate in the monthly payroll checking routines, ensuring that payments and deductions reconcile within a given set of parameters.
- Manually inputting failed data entry lines from the Healthroster to ESR absence, T&A and expense interfaces
- Performing validation routines against highlighted areas of all Healthroster to ESR reports, i.e. T&A system, Expenses, Absences, Bank output.
- Inputting new monthly salary sacrifice details for the Cycle to Work and Bike Shop schemes.
- Processing the Start and Stop notices for lease cars.
- Checking the duplicate bank accounts report, Recovery of Advances report and other reports under the supervision of a Payroll Team Leader.
- To amend Override mileage rates as and when requested by Team Leaders
- Other Duties
- Over the course the monthly payroll cycle, and to contribute to personal development, during less busy times, to assist, under supervision, with the teams general workload and any ad hoc requests as requested.
- Preparing and sending replacement P11Ds and responding to mileage detail requests.
- During periods of Colleagues absence, covering duties as requested by the Payroll Team Leader to ensure that all sections are covered and service delivery is maintained.
- Promoting the department as an efficient and customer orientated service when in contact with employees, managers and external organisations.
- Through on the job and formal training, to actively develop and maintain a basic working knowledge of
- National, local and TUPE Terms and Conditions of service for staff, and specifically those that influence staff pay.
- HMRC and National Insurance regulations in relation to PAYE
- NHS and Local Government Pension Scheme, NEST and Auto Enrolment regulations
- Internal payroll procedures, Data Protection Act, Information Governance, Standing Financial Instructions and other agreements.
- ESR, Healthroster.
- To participate in training and development, and gain experience in dealing with more complex pay calculations such as parental leave calculations, protection arrangements, dealing with pension matters, in preparation for career development
Systems and equipment
- Become a proficient ESR Professional User, developing a knowledge of all relevant ESR & Pay Services team User Responsibility Profiles (URPs) Use the ESR system, using ESR Hub as a system tool.
- Supported by the payroll Team Leader, to reference the NHS Employers, NHS Pensions, HMRC, DWP etc websites for payroll information when needed.
- Save completed documents in the agreed format in the correct folders.
Decisions and judgements
- Working within set processes and cycles with little direct supervision, responsible for organising their own workload to ensure that all tasks are completed in a timely manner.
- The post holder analyses and interprets basic payment related information, and carries out complicated pay calculations.
Communication and relationships
- The post holder engages with Trust staff and managers at all levels in response to queries raised. They also deal with external organisations.
- Supported as needed by the Payroll Team Leader and Payroll Advisors, the post holder may have to convey complicated Payroll related information in a clear and concise manner. Communication can be in person, over the phone or in writing. On occasions communications can be of a particularly sensitive nature.
Physical demands of the job
- Quick and accurate keyboard and computer skills are required in this role.
- Daily usage of VDUs for prolonged periods of time.
Most challenging/difficult parts of the job
- The post holder will be required to concentrate frequently when making calculations and will experience frequent telephone interruptions from staff or managers with pay and ESR related queries.
- Meeting unmoveable payroll deadlines.
Research and Development
- The post holder will be expected to complete surveys and participate in audits relevant to their own work area.
To be Noted:
- The above duties are not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the manager.
- This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.
The post holder is expected to comply with all relevant Trust policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety and Confidentiality of information.
JOB STATEMENT:
Health and Safety
The post holder has responsibility to abide by the safety practices and codes authorised by the Trust. You have an equal responsibility with management to maintain safe working practices for the health, safety and wellbeing or yourself and others.
Confidentiality
To ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity in accordance with the provisions of the Data Protection Act and its amendments.
Safeguarding Children
All Trust employees are required to act in such a way that at all times safeguards the health and well being of children and vulnerable adults. Familiarisation with and adherence to Trust Safeguarding policies is an essential requirement of all employees as is participation in related mandatory/statutory training.
Equality
To work in accordance with the Trusts policy to eliminate unlawful discrimination and promote good diversity in the workplace and to positively promote at all times equality of opportunity in service delivery and employment for patients and staff in accordance with the Trusts policies, to ensure that no person receives less favourable treatment than another on the grounds of any personalised characteristic.
Infection Control
Post holders are expected to maintain an up to date awareness of the infection control precautions relevant to their area of work and implement these in practice. As a minimum, this must include hand hygiene, the use of personal protective equipment, the use and disposal of sharps and communicating the importance to patients, prison staff and other health care staff you are working with. Details of the precautions and sources of advice and support to assess and manage infection control risks are provided through mandatory training which all staff must attend at intervals defined in the Trust policy on mandatory training and can be found in the Trusts infection control policies and national guidance, such as that published by NICE.
This job description is not an exhaustive document but is a reflection of the main duties at the date of publication. The job description will be reviewed on a regular basis and any changes introduced after consultation with the post holder.
Person Specification
Qualifications
Essential
- GCSE English Language and Maths or equivalent qualification or experience
Desirable
- Payroll related qualification at NVQ Level 3 or above.
Skills
Essential
- Ability to input data accurately
- Demonstrate relevant written and verbal communication skills
- Good organisation and prioritisation skills
- Good time management skills and an ability to work to deadlines
- Ability to work as part of a team
Desirable
- Previous experience of working within a Payroll setting.
Personal Attributes
Essential
- Demonstrate dedication to continued learning and development
- Demonstrate a flexible approach to work
Experience
Essential
- Experience of working in a customer service environment.
- Demonstrate a basic understanding of payroll cycles, responsibilities and processes
- Demonstrate a basic understanding of Data Protection and Information Governance issues.
- Knowledge and experience of using Microsoft Office packages including Outlook, Word, and Excel
Desirable
- Previous NHS experience
- Previous experience of using the NHS ESR System
- Previous experience of working within a Payroll Office with a knowledge of PAYE, WTD, AE, RTI, Parental leave regulations.
Person Specification
Qualifications
Essential
- GCSE English Language and Maths or equivalent qualification or experience
Desirable
- Payroll related qualification at NVQ Level 3 or above.
Skills
Essential
- Ability to input data accurately
- Demonstrate relevant written and verbal communication skills
- Good organisation and prioritisation skills
- Good time management skills and an ability to work to deadlines
- Ability to work as part of a team
Desirable
- Previous experience of working within a Payroll setting.
Personal Attributes
Essential
- Demonstrate dedication to continued learning and development
- Demonstrate a flexible approach to work
Experience
Essential
- Experience of working in a customer service environment.
- Demonstrate a basic understanding of payroll cycles, responsibilities and processes
- Demonstrate a basic understanding of Data Protection and Information Governance issues.
- Knowledge and experience of using Microsoft Office packages including Outlook, Word, and Excel
Desirable
- Previous NHS experience
- Previous experience of using the NHS ESR System
- Previous experience of working within a Payroll Office with a knowledge of PAYE, WTD, AE, RTI, Parental leave regulations.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
