Payroll Assistant

If the above sounds like you why not apply to join our Payroll Services team to help support the delivery of a high-quality payroll service to our Trust's NHS 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. We will give the successful candidate training and support.
The role is hybrid working. You will need to come into the office for face-to-face training initially and will then work primarily from home with a requirement to come into the office periodically on a scheduled basis.
Please note that the hours are over five days per week, Monday to Friday.

Main duties of the job
The successful candidate will be responsible for their own allocation of a section of the payroll.
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.
+ 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 provide a customer focused payroll service.
+ To support and advise staff with payroll enquiries, via email, phone/MS Teams and post., + 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
+
o Over the course the monthly payroll cycle, and to contribute to personal development, during less busy times, to assist, under supervision, with the team's general workload and any ad hoc requests as requested.
o Preparing and sending replacement P11Ds and responding to mileage detail requests.
o During periods of Colleague's absence, covering duties as requested by the Payroll Team Leader to ensure that all sections are covered and service delivery is maintained.
o 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 -
o National, local and TUPE Terms and Conditions of service for staff, and specifically those that influence staff pay.
o HMRC and National Insurance regulations in relation to PAYE
o NHS and Local Government Pension Scheme, NEST and Auto Enrolment regulations
o Internal payroll procedures, Data Protection Act, Information Governance, Standing Financial Instructions and other agreements.
o ESR, Healthroster.
o 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 Trust's 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 Trust's 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 Trust's 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.

Would you be interested in a career in payroll? You may not have payroll experience now but if you have the skills and aptitude, we are looking for why not read on.
Are you reliable and motivated? Do you have good customer service skills? Perhaps you have a background in administration. We are looking for someone who, once trained, is able to prioritise and work calmly to organise their own work allocation. We need someone who is computer literate and able to use Word, Excel and Outlook at a basic level. Having a good eye for detail and being process orientated is useful as well as having good communication skills., 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.