Job summary
Would you like to work for an organisation that genuinely cares
for its staff as well as its patients?
With 26,000
patients, Hedena Health has 3 GP surgeries in the Headington area running
team-based care, to ensure the best for our patients.
Work-life
balance is incredibly important to us. We are a training practice and therefore
focus on teamwork and training, with a monthly half-day training curriculum,
your birthday off each year and an annual staff Away Day in which we often
focus on wellbeing. As well as fresh fruit being provided for staff, homemade
cakes and goodies are a staple in our staff room! In our recent
employee satisfaction survey, 95% of our respondents agreed that Hedena is a
great place to work!
We are now
seeking an enthusiastic and motivated Payroll & HR Officer to join our HR
Department on a full-time basis.
Main duties of the job
Working in a small HR team, the post
holder will be entirely responsible for the outsourced payroll and NHS pension
scheme arrangements of the practice as well as HR Administration. Working to
the highest possible standards, you will ensure the timely and accurate
management and administration of HR and payroll and associated benefits in
accordance with the Practices policies, procedures, and external statutory
legislation.
The successful candidate will have
excellent Payroll and Administration experience. You will need to be
comfortable with a busy environment, display a compassionate nature and have an
excellent eye for detail.
Salary Dependant on Experience, 5 weeks
annual leave (as well as your birthday off each year!), cycle to work scheme,
NHS discounts and NHS Pension Scheme.
To apply please send a covering letter and
CV to: Nicola Coppuck, HR Manager, nicola.coppuck@nhs.net
www.hedenahealth.co.uk
About us
Join a team that has successfully managed public health initiatives, fostered collaborations with neighbouring practices and actively participated in the Covid Vaccination programme, making a tangible difference in the lives of our patients. Our workplace culture places a strong emphasis on staff well-being, offering team building activities like Annual Away Days, exciting staff outings (including a boat trip this summer), and legendary summer and Christmas parties. We also have a Hedena running club for all those interested!
Located in the heart of Oxford next to a beautiful park, our office boasts free on-site staff parking, a sunny Quad for morning coffees, and regular deliveries of fresh fruit and homemade treats, enhancing the overall work environment.
Don't miss the chance to be part of a team that values your contribution. Apply today and discover a fulfilling career with a competitive compensation along with benefits such as additional leave, a company pension, free on-site parking, referral programs, and store discounts. We look forward to welcoming you to our innovative and friendly team at Hedena!
Job description
Job responsibilities
Payroll
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 team
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
HR
Operational Responsibilities
- Prepare all administration as requested by the HR Manager in accordance with the Recruitment Policy - adverts, managing applications/enquiries, short listing, offer letters & reference requests and pre-employment checks.
- Maintain up to date and secure files for all staff to include all CQC compliant documentation.
- Assist with organising inductions for all new staff.
- Keep accurate and up to date records of DBS checks for all relevant staff.
- Maintain leave records & leave planner for all staff, which should be electronic and accessible via the portal. This will include all additional hours worked either recorded as time in lieu or paid via a payroll adjustment.
- Maintain mandatory training records for all staff as per CQC guidelines.
- Maintain Hep B records & vaccination for all staff where applicable as per CQC guidelines.
- Collate payroll administration to ensure accurate and timely processing of payroll (including new starter documentation, sickness and absence logging and return to work forms are received).
- Ensure all HR records on Practice Index are kept up to date with any changes.
- Assist the Resources team with sickness absence resources issues, coordinating clinical inductions and adding appointment templates to EMIS diaries.
- Coordinate 1-1 meetings for Management/Directors with the Practice Manager
Training and teaching - Maintain up to date training for all staff using Practice Index software.
- Maintain accurate training records for all staff and revalidating requirements.
- Maintain HR records for Registrars and F2.
General Administrative Duties
Provide general administration for the HR Manager.
Information & Document management
- Maintaining efficient filing systems electronic & paper format.
- Maintaining an up-to-date contact database.
- Ensure all protocols, policies and documents used in the Practice are stored on Practice Index are up to date and version controlled, accessible to all staff and reviewed on an annual basis.
- Prepare and maintain protocols for all duties.
Meetings - Attend regular team meetings and deliver reports to colleagues as required
- Attend other meetings as required
- Minute meetings as required, including Board Meetings
- Assist the Practice Manager with collating information ready for monthly Board Meetings.
Health and Safety Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
Carry out any other tasks/duties reasonably delegated by the HR Manager, the Resourcing Officer or the Practice Manager.
Job description
Job responsibilities
Payroll
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 team
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
HR
Operational Responsibilities
- Prepare all administration as requested by the HR Manager in accordance with the Recruitment Policy - adverts, managing applications/enquiries, short listing, offer letters & reference requests and pre-employment checks.
- Maintain up to date and secure files for all staff to include all CQC compliant documentation.
- Assist with organising inductions for all new staff.
- Keep accurate and up to date records of DBS checks for all relevant staff.
- Maintain leave records & leave planner for all staff, which should be electronic and accessible via the portal. This will include all additional hours worked either recorded as time in lieu or paid via a payroll adjustment.
- Maintain mandatory training records for all staff as per CQC guidelines.
- Maintain Hep B records & vaccination for all staff where applicable as per CQC guidelines.
- Collate payroll administration to ensure accurate and timely processing of payroll (including new starter documentation, sickness and absence logging and return to work forms are received).
- Ensure all HR records on Practice Index are kept up to date with any changes.
- Assist the Resources team with sickness absence resources issues, coordinating clinical inductions and adding appointment templates to EMIS diaries.
- Coordinate 1-1 meetings for Management/Directors with the Practice Manager
Training and teaching - Maintain up to date training for all staff using Practice Index software.
- Maintain accurate training records for all staff and revalidating requirements.
- Maintain HR records for Registrars and F2.
General Administrative Duties
Provide general administration for the HR Manager.
Information & Document management
- Maintaining efficient filing systems electronic & paper format.
- Maintaining an up-to-date contact database.
- Ensure all protocols, policies and documents used in the Practice are stored on Practice Index are up to date and version controlled, accessible to all staff and reviewed on an annual basis.
- Prepare and maintain protocols for all duties.
Meetings - Attend regular team meetings and deliver reports to colleagues as required
- Attend other meetings as required
- Minute meetings as required, including Board Meetings
- Assist the Practice Manager with collating information ready for monthly Board Meetings.
Health and Safety Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
Carry out any other tasks/duties reasonably delegated by the HR Manager, the Resourcing Officer or the Practice Manager.
Person Specification
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
- 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.
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.
Person Specification
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
- 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.
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.
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.
