Job summary
The role will be varied and will
involve exposure to a combination of duties required in payroll and pension
administration. Along with the Payroll
Administrator, this role will be the point of contact for the Payroll
Outsource provider, collating necessary information for passing onto the
provider to enable them to process the payroll, speaking to colleagues and
answering queries, as well as assisting the Finance team with payroll
reconciliations.
The post holder will work alongside the
Payroll Administrator in ensuring that information received is accurate and
has followed the appropriate authorisation for payroll payments, prior to
providing the information to the Outsource Provider. The post holder will ensure such information
provided is accurate, complete and reasonable.
The post holder must be able to work
under pressure and have a flexible approach to workload due to the
seasonality and significant increase in employees during flu season.
Due to the nature of the role, handling
sensitive, personal, payroll information, the post holder needs to be very
discrete and work with the highest level of confidentiality as well as
ensuring compliance within the General Data Protection Regulations at all
times.
The role involves significant levels of
liaison with the Outsource Provider, employees, managers and directors across
all aspects of the business.
Main duties of the job
The
apprentice will be trained and supported to be able to carry out the following
tasks in the duration of the apprenticeship contract.
Operational
duties
Payroll
o
Assist
the Payroll Administrator in the preparation and processing of monthly payroll
for over 1000 employees
Collate all necessary information
requested by the Outsource Provider in a timely manner, ensuring accuracy and
relevance
Check how many hours employees have
worked to correctly identify overtime claims, applying challenge where
appropriate
Manually calculate sickness payments
and advise the Outsource Provider accordingly of employees eligibility for
full, half and SSP. Send letters to
employees when full pay has ended.
o
Check
payslips received from Outsource Provider agree to adjustments for Change in
Circumstances, Uplifts, Starters and Leavers forms received from HR. As well as
any changes in tax codes, salary sacrifice schemes and pension opt in/out forms
received. Highlight any errors to
Outsource Provider for reprocessing.
o
Alongside
the Payroll Administrator answer staff queries about timesheets or pay slips.
o
Liaise
with HR department where appropriate.
o
Adhere
to payroll policies and procedures and comply with relevant law
o
Honour
confidentiality of colleagues' pay records.
About us
IntraHealth
is one of the UKs leading provider of NHS Primary and Community Care services.
We serve a range of patients across our three divisions of Primary Care (general
practice), Pharmacy and Clinical Services which includes anticoagulation
monitoring, patient medication reviews and childhood immunisation programmes.
We also
provide management and clinical support to other GP practices and NHS bodies. We are a
well-established organisation having provided NHS services since the company
was founded in 1999. Our team is made up of GPs, Advanced Nurse
Practitioners (ANPs), Nurses, Pharmacists, Pharmacy Technicians, Health Care
Assistants (HCAs) and local administration teams supported by a centralised
back office function; providing finance, HR, administration and data analysis
support.
We operate
NHS services across the North East, North West and Yorkshire.
Job description
Job responsibilities
The
apprentice will be trained and supported to be able to carry out the
following tasks in the duration of the apprenticeship contract.
Operational
duties
Payroll
o Assist the Payroll Administrator in
the preparation and processing of monthly payroll for over 1000 employees
Collate all necessary information
requested by the Outsource Provider in a timely manner, ensuring accuracy and
relevance
Check how many hours employees have
worked to correctly identify overtime claims, applying challenge where
appropriate
Manually calculate sickness
payments and advise the Outsource Provider accordingly of employees
eligibility for full, half and SSP.
Send letters to employees when full pay has ended.
o Check payslips received from
Outsource Provider agree to adjustments for Change in Circumstances, Uplifts,
Starters and Leavers forms received from HR. As well as any changes in tax
codes, salary sacrifice schemes and pension opt in/out forms received. Highlight any errors to Outsource Provider for
reprocessing.
o Alongside the Payroll Administrator
answer staff queries about timesheets or pay slips.
o Liaise with HR department where appropriate.
o Adhere to payroll policies and
procedures and comply with relevant law
o Honour confidentiality of colleagues'
pay records.
Expenses
o Process weekly expenses claims in
accordance with the companys processes and procedures.
o Update the relevant systems with
colleagues motor insurance details.
o Answer staff queries
Training system
o Setup colleagues information on
the training database and review certificates for compliance.
o Provide reports on colleagues
mandatory training status.
General
o Input and maintain financial data
into spreadsheets as required with speed and accuracy ensuring supporting
evidence is available and retained.
o Identify errors and discrepancies
and take ownership of queries, liaising both internally with other
departments, and externally with suppliers (mainly Outsource Provider, HMRC
and pension), to resolve in a timely manner, referring complex queries to
your line manager as required.
o Assist with payroll related balance
sheet reconciliations and investigate differences to ensure variances are
swiftly resolved.
o Demonstrate good organisational
skills, supporting all colleagues in the team to manage demanding workloads,
meet deadlines and work under pressure.
o Ensure knowledge is up to date with
statutory and legislative regulations in relation to payroll
Relationships
o Assist the Payroll Administrator with
requests from the Outsource Provider
o Assist with requests for evidence
from external auditors
o Liaise with internal and external
stakeholders including pension companies and HMRC
o Represent IntraHealth in a manner
befitting the image of the organisation
o To work effectively as part of a
team.
o
Communicate
clearly and in a manner consistent with the individuals level of
understanding
Other duties
o Undertake general admin tasks e.g.
dealing with items of correspondence, telephone messages & enquiries and
filing
o To be proactive in the development
and continuous improvement of the role
o Provide support or cover for other
members of the Finance team, at a level commensurate with your grade, as
directed by your line manager or supervisor
o Ad hoc tasks to meet the needs of
the business
Job description
Job responsibilities
The
apprentice will be trained and supported to be able to carry out the
following tasks in the duration of the apprenticeship contract.
Operational
duties
Payroll
o Assist the Payroll Administrator in
the preparation and processing of monthly payroll for over 1000 employees
Collate all necessary information
requested by the Outsource Provider in a timely manner, ensuring accuracy and
relevance
Check how many hours employees have
worked to correctly identify overtime claims, applying challenge where
appropriate
Manually calculate sickness
payments and advise the Outsource Provider accordingly of employees
eligibility for full, half and SSP.
Send letters to employees when full pay has ended.
o Check payslips received from
Outsource Provider agree to adjustments for Change in Circumstances, Uplifts,
Starters and Leavers forms received from HR. As well as any changes in tax
codes, salary sacrifice schemes and pension opt in/out forms received. Highlight any errors to Outsource Provider for
reprocessing.
o Alongside the Payroll Administrator
answer staff queries about timesheets or pay slips.
o Liaise with HR department where appropriate.
o Adhere to payroll policies and
procedures and comply with relevant law
o Honour confidentiality of colleagues'
pay records.
Expenses
o Process weekly expenses claims in
accordance with the companys processes and procedures.
o Update the relevant systems with
colleagues motor insurance details.
o Answer staff queries
Training system
o Setup colleagues information on
the training database and review certificates for compliance.
o Provide reports on colleagues
mandatory training status.
General
o Input and maintain financial data
into spreadsheets as required with speed and accuracy ensuring supporting
evidence is available and retained.
o Identify errors and discrepancies
and take ownership of queries, liaising both internally with other
departments, and externally with suppliers (mainly Outsource Provider, HMRC
and pension), to resolve in a timely manner, referring complex queries to
your line manager as required.
o Assist with payroll related balance
sheet reconciliations and investigate differences to ensure variances are
swiftly resolved.
o Demonstrate good organisational
skills, supporting all colleagues in the team to manage demanding workloads,
meet deadlines and work under pressure.
o Ensure knowledge is up to date with
statutory and legislative regulations in relation to payroll
Relationships
o Assist the Payroll Administrator with
requests from the Outsource Provider
o Assist with requests for evidence
from external auditors
o Liaise with internal and external
stakeholders including pension companies and HMRC
o Represent IntraHealth in a manner
befitting the image of the organisation
o To work effectively as part of a
team.
o
Communicate
clearly and in a manner consistent with the individuals level of
understanding
Other duties
o Undertake general admin tasks e.g.
dealing with items of correspondence, telephone messages & enquiries and
filing
o To be proactive in the development
and continuous improvement of the role
o Provide support or cover for other
members of the Finance team, at a level commensurate with your grade, as
directed by your line manager or supervisor
o Ad hoc tasks to meet the needs of
the business
Person Specification
Qualifications
Essential
- 5 GCSEs at Grade A to C (9 to 4) or equivalent including Maths
Desirable
- Higher level qualification such as A-Level, BTEC, or HND in a related subject e.g. Maths, Business Studies, Economics, Accounting.
Experience
Essential
- Experience of team work
- Knowledge of IT applications particularly Microsoft Office packages and excel.
Desirable
- Demonstrable experience of working in a finance department.
- Experience of working with financial IT systems
- Improving and documenting procedures.
Skills and Abilities
Essential
- Flexible and proactive approach to work.
- Can do attitude.
- Team player.
- Calm and friendly personality
- High energy levels and commitment
- Approach challenges in an open constructive professional manner
- Ethical and honest
- Professional demeanour.
- Discreet and confidential.
- Innovative and proactive with a solution orientated approach
- Organised methodical and disciplined
- Demonstrable ability to maintain accuracy at all times.
- Able to communicate in a professional manner both verbal and written.
- Able to manage high volume workload and respond effectively to changing priorities without direct supervision
- Develop strong working relationships with internal and external stakeholders.
- Excellent time management skills.
- Ability to maintain clear focus under pressure.
- Able to work in a busy office environment that often demands high levels of concentration, while coping with frequent interruptions
Desirable
- Willingness to learn and develop
- Prepared to undertake further studies to obtain payroll qualifications
- Willingness to learn and develop
- Prepared to undertake further studies to obtain payroll qualifications
- Skills for manipulating information.
- Computer literate with a good working knowledge of Microsoft Excel and Word.
- Good analytical ability
- Demonstrates clear problem solving capabilities in pressurised situations.
Person Specification
Qualifications
Essential
- 5 GCSEs at Grade A to C (9 to 4) or equivalent including Maths
Desirable
- Higher level qualification such as A-Level, BTEC, or HND in a related subject e.g. Maths, Business Studies, Economics, Accounting.
Experience
Essential
- Experience of team work
- Knowledge of IT applications particularly Microsoft Office packages and excel.
Desirable
- Demonstrable experience of working in a finance department.
- Experience of working with financial IT systems
- Improving and documenting procedures.
Skills and Abilities
Essential
- Flexible and proactive approach to work.
- Can do attitude.
- Team player.
- Calm and friendly personality
- High energy levels and commitment
- Approach challenges in an open constructive professional manner
- Ethical and honest
- Professional demeanour.
- Discreet and confidential.
- Innovative and proactive with a solution orientated approach
- Organised methodical and disciplined
- Demonstrable ability to maintain accuracy at all times.
- Able to communicate in a professional manner both verbal and written.
- Able to manage high volume workload and respond effectively to changing priorities without direct supervision
- Develop strong working relationships with internal and external stakeholders.
- Excellent time management skills.
- Ability to maintain clear focus under pressure.
- Able to work in a busy office environment that often demands high levels of concentration, while coping with frequent interruptions
Desirable
- Willingness to learn and develop
- Prepared to undertake further studies to obtain payroll qualifications
- Willingness to learn and develop
- Prepared to undertake further studies to obtain payroll qualifications
- Skills for manipulating information.
- Computer literate with a good working knowledge of Microsoft Excel and Word.
- Good analytical ability
- Demonstrates clear problem solving capabilities in pressurised situations.
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.