Expenses Clerk

Lancashire Teaching Hospitals NHS Foundation Trust

This job is now closed

Job summary

Would you like the opportunity to join a progressive and forward-thinking Payroll Department?

We are looking to recruit an Expenses Clerk, who has a passion for helping to provide an excellent customer experience to clients, has an excellent telephone manner and excellent administrative and IT skills. The candidate must demonstrate attention to detail and a commitment and enthusiasm to contributing to service improvement and development. The ideal candidate would have an administrative background or experience of working in a high-pressured office environment, that has to adhere to strict deadlines.

You will be required to work independently and as part of our friendly and supportive Payroll team.

As a large, leading shared service provider, this opportunity may allow you to enhance your skills, with opportunities throughout ELFS for progression.

Main duties of the job

You will assist in providing high-quality routine support to ensure the correct and accurate payment of expenses in line with NHS Terms and Conditions of service and locally agreed Client Expenses policies learning all elements of the expenses clerk role.

You will record, investigate, analysis and resolve any queries arising from employees both orally or electronically in a professional and timely manner.

You will assist in ensuring that the Vehicle repository is updated and maintained in ESR, assist where possible with queries relating to the electronic expenses system and maintain record to ensure the accurate recording of P11Ds.

You will provide general clerical duties across the department as required.

About us

ELFS Business Services is a business division of Lancashire Teaching Hospitals NHS Foundation Trust. As a leading provider in NHS Payroll Services, we combine best practice of shared service solution design with our extensive knowledge and experience in delivering NHS Payroll Services at a cost-effective price. Our payroll services are successfully delivered to over 100,000 NHS employees across 13 large NHS Trust/ICBs throughout the country every month, including weekly payrolls, ensuring employees are paid accurately and on time.

We work in partnership with our clients building strong working relationships and put our customers at the heart of what we do.

Established in 2002, ELFS is a proven NHS owned Shared Service solution providing Financial and Payroll services to thirty-four NHS organisations and one CIC throughout the country from its Head Office based in Darwen, Lancashire with a satellite unit based at St James House in Salford.

Our payroll department provides a comprehensive Payroll, Pensions, Expenses and Service desk to our clients. We are passionate about providing high quality services, staff development and growing our talent. We understand that quality and accuracy are paramount and encourage our staff on continued learning and development.

The post is based at our head office in Darwen, just off Junction 4 of the M65. We operate hybrid working giving you the flexibility to work from home as well as in the office.

Date posted

14 March 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year Per annum/Pro Rata

Contract

Permanent

Working pattern

Full-time, Flexible working, Home or remote working

Reference number

438-PB2720

Job locations

ELFS Business Services

Viscount House

Darwen

BB3 0FG

Job description

Job responsibilities

Review and process online and paper staff expense claims, ensuring they are correctly authorised, paid promptly and accurately in accordance with AfC, M&D and local terms and conditions, and the client organisations reimbursement policy.
Plan, manage collate and input information to ESR in a prompt and accurate manner for the purpose of making correct payments. This involves the expert interpretation and analysis of AfC Terms and Conditions of Service, HMRC Legislation, Easy Online Expenses Systems and ELFS Procedures.
Train to analyse, interpret and calculate information from Online and Paper Expenses claims. Utilise judgemental skills and initiative to make manual, and verify, automated calculations by applying the appropriate pay rates where not all the relevant information is available.
Respond to expenses queries escalating any which are complex/contentious queries concerning staff expenses.
Plan and organise own work schedule within the framework of the payroll deadlines and timetable to provide a professional and effective service.

Job description

Job responsibilities

Review and process online and paper staff expense claims, ensuring they are correctly authorised, paid promptly and accurately in accordance with AfC, M&D and local terms and conditions, and the client organisations reimbursement policy.
Plan, manage collate and input information to ESR in a prompt and accurate manner for the purpose of making correct payments. This involves the expert interpretation and analysis of AfC Terms and Conditions of Service, HMRC Legislation, Easy Online Expenses Systems and ELFS Procedures.
Train to analyse, interpret and calculate information from Online and Paper Expenses claims. Utilise judgemental skills and initiative to make manual, and verify, automated calculations by applying the appropriate pay rates where not all the relevant information is available.
Respond to expenses queries escalating any which are complex/contentious queries concerning staff expenses.
Plan and organise own work schedule within the framework of the payroll deadlines and timetable to provide a professional and effective service.

Person Specification

Qualifications and Education

Essential

GCSE in Maths and English or equivalent qualifications at Grades 9-4 (A*- C)

Desirable

Minimum of 5 GCSEs including Maths & English at Grades 9-4 (A*- C) or equivalent qualifications.

Knowledge and Experience

Essential

Aware of the concept and application of confidentiality
Experience of working within an office environment
Experience in working with Microsoft packages eg Excel and Word.

Desirable

Administration background
Experience of Oracle pay systems

Person Specification

Qualifications and Education

Essential

GCSE in Maths and English or equivalent qualifications at Grades 9-4 (A*- C)

Desirable

Minimum of 5 GCSEs including Maths & English at Grades 9-4 (A*- C) or equivalent qualifications.

Knowledge and Experience

Essential

Aware of the concept and application of confidentiality
Experience of working within an office environment
Experience in working with Microsoft packages eg Excel and Word.

Desirable

Administration background
Experience of Oracle pay systems

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.