Job responsibilities
KEY DUTIES AND RESPONSIBILITIES
- Responsible for a payroll allocation, ensuring that specified deadlines and data quality standards are met at all times and that payrolls are produced in compliance with T&Cs, policy and statutory legislation.
- Within the specified allocation, responsible for maintenance of both the Payroll and HR ESR menus that support the input and checking of all permanent and temporary variations to pay i.e. Payroll Administration and HR Data Admin.
- To actively develop a detailed understanding of the ESR system and its application in a payroll environment.
- Responsible for the processing of all information received in relation to the specific payroll allocation within current and previous periods and for working with the team to run, produce and validate the Trusts monthly payroll .
- This includes : -
- New starters and Terminations (within a 48 hours KPI)
- Changes to contract
- Sickness, Maternity, and TIA calculations
- Calculation of protection, Acting up
- Implementation of AEO, student loans, DEO, P45s etc
- Processing of Voluntary deductions e.g. Union deductions
- Calculations of backdated information and checking of retro run
- Check payroll input actioned by ESR & Pay Services colleagues to enhance payroll accuracy and comply with audit requirements.
- Calculate and apply overpayment details to the ESR Workforce Information system and completing the necessary documentation.
- Calculate, raise and recover advances of pay when required
- Review all payroll output for the specific payroll allocation. This includes reconciling negative payments, dealing with Auto Enrolment, and reviewing and acting accordingly in response to details on a series of highlight reports.
- Monitor the e-Forms system and to ensure any in month forms are available for ESR & Pay Services action, and to prompt completion at earlier levels if this has not been done.
- To develop a detailed understanding of NHS T&Cs, policy and statutory legislation in relation to staff pay.
- To provide a customer focused service supporting staff and managers in relation to both payroll and ESR queries. To communicate responses clearly, particularly where the detail is complex, in a sensitive and confidential manner when the need arises.
- To support staff and managers with -
- E-payslip access
- Smartcard issues
- Annual leave queries
- NHS Pension queries
- E-Forms
- Responsible for managing and administering the Trust generic payroll mailbox on a daily basis, dealing with each query and referring highly complex issues up the line.
- Keep the Payroll Team Leader appraised of high workloads and any outstanding issues.
- When required, during periods of change, draw on day to day ESR transactional experience to contribute positively towards process review.
Systems and equipment
- Become a skilled ESR Professional User, developing a detailed understanding of all relevant ESR & Pay Services team User Responsibility Profiles (URPs) Use the ESR system, using IBM mip as a system tool.
- To reference the NHS Employers, NHS Pensions, HMRC, DWP etc websites for payroll information when needed.
Decisions and judgements
- Responsible for planning and organising their own workload to ensure that all tasks are completed in a timely manner.
- The post holder works independently, organising and prioritising their own workload, referring highly complex matters upwards.
- The post holder analyses and interprets payment related information, and carries out complex pay calculations.
- When required, during periods of change e.g. new ESR fields as a result of changes to legislation, to draw on day to day ESR transactional experience to contribute positively towards process review.
Communication and relationships
- The post holder engages with Trust staff and managers at all levels in response to queries raised. They also deal with external organisations.
- The post holder will often have to convey complex Payroll related information in a clear and concise manner. Communication can be in person, over the phone or in writing. On occasions communications can be of a particularly sensitive nature.
Physical demands of the job
- Quick and accurate keyboard and computer skills are required in this role.
- Daily usage of VDUs for prolonged periods of time.
Most challenging/difficult parts of the job
- The post holder will be required to concentrate frequently when making calculations and will experience frequent telephone interruptions from staff or managers with pay and ESR related queries.
- Meeting unmoveable payroll deadlines.
Research and Development
- The post holder will be expected to complete surveys and participate in audits relevant to their own work area.
To be Noted:
- The above duties are not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the manager.
- This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.
The post holder is expected to comply with all relevant Trust policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety and Confidentiality of information.
JOB STATEMENT
Infection Control
Maintain an up to date awareness of the infection control precautions relevant to your area of work and implement these in practice. As a minimum, this must include hand hygiene, the use of personal protective equipment, the use and disposal of sharps and communicating the importance to patients, prison staff and other health care staff you are working with. Details of the precautions and sources of advice and support to assess and manage infection control risks are provided through mandatory training which all staff must attend at intervals defined in the Trust policy on mandatory training and can be found in the Trusts infection control policies and national guidance, such as that published by NICE.
Learning and Development
As an employee of the Trust, you have a responsibility to participate, promote and support others in undertaking learning and development activities. This includes a proactive approach to ensuring you meet the statutory/mandatory training requirements of your role, and engaging in KSF appraisal processes in line with Trust policy and guidance.
Health and Safety
As an employee of the trust you have a responsibility to abide by the safety practices and codes authorised by the trust. You have an equal responsibility with management, for maintaining safe working practices for the health and safety of yourself and others.
Constitution, Competence and Capability
As an employee of the Trust you have a responsibility to promote and abide by the rights and responsibilities outlined in the NHS Constitution. You are additionally expected to adhere to Organisational/National/Regulatory Codes of Practice relevant to the role you are employed to undertake. At all times it is expected that you will limit the scope of your practice to your acquired level of competence and capability.
Dignity at Work Statement
South Staffordshire and Shropshire Healthcare NHS Foundation Trust are committed to treating all of our staff with dignity and respect. You are responsible for behaving in a way that is consistent with the aims of our Equality and Diversity Policy. This includes not discriminating unfairly in any area of your work and not harassing or otherwise intimidating other members of staff.
Safeguarding Children and Vulnerable Adults
All Trust employees are required to act in such a way that at all times safeguards (and promotes) the health and well-being of children and vulnerable adults. Familiarisation with and adherence to Trust Safeguarding policies is an essential requirement of all employees as is participation in related mandatory/statutory training.
