Payroll Officer

Job description

Job responsibilities

Provide an accurate and timely payroll service including the appointments/transfer of staff in the ESR payroll software system. With a high level of accuracy and attention to detail.

Process manual calculations of pay, as required, including correct application of Income Tax, National Insurance, Pension contributions, Statutory Sick Pay, Statutory Maternity Pay, Adoption Leave, Parental Leave, Student Loans, Attachment Orders and other statutory/non statutory deductions and allowances.

Work to strict deadlines and re-priorities workstreams when the need arises and in accordance with payroll procedures and Trust Standing Financial Instructions (SFIs).

Support the development of service delivery throughout the organisation.

Ensure that all adjustments to salaries are correctly approved prior to processing, in line with current policies and procedures.

Deal sensitively, often in emotional circumstances regarding any queries relating to salary.

Maintain knowledge and understanding of National and local terms and conditions i.e., Agenda for Change, Medical and Dental, Consultants, etc., escalating any areas requiring clarification as required, to support the accurate and timely payment of monthly salaries.

Act in accordance with Trust policies and procedures, suggesting any improvements, as and when appropriate.

Maintain confidential records, both paper and electronic, for all employees, including National Insurance, Income Tax, Pension, Attachment Orders, and other relevant data in accordance with both Trust and Statutory regulations.

Resolve queries on all matters relating to pay and pensions, by telephone, in writing, by email and/or in person.

Ensure information held in the payroll system is current, enabling other departments to provide statistical data.

Carry out internal audit checks as detailed in the procedure manual and ensure familiarisation with any changes made.

Maintain an effective working relationship within the team, across the organisation, and with internal and external stakeholders.

Work flexibility to cover for absent colleagues to maintain an acceptable level of service.

Receive and action requests from wider Finance teams, gaining clarification when required, to ensure actions are completed within agreed timeframes.

Raise Service Requests (SRs) to ESR National team via the ESR Helpdesk, when required and appropriate.

Deal with queries by providing consistent advice and guidance on various matters i.e., systems, NHS Terms and Conditions of Service, when appropriate, in accordance with policies and procedures.

Always maintain confidentiality and security of information in accordance with Trust and statutory regulations.

Provide information to Team Leaders, when required to support and ensure the reconciliation of payroll and pension records and the development and reporting of KPIS. Ensure queries and requests for information received by employees, internal and external stakeholders are dealt with in a prompt manner and fully resolved, escalating for advice when appropriate.

Ensure all documentation is filed in accordance with agreed procedures and available for resolving future queries or for audit purposes.

Review templates letters, forms etc. and produce new ones, when required.

Provide information to employees accurately in a prompt and courteous manner.

Complete internal audit checks required and provide support to wider internal and external audits.

Provide support in a range of projects when required and attend meetings when appropriate.

Identify and report any areas of suggested improvement along with communicating ideas for further consideration.

Person Specification

Qualifications

Essential

• 5 GCSE's grades A-C including Maths and English or equivalent experience (A/C)
• NVQ level 4, Certificate in Payroll Management, or equivalent level of experience (A/C)

Desirable

• ECDL
• A Levels/Diploma
• Public Sector Pensions Administration (QPSPA) qualification (A/C)
• CIPP Membership (A)

Experience

Essential

• Income Tax (PAYE) calculations (A/I)
• Tax Codes (A/I)
• National Insurance calculations (A/I)
• Student Loans (A/I)
• Statutory Sick and Maternity Payments (A/I)
• Attachment Orders (A/I)
• Workplace Pension schemes (A/I)
• Pension Auto/Re-enrolment (A/I)
• Customer service (A/I)
• Use of computer applications for reporting writing and complex queries (A/I)

Desirable

• NHS Payroll (A/I)
• E-expense system/s (A/I)
• Electronic Staff Record (ESR), including Business Intelligence Reporting (A/I)
• Understanding of NHS Terms and Conditions of Service (A/I)
• Oracle systems (A/I)
• Pensions Online (POL) (A/I)

Skills

Essential

• Complex manual calculation of gross and net salaries (A/I)
• Accurate data entry (A/I)
• High level of attention to detail (A/I)
• Produce and analyse reports (A/I)
• Customer service focussed (A/I)
• Prioritise own workload to ensure deadlines are achieved (A/I)
• Good communication (A/I)

Desirable

• Ability to handle difficult and emotional situations (A/I)
• Advanced IT e.g., Web ADI, Excel (A/I)
• Maintain confidentiality and deal sensitively with information (A/I)
• Able to analyse, interpret, present, and communicate information to staff at all levels (A/I)
• Good time management (A/I)
• Ability to manage multiple tasks and change priorities at short notice (A/I)
• Work under pressure and ability to concentrate for long periods (A/I)

Knowledge

Essential

• Computer literacy e.g. Microsoft Office (A/I)
• GDPR (A/I)

Desirable

• Electronic Staff Record (ESR) (A/I)
• NHS Terms and Conditions of Service (A/I)

Additional

Essential

• Able to work on own initiative (A/I)
• Effective team player (A/I)
• Diplomatic, empathetic and tactful (A/I)
• Flexible attitude to work (A/I)
• Ability to travel between sites when required (A/I)

Desirable

• Creative (A/I)
• Innovate (A/I)
• Continuous improvement attitude (A/I)

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.

Employer details

Employer name

Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust

Address

Buckingham Row

Brick kiln lane

Wigan

WN1 1XX

Employer's website

http://www.wwl.nhs.uk/ (Opens in a new tab)