Payroll & Benefits Assistant

Job description

Job responsibilities

PRIMARY DUTIES & AREAS OF RESPONSIBILITY

The post holder will undertake a range of responsibilities including:

General Office Administration

Assist with the control and registering of incoming paperwork to the service centre

Ensure only authorised visitors enter the service centre

Assist in the opening of incoming post and its distribution in a timely manner

Carry out routine clerical functions to include filing, photo copying and scanning. fax of correspondence

Maintain a meeting room booking register

Provide a goods inward delivery point ensuring safe and secure receipt of any goods and services delivered to the service centre

Use of service centre switchboard and voicemail

Sorting, franking and preparation of outgoing post and couriered items

Requisition of office supplies and storage on receipt using Trust Purchase Order system

Assist in the maintenance of service centre arrangements for the control of keys, access control cards, mandatory training records and VDU eye tests

Assist in the maintenance of service centre arrangements for the archive, retrieval and disposal of records in accordance with client organisation retention policy

Prepare correspondence using standard preformatted letter templates

Assist with training of new staff

Data Preparation & Input

Process simple timesheets in order to ascertain the payment due in accordance with A4C and customer organisations conditions of service.

Input timesheet data into the NHS HR/Payroll system and related systems and ensure accuracy of data by the amendment of input errors

Input expense claim data to the NHS HR/Payroll system and related systems and ensure accuracy of data by the amendment of input errors

Input of employees vehicle details to the NHS HR/Payroll system and allocation of the vehicle to an employee record to permit processing of expense claims

Use the NHS Pension system to maintain employee records including the open and closure of records, update of year end values and of hours data

Payroll, Pension and Car Leasing Support

Assist with the administration of statutory payroll paperwork, including notification of SSP eligibility

Responsible for the input of appointment and additional payment forms, ensuring compliance with terms and conditions of service and client organisation policies

Assist with the approval of salary sacrifice applications, ensuring compliance with HMRC National Minimum Wage

Complete standard payroll and benefit enquiry correspondence from outside agencies, i.e. tax credit mortgage application

Maintain service centre filing and scanning system for employee records

Client Management

Perform service desk duties to deal with client organisation manager and employee queries.

OTHER FACTORS RELATING TO THE POST

Freedom to Act

Works within service centre procedures and working practices

Supervision available if required

Physical Effort

Long periods sitting at desk inputting data to a PC

Standing and bending for some periods

Mental Effort

Frequent concentration needed to ensure accuracy of data input

Emotional Effort

Occasional exposure to difficult and challenging behaviour from client organisation employees

Working Conditions

Uses VDU equipment almost constantly on a daily basis

COMMUNICATIONS & WORKING RELATIONSHIPS

Liaise with all other staff of the service centre

Liaise with external bodies, dealing with highly confidential information ensuring compliance with the Data Protection Act.

Liaison with client organisation managers and employees on routine matters relating to service provided

The post holder is also expected to work and develop relationships both Trust wide and with external agencies, including, but not limited to:

• Members of the public
• Trust wide clinicians
• Senior Trust Management
• Corporate Administrators
• Trust Staff

All Job Holders are required to

• Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive.

• Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.

• Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.

• Attend statutory, essential and mandatory training.

• Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of the Data Protection Act 1998.

• Comply with the Corporate Governance structure in keeping with the principles and standards set out by the Trust.

• Comply with the codes of professional conduct set out by the professional body of which registration is required for the post.

• Ensure they are familiar with the Risk Management Framework, follow policies, procedures and safe systems of work, make known any hazards or risks that they identify and take all necessary actions to reduce risk.

• Ensure the welfare and safety of children within their care. This includes staff who come into contact with children and families in the course of their work as well as those staff who have a specific role with children and families.

• Ensure they attend Child Protection training at the appropriate level within the specified time frame.

• Maintain the prevention and control of infection and fully comply with all current Trust Infection Control policies and procedures.

• Take responsibility for any records that they create or use in the course of their duties, in line with the Public Records Act and be aware that any records created by an employee of the NHS are public records and may be subject to both legal and professional obligations.

Note

This job description is neither definitive nor exhaustive and is not intended to be totally comprehensive. It may be reviewed in the light of changing circumstances following consultation with the post holder. This job description is to be read in conjunction with all current Plymouth Hospitals NHS Trust policies, procedures & guidelines

Person Specification

Knowledge & Experience

Essential

• Demonstrable Previous data input experience and use of computerised payroll system
• Use of windows based applications
• Proven Working knowledge of general office procedures and practices

Desirable

• Demonstrable Payroll Experience
• Demonstrable NHS Experience
• Proven Knowledge of Agenda for Change
• Demonstrable ESR Experience

Qualifications

Essential

• NVQ level 3 in either business administration or related subject or equivalent demonstrable experience.

Aptitudes & Abilities

Essential

• Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels.
• Attention to detail
• Accuracy
• Time management skills
• Organisational skills to manage workload to provided timescales
• Fast and accurate keyboard skills
• Good standard of literacy and numeracy skills

Disposition / Attitude / Motivation

Essential

• Team worker
• Able to work in a busy Environment
• Proactive, takes own initiative
• Ability to meet tight deadlines

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Brittany House

Ground Floor, Brittany House, Brest Road

Plymouth

PL6 5YE

Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)