Job responsibilities
JOB DESCRIPTION AND PERSON SPECIFICATION
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1. JOB DETAILS
Job Title: Payroll/Pensions Assistant
Reports to: Payroll Team Leader
Accountable to: Payroll Manager
Band: 2
Unit/Department: Finance Department– Payroll Section
CSU Directorate: Corporate
Location[1] St James’s Hospital
AfC Job No: 57
2. JOB PURPOSE
Working as part of a team within the Payroll section to support the Payroll Team Leader in providing a Payroll service to Managers, Human Resources, Finance and all employees of the Trust and other client organisations. This will involve processing payroll information in accordance with procedures and providing information to allow the completion of statutory returns. It will also include helping with enquiries and queries from users of the service and subsequently providing assistance and advice as required. The work related to the post will be completed in line with financial timescales. Specifics of the role will include the preparation of monthly and weekly payrolls and associated information, and acting as a link support person to specified management teams.
3. JOB DIMENSIONS
Financial: Responsible for Payroll records totalling £5m in expenditure.
Non-financial: None
In addition to the service provided to Leeds Teaching Hospitals, the Payroll Section provides services to the following clients:-
Leeds and York Partnership Foundation Trust
Leeds Community Healthcare NHS Trust
Charitable Trust Foundation
Collaborative Procurement Partnership LLP
The Yorkshire Deanery (Registrars) which is linked to Leeds University
St. Gemma’s Hospice
Calderdale and Huddersfiled NHS Trust
West Yorkshire ICB
Calderdale and Huddersfield Solutions Ltd
GP Confederation
4. ORGANISATIONAL CHART
The Payroll Function is headed up by the Payroll manager with a Deputy Payroll manager giving support in all aspects of the work and in particular the day to day functions of the office. The department is split into 2 teams each managed by a Team Leader and each comprising of Senior Payroll Officers, Payroll Officers and Payroll Assistants.
5. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED
ESSENTIAL:
a) 5 GCSE’s / O levels at grade C or above or equivalent qualification, including Maths and English.
b) A level of basic theoretical knowledge gained either through study to NVQ Level 2, IPPM foundation level, or through equivalent experience.
c) Ability to undertake or be trained on the job in a range of routine payroll procedures.
d) Good numeracy skills, competent in processing and interpreting figures.
e) Ability to work within the standard procedures and set routines which are clearly communicated within the Payroll Function, with little direct supervision but seeking advice from other members of the team as required.
f) Ability to analyse, interpret and present information, highlighting errors and discrepancies and performing any necessary payroll calculations.
g) Ability to enter payroll data with speed and accuracy into computerised/paper systems.
h) Ability to input data into spread sheets, with the occasional need to create new spread sheets.
i) Ability to reconcile payroll data and maintain appropriate documentation on file.
j) Ability to organise/plan work, performing straightforward tasks in accordance with set deadlines.
k) Good communication skills, verbal and written, providing and receiving information/advice in an appropriate manner, answering routine queries from other members of the payroll team and also from non-payroll users of the service, taking into account different customer needs.
l) A confident, pleasant approach, willing to develop and maintain good working relationships with colleagues, managers and other external bodies.
m) Commitment to behaving honestly, openly, impartially and fairly.
n) Commitment and enthusiasm, with a keen desire to attain high standards.
o) A desire to adhere to the need for control, reviewing progress against pre-defined criteria and ensuring set procedures are followed, establishing appropriate records and audit trails.
p) Good team working skills, able to carry out work with others, sharing good practice with colleagues.
q) Through a good technical knowledge of the areas of responsibility, able to consistently perform to expectations and create a credible impression
r) Ability to follow policies set by others and to suggest improvements and changes for consideration by others.
s) Demonstration of responsibility for resources such as the security of sensitive payroll information, the safe handling of cheques and ensuring accuracy of payments made directly into banks.
t) Demonstration of a positive response when discussing development needs.
DESIRABLE:
a) Experience of working within a payroll environment.
