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Detailed job description and main responsibilities

PAYROLL PROCESSING

• Plans own workload to ensure completion of workload within client accounts by payroll deadlines.
• Process payroll and salary sacrifice as per client SLAs.
• Make accurate and authorised payments, promptly and courteously resolving any queries.
• Maintain payroll-related records including Income Tax, National Insurance, Pensions, Occupational and Statutory Sick and Maternity /Paternity Pay, Adoption leave and Family Tax Credits and any other relevant payments or deductions.
• Process manual calculations based on the above as required.
• Calculation of reimbursement of staff travel and subsistence and associated expenses in accordance with strict processing timetables.
• Applying and adhering to processes and terms and conditions, and identifying any anomalies outside of standard process, referring any unknown or ambiguous areas to the Payroll Team Leader.
• Make regular and systematic checks of permanent and temporary changes in accordance with the payroll procedures and undertake ad-hoc validation at the direction of the Payroll Team Leader.
• Provide information to the Payroll Team Leader as required to enable the reconciliation of the payroll control accounts and pay advances.
• Ensure payroll information is clearly explained when dealing with and ensure queries are handled courteously and confidentially within agreed departmental standards and response times.

MAIN DUTIES

• Always maintain confidentiality and security of information.
• Identify discrepancies, unusual features or queries at any point in the payroll process and either resolve or refer to the Payroll Team Leader for guidance.
• Ensure all documentation is filed in accordance with departmental procedures and that stored material is readily retrievable to respond to queries and for audit purposes.
• Ensure all requests for payroll processing meet the authorisation level for that account and escalate to client if not.
• Participate in payroll processing ensuring timescales are met, payroll policies and procedure are followed, and all information is accurate and up to date.
• Be fully conversant with the effective utilisation of the payroll system, including data entry, system navigation and report generation.
• Validate all output from the payroll process to ensure all payments have been paid correctly.
• Process appropriate reports, schedules and documents and distribute as required.
• Complete the current payroll documentation to allow the timely and accurate processing of each period’s payments through BACS.
• Application of appropriate client terms and conditions of employment relating to travel and subsistence.
• Provision of advice and guidance to Managers and staff regarding applicable client regulations relating to travel and associated expenses.
• Application of Statutory regulations regarding expense reimbursement.
• Ensure compliance with submission of year-end returns including production and distribution of P11D’s and associated end of year returns.
• Administration and maintenance of Trust vehicle and driver insurance policy.
• Process salary sacrifice schemes.

ACCOUNT/CUSTOMER SERVICE

• Attend meetings with client accounts as required.
• Establish and maintain effective working relationships with client accounts, other individuals of the directorate, other officers of the Trust, colleagues from the NHS Executive, Pension Agency and officers from other agencies to ensure the delivery of a professional service focused on achieving a high level of customer satisfaction.
• Effectively liaise with agencies and statutory bodies on all matters relating to payroll function.
• Effectively liaise with Finance colleagues on all matters relating to the payroll function.
• Respond promptly and courteously to all correspondence and enquiries from individuals, statutory bodies and requests for information from banks, building societies, or other appropriate organisations.
• Participate effectively and promptly in the provision and analysis of accurate financial, statistical and management information.
• Advise managers and staff on local and national regulations and completion of payroll documentation.
• Provide information and, if appropriate, advice on all matters related to pay, service conditions and the NHS Pension Scheme, accurately, promptly and courteously.
• As required undertake additional administrative and other duties commensurate with your grade to meet the reasonable needs of the client, as determined by departmental management.

SERVICE IMPROVEMENT

• Contribute to the overall effectiveness of the team, of the payroll department as a whole and of the Trust.
• Provide on-going contributions and make recommendations to the Payroll Team Leader for improvements and developments in the payroll systems and procedures.

CLINICAL & PROFESSIONAL RESPONSIBILITIES

• Adhere to relevant payroll legislation that governs payroll processes.
• Provide cover during periods of annual leave/sickness absence.
• Comply with all legal requirements, including the Data Protection Act and Freedom of Information requests.  

TEACHING & TRAINING RESPONSIBILITIES

• Maintain own compliance with the Trusts mandatory and statutory training requirements.
• Demonstrate activities in own area to new staff.
• Develop skills and competencies of self through training and development activities, ensuring that progress is maintained, and future needs identified and actioned.