Job summary
Are you enthusiastic, dynamic, and motivated to learn? Then this could be for you!
We are looking for colleagues to join us who are dedicated, quality focused, Individual, and accurate and want to work in a job which genuinely does make a difference - does this sound like you?
An opportunity to make a difference - to our colleagues across our hospitals and community sites, who genuinely rely on our team.
You will ensure business travel bookings are booked in-line with the Trust Policy and Procedure and Administer all Expense claims with a customer focused approach at the heart of everything we do. We aim to meet the needs of our fellow MFT colleagues.
You will be organised, self-motivated and able to work to tight deadlines with minimal supervision.
We offer: Excellent training and support, 27 days holidays plus bank holidays, the opportunity to join the NHS pension scheme, good on site facilities in a modern environment.
Main duties of the job
The post holder will be responsible for the business travel bookings via a booking travel system, the reimbursement of expenses to Trust employees for expenses claimed either manually or electronically through the EASY Expenses system. processing claims accurately and in accordance with the Trusts policy whilst maintaining accurate employeerecords.
You will process requests for hotel accommodation, train travel and flights as requestedby employees of the Trust in accordance with the Trusts Standing Financial Instructions (SFI's)
About us
MFT is one of the largest NHS Trust In England with a turnover of £2.6bn & is on a different scale than most other NHS Trusts. We're creating an exceptional integrated health & social care system for the 1 million patients who rely on our services every year.
Bringing together 10 hospitals & community services from across Manchester, Trafford & beyond, we champion collaborative working & transformation, encouraging our 28,000 workforce to pursue their most ambitious goals. We set standards that other Trusts seek to emulate so you'll benefit from a scale of opportunity that is nothing short of extraordinary.
We've also created a digitally enabled organisation to improve clinical quality, patient & staff experience, operational effectiveness & driving research, and innovation through the introduction of Hive; our Electronic Patient Record system which launched in September 2022.
We're proud to be a major academic Research Centre & Education provider, providing you with a robust infrastructure to encourage and facilitate high-quality research programs. What's more, we're excited to be embarking on our Green Plan which sets out how MFT continues to play its part in making healthcare more sustainable.
At MFT, we create and foster a culture of inclusion and belonging, provide equal opportunities for career development that are fair, open, and transparent, protecting your health and wellbeing and shaping the future of our organisation together.
Job description
Job responsibilities
JOB DESCRIPTION
POST: Travel and Expenses Officer
DEPARTMENT: Payroll Services
BAND: 3
HOURS PER WEEK: up to 37.5
REPORTS TO: Pensions and Travel Team Leader
RESPONSIBLE FOR: N/A
WORK BASE: Parkway, Princess Road M14 7HR
JOB PURPOSE
The post holder will be responsible for the reimbursement of expenses to Trust employees for expenses claimed either manually or electronically through the EASY Expenses system. processing claims accurately and in accordance with the Trusts policy whilst maintaining accurate employee records. You will process requests for Hotel accommodation, train travel and flights as requested by employees of the Trust in accordance with the Trusts Standing Financial Instructions (SFIs).
KEY DUTIES AND RESPONSIBILITES
- Responsible for the maintenance of company vehicle information on to the ESR HR/Payroll and Easy Expenses System.
- Investigates anomalies and errors on expense claims submitted by employees and assists the employee in making good the issue
- Collate detailed information from employees in relation to train ticket, flight and hotel accommodation requirements
- Ensure internal procedures are adhered to and appropriate authority is provided for the reimbursement of expenses and the booking of travel/accommodation
- Support and resolve queries from stakeholders (employees/managers) relating to expenses claimed
- Where necessary ensures the accurate preparation and input of travel expense claims into both the ESR and EASY Expenses systems
- In line with agreed checking processes, validates the accuracy of reimbursements made prior to the final payroll submission day
- Inform employees of any over/underpayments and take corrective action to recover/payment in line with Trust policy
- Work autonomously within parameters for relevant policies and department SOPs, escalating non-compliance issues when necessary
- Assist in the training of new employees within the department
- Works as a member of the Payroll Services Help Desk, as required
- Gives advice to line managers and employees of expense reimbursement procedures following Agenda for Change and Medical & Dental Terms and conditions, Trust and local agreements
- Ensures all deadlines are adhered to by prioritising own workload
- Act in a positive, supportive and sensitive manner in relation to all enquiries
- Assess and process relocation claims as authorised and in line with Trust policy
- Ensures General Data Protection Regulations are adhered to at all times
- Enhance own performance through continuously developing own knowledge, skills and behaviours to meet the current and future requirements of the job and respond to the learning needs of the Trust
- Regularly review own practices and makes changes in accordance with current and/or best practice, makes suggestions for improved practice and identifies where other activities affect own practice
- To achieve and demonstrate agreed standards of personal and professional development within agreed timescales
- To contribute positively to the effectiveness and efficiency of the teams/department in which you work
- To undertake any other duties at the request of the line manager, which are commensurate with the role, including project work
- To act in ways that support equality and diversity and the rights of individuals, ensuring own practice is in accordance with Trust policies. Identify and take action when own or others action undermines equality and diversity
- This Job Description is intended as a general guidance to the duties and responsibilities of the post and is not, therefore, exhaustive. It will be subject to review.
To find out more about the key responsibilities and the specific skills and experience youll need, take a look at the Job Description & Person Specification attachments under the Supporting Documents heading. So that youre even more equipped to make an informed decision to apply to us, youll need to take time to read the Candidate Essentials Guide that sits with the Job Description and Person Specification. This document provides you with details about the Trust, our benefits and outlines how we care for you as you care for others. Most importantly, it also contains critical information youll need to be aware of before you submit an application form.
Diversity Matters
MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, email our team at resourcing@mft.nhs.uk.
Were looking forward to hearing from you!
Job description
Job responsibilities
JOB DESCRIPTION
POST: Travel and Expenses Officer
DEPARTMENT: Payroll Services
BAND: 3
HOURS PER WEEK: up to 37.5
REPORTS TO: Pensions and Travel Team Leader
RESPONSIBLE FOR: N/A
WORK BASE: Parkway, Princess Road M14 7HR
JOB PURPOSE
The post holder will be responsible for the reimbursement of expenses to Trust employees for expenses claimed either manually or electronically through the EASY Expenses system. processing claims accurately and in accordance with the Trusts policy whilst maintaining accurate employee records. You will process requests for Hotel accommodation, train travel and flights as requested by employees of the Trust in accordance with the Trusts Standing Financial Instructions (SFIs).
KEY DUTIES AND RESPONSIBILITES
- Responsible for the maintenance of company vehicle information on to the ESR HR/Payroll and Easy Expenses System.
- Investigates anomalies and errors on expense claims submitted by employees and assists the employee in making good the issue
- Collate detailed information from employees in relation to train ticket, flight and hotel accommodation requirements
- Ensure internal procedures are adhered to and appropriate authority is provided for the reimbursement of expenses and the booking of travel/accommodation
- Support and resolve queries from stakeholders (employees/managers) relating to expenses claimed
- Where necessary ensures the accurate preparation and input of travel expense claims into both the ESR and EASY Expenses systems
- In line with agreed checking processes, validates the accuracy of reimbursements made prior to the final payroll submission day
- Inform employees of any over/underpayments and take corrective action to recover/payment in line with Trust policy
- Work autonomously within parameters for relevant policies and department SOPs, escalating non-compliance issues when necessary
- Assist in the training of new employees within the department
- Works as a member of the Payroll Services Help Desk, as required
- Gives advice to line managers and employees of expense reimbursement procedures following Agenda for Change and Medical & Dental Terms and conditions, Trust and local agreements
- Ensures all deadlines are adhered to by prioritising own workload
- Act in a positive, supportive and sensitive manner in relation to all enquiries
- Assess and process relocation claims as authorised and in line with Trust policy
- Ensures General Data Protection Regulations are adhered to at all times
- Enhance own performance through continuously developing own knowledge, skills and behaviours to meet the current and future requirements of the job and respond to the learning needs of the Trust
- Regularly review own practices and makes changes in accordance with current and/or best practice, makes suggestions for improved practice and identifies where other activities affect own practice
- To achieve and demonstrate agreed standards of personal and professional development within agreed timescales
- To contribute positively to the effectiveness and efficiency of the teams/department in which you work
- To undertake any other duties at the request of the line manager, which are commensurate with the role, including project work
- To act in ways that support equality and diversity and the rights of individuals, ensuring own practice is in accordance with Trust policies. Identify and take action when own or others action undermines equality and diversity
- This Job Description is intended as a general guidance to the duties and responsibilities of the post and is not, therefore, exhaustive. It will be subject to review.
To find out more about the key responsibilities and the specific skills and experience youll need, take a look at the Job Description & Person Specification attachments under the Supporting Documents heading. So that youre even more equipped to make an informed decision to apply to us, youll need to take time to read the Candidate Essentials Guide that sits with the Job Description and Person Specification. This document provides you with details about the Trust, our benefits and outlines how we care for you as you care for others. Most importantly, it also contains critical information youll need to be aware of before you submit an application form.
Diversity Matters
MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, email our team at resourcing@mft.nhs.uk.
Were looking forward to hearing from you!
Person Specification
ATTRIBUTES
Essential
- Calm under pressure
- Good telephone manner
- Works with minimal supervision
SKILLS AND ABILITIES
Essential
- Verbal communication skills
- Works in an accurate and timely manner
- Able to triage customer queries
TRAINING AND EXPERIENCE
Essential
- Customer Service
- Contact Centre experience
- Excellent Admin skills
KNOWLEDGE
Essential
- Excellent Customer Service
- Administrative Skills Excellent Attention to detail Organised Good communication skills
Qualifications
Essential
- NVQ level 3 business admin or equivalent experience
- 5 GCSEs (or equivalent) including English Language & Maths
Person Specification
ATTRIBUTES
Essential
- Calm under pressure
- Good telephone manner
- Works with minimal supervision
SKILLS AND ABILITIES
Essential
- Verbal communication skills
- Works in an accurate and timely manner
- Able to triage customer queries
TRAINING AND EXPERIENCE
Essential
- Customer Service
- Contact Centre experience
- Excellent Admin skills
KNOWLEDGE
Essential
- Excellent Customer Service
- Administrative Skills Excellent Attention to detail Organised Good communication skills
Qualifications
Essential
- NVQ level 3 business admin or equivalent experience
- 5 GCSEs (or equivalent) including English Language & Maths
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.
