Payroll Officer

Job description

Job responsibilities

Responsible to: HR Manager

Direct report/s: None

Job Purpose

Working in a standalone position, the post holder will be entirely responsible for the outsourced payroll and NHS pension scheme arrangements of the practice.

Working to the highest possible standards, the Payroll Officer will ensure the timely and accurate management and administration of the payroll and associated benefits in accordance with the Practices policies, procedures, and external statutory legislation.

Main Duties

Operational Responsibilities

To establish and maintain systems and processes, ensuring that each stage of the payroll process is actioned correctly, in order to enable the timely and accurate delivery of the monthly payroll.

Accurate application of occupational and contractual provisions of payroll including, Sick Pay, Maternity Pay, Adoption Pay etc.

Ensure all statutory forms are sent in a timely manner to Payedoc, including P45s, Mat B1s, Pension forms, jury summons including opt out and refund requests attachment of earnings orders

Respond to enquiries from internal stakeholders: employees, Managers, Directors and external including Payedoc, the Accountants, former employees, NHS pensions, PCSE in a timely manner

Ensure appropriate and accurate information is provided to our external stakeholders: Payedoc (payroll bureau), and our Accountants and internal stakeholders: including the Finance Manager, HR Manager and the Directors

Pensions - In conjunction with the payroll bureau: Payedoc, comply with the requirements for Auto Enrolment.

Pensions - monthly reconciliation of the pension elements of the GMS statement

Reporting - collate and interpret the monthly master data report. Generate insights and notify key personnel (including, but not limited to, the Finance Manager, HR Manager and Payedoc)

Reporting - issue various payroll reports as and when required

Reporting - undertake reconciliations as required

In conjunction with the Finance Manager gather and submit the required documentation for the year-end to the accountants

Main contact for PCSE and NHS pensions teams

Annual preparation of monthly timesheet templates.

Annual preparation and communication regarding the Type 2 NHS pension forms and the go to person for all queries regarding these

Undertake work for the HR team as and when required

Comply with all data protection requirements with regards to the access and dissemination of personal data

Maintain up to date payroll knowledge and comprehensive guidance notes on processing the payroll end to end.

Attending practice meetings as required

Confidentiality:

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
• In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights

Personal/Professional development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality:

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
• Effectively manage own time, workload and resources.

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with all internal and external stakeholders
• Recognize peoples needs for alternative methods of communication and respond accordingly

Other Duties

The above list of duties is not exhaustive and the Payroll Officer may, from time to time, be asked to undertake other reasonable duties, with appropriate training. It is important that all members of staff are prepared to undertake additional or relinquish current duties to maintain service delivery to patients. It is expected that requests from the Directors will not be unreasonably refused.

Person Specification

Qualifications

Essential

• Educated to A level standard or equivalent

Desirable

• Educated to degree level in finance or business.
• AAT qualified or CIPP qualification or equivalent business, payroll or book keeping qualification.

Experience

Essential

• Payroll experience minimum of 2 years.
• Worked alongside a payroll bureau and has a good degree of working knowledge of HMRC requirements with regard to Tax, National Insurance, and Statutory deductions and payments.
• Computer literate with a good knowledge of Microsoft Office, especially accounting software systems and Microsoft Excel.
• Working knowledge of pensions, including auto enrolment regulations
• Ability to be accurate with data input and analysis, especially when working to tight deadlines.
• A confident communicator (both verbally and written) at all levels within the organisation.
• Strategic, forward thinker and negotiator, with a solutions focused approach. Ability to future proof the organization.
• A dedicated team player but equally a proven ability to work in a standalone position, autonomously.
• Ability to build and maintain strong networks and relationships, both internally and externally.
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment.
• Ability to develop, implement and embed policies and procedures.
• Maintains confidentiality at all times and adheres to the Data Protection and GDPR regulations and principles.

Desirable

• NHS/Primary care payroll experience (2 years plus), including understanding of and communication and processing of information with/ for PCSE.
• Processed payroll in house including the responsibility for all HMRC requirements with regard to Tax, National Insurance, and Statutory deductions and payments.
• Advanced knowledge of Excel, to include Pivot Tables and Macros.
• Working knowledge of the NHS pension scheme, including pensions online (POL) and or implement auto enrolment in a previous organization when the regulations were introduced.
• Relevant health and safety experience.
• Able to present complex financial information and lead financial discussions at all ability levels.
• Experience of successfully developing and implementing payroll projects.
• Previous payroll management experience (ideally 2 years plus).
• Ability to drive and deliver change effectively.
• Working knowledge of applying and being responsible for the Data Protection and GDPR regulations and principles.

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Hedena Health Ltd

Address

207 London Road

Headington

Oxford

OX3 9JA

Employer's website

https://www.hedenahealth.co.uk (Opens in a new tab)