Payroll Services Administrator

Job overview

We have a strong team spirit and cannot wait for you to join us.

As a member of our close knit team, you will have excellent communication and organisational skills, managing your own workload using your initiative. You will be an excellent networker that relishes a challenge and thrives in a busy environment.

Main duties of the job

It’s fair to say this job is varied and will keep you on your toes. You’ll support the Employee Services Department by processing pay affecting information into the National ESR HR/Payroll system. As part of this role you will engage with a range of our workforce through various ways including face to face, telephone, emails and MS Teams therefore customer service is one of our key qualities in our team.

Understanding the employee experience is such a key driver in this role, you’ll help influence their experience & help us continually evolve. This role will include:

• Using our computerised systems, you’ll manage and process a range of pay affecting data which we will support you with to enable you to prioritise your work.
• Ensuring excellent customer service is a key driver in this role, your input will have a major influence on each employee experience.
• Using the national ESR HR/Payroll System, you'll manage and process a wide range of pay affecting data, support will be available to assist you with prioritising your work and developing your potential.
• You’ll be proactive to ensure our service is the best it can be. We do everything as a team, so you will help with the development and implementation of new initiatives within the service and the wider Trust and ensure that all employee services processes are carried out in accordance with current legislation and best practice.
• You will provide direct telephone support to internal departments and our clients organizations.

Working for our organisation

We are not going to shy away from saying this is ideally a job for someone who thrives in a fast-paced environment. We’re busy, working often to tight timescales and juggling multiple priorities – but for the right candidate, we know this will make the role even more exciting for you.

We will help you develop your skills, give you opportunities to try new things and we actively encourage you to challenge us to constantly review what we do, our processes and approaches.

Detailed job description and main responsibilities

• Input payroll, travel and pensions data accurately and promptly into the payroll system, in accordance with the Trust’s policies and procedures.
• Input data to the various modules of the Payroll System accurately by the deadlines specified.
• Identify discrepancies, unusual features or queries at any point in the process and either resolve or refer to the appropriate officer for action.
• Complete/Submit payment related forms and returns accurately and by the due date.
• File all documentation in accordance with departmental procedures.
• Checking of expense claims for correct completion, authorisation, valid receipts and assessing journeys to ensure correct mileage payments are made.
• Create new vehicle records and check insurance documents on setup and also amend vehicle records when employees change vehicles.
• Resolve queries arising from checking of expense claims with appropriate managers and from staff regarding payments.
• Assist the Pension Manager with Pension information and utilise the Pensions on line system
• To monitor the usage of stationery and re-ordering as necessary.
• Distribute incoming mail, prepare outgoing mail for collection.
• Sort and Distribute payslips and attach any other documents.
• Distribute Staff attendance records.
• Scan/photocopy documents accurately and to a good standard.
• Filing of travel payments related documents
• Answer all telephone enquiries in an efficient and courteous manner.
• Maintain good communication skills when dealing with employees, colleagues and external agencies, utilising a variety of communication methods including verbal and electronic.
• Constructively managing barriers to effective communication.
• Respond to all enquiries either written or verbal in a professional, courteous and timely manner and ensuring a high standard of customer service is provided.
• Recognise where problems/issues need to be escalated.
• Provide effective communications to include the distribution of confidential information, including promotion of new communication technologies to the Trust and system users.
• Maintain an effective working relationship with other members of the department, other employees within the Trust and external organisations to deliver a professional service focused on achieving a high level of customer satisfaction.
• Adhere to the Trust’s Standing Orders, Standing Financial Instructions and relevant Trust policies and procedures.
• To carry out other appropriate delegated duties as required by Head of Department.
• The job description and person specification are an outline to the tasks, responsibilities and outcomes required of the role.
• Collating pension information received either in person or by mail
• Where complex queries are received, the post holder will evaluate and allocate requests to Payroll Officers responsible for the specified area of the business
• Assist departmental Team Leaders by sorting, processing and inputting payment data into the Electronic Staff Record accurately and within specified deadlines
• Maintain a strong working relationship with Trust contacts and internal teams to ensure the smooth delivery of a professional service with the primary focus of achieving a high level of customer satisfaction.
• Provide administrative support to payroll colleagues with regards to issuing of internal and outgoing post, referring internal documents to the appropriate person and ensuring outgoing mail is issued in a timely manner
• Provide administrative support to Employee Services colleagues with regards to issuing of internal and outgoing post, referring internal documents to the appropriate person and ensuring outgoing mail is issued in a timely manne

The job description and person specification may be reviewed on an on-going basis in accordance with the changing needs to the department and the organisation.

Person specification

Qualifications & Education

• Educated to GCSE standard/NVQ Level 2 or equivalent experience

Knowledge & Experience

• Aware of the concept and application of confidentiality
• Experience in working with Microsoft packages eg Excel and Word.

• Please note that the salary advertised is for full time hours. If this post is less than 37.5 hours per week, the salary will be pro-rata. For posts on Agenda for Change pay-scales, new entrants to the NHS will normally commence on the first pay point of the relevant band.
• This vacancy may close before the closing date if the recruiting manager deems sufficient applications have been received. Therefore it is advised to complete your application as early as possible to avoid disappointment.
• Please ensure you check the email account from which you apply regularly as we will use this to contact you regarding your application.
• Please note that shortlisting is completed anonymously with candidates being assessed against the essential criteria for the post. Therefore only applicants, who can clearly demonstrate how they meet our person specification criteria in their application, will be short-listed.

Disclosure and Barring Scheme (DBS)

If the role you are applying for is identified as either controlled or regulated activity as defined in in the Safeguarding vulnerable Groups Act (2006) any offer of employment is provisional upon a satisfactory DBS check being obtained.

The healthcare sector is exempted from the Rehabilitation of Offenders Act 1974.

However, if you are applying for a post as a BANK worker, the payment must be made in full at the time of employment checks. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed.

The cost of an Enhanced Disclosure will be £55.38 and for a Standard Disclosure will be £27.38.

This cost is not applicable for a Volunteer post

The Trust is an equal opportunities employer, committed to improving the working lives of our staff and operates a 'Zero Tolerance' policy to aggression, violence, bullying and harassment. In addition, our aim is to help protect children and vulnerable adults by providing a first-class service to the recruitment of people into positions of trust.

We aim to employ a workforce that reflects the diverse communities we serve.

We welcome applications from everyone irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background.

We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that ELHT has an under-representation of BAME employees. Appointments will be made on merit.

Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme.

If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible. By telephone 01254 732075 or email [email protected] or write to Employment Services, Parkview Offices, Haslingden Road, Blackburn, BB2 3HH