Pay Services Officer
confidential Posted on 2022-11-18
| Salary | Not mentioned |
|---|---|
| Location | Nottingham |
| Type | Full-time |
Job Description
Band 4
Job overview
We currently have a full time, permanent position within the Pay Services Department for a B4 Pay Services Officer.
Following a period of training, there is an option for this role to be home based.
The ideal candidate will be a highly motivated Payroll professional who can work as part of a team and on their own initiative and a “can do” attitude.
Other essential qualities are that they are calm, flexible and able to work under pressure at the busiest times of the monthly payroll cycle. They must also be able to work to strict deadlines. These qualities are essential in their approach to all aspects of the job, particularly when working under pressure at the busiest times of the monthly payroll cycle. Candidates must therefore have previous experience of working in a busy, deadline driven environment.
Main duties of the job
Ideally candidates will have a working knowledge of ESR & NHS Ts & Cs, both AfC & M&D. However, knowledge of other payroll systems and T&C »s would be acceptable as full training would be provided. They must have current knowledge of Statutory Pay Regulations, eg. Statutory Maternity Pay. Experience of using MS Office is essential; especially Outlook, Word and Excel.
Our team currently process monthly salary payments and administers Pension for 19,500 staff at NUH. We also run a weekly payroll for 300 staff. We administer several salary sacrifice schemes eg. Lease Cars, Home Tech » & White Goods, Cycle to Work, On Site Nursery, KiddiVouchers and we run a busy helpdesk supporting Trust staff and our managers.
As a key member of our team, the post holder will work alongside their direct team, the Pensions Officer, Support Clerks and Assistant Pay Services Managers; also liaising with HR and Finance colleagues in the course of their duties.
Working for our organisation
In addition to the below summary you need to familiarise yourself with full job description and person specification documents attached to this advert.
The post holder will be expected to work at City Campus during their training and will then be given the option of hybrid home and office working, if they wish to. The working hours are 37.5 hours per week between 8.00am and 6.00pm, Monday to Friday. The Finance Department currently runs a flexible working scheme, and there may be times when the post holder may be expected to work until 5pm. Currently many of the team are working from home with full support from the Pay Services Management team.
Detailed job description and main responsibilities
Take responsibility for the accurate and timely input of temporary and permanent data to the payroll system, which includes but is not limited to:
All time and attendance Timesheets systems inc. eRostering, eTimesheets & Crown
Occupational and Statutory Sick Pay
Maternity/Paternity/Adoption Pay
Locum/Bank/WLI claims
New Starters
Permanent Changes
Leavers
Auto-enrolment
Manual adjustments to the eRoster system
Take responsibility for the checking of permanent data as directed by the APSM
Check input as necessary, including half/no pay sickness, Maternity/Paternity/Adoption Pay and any late documentation received and processed after official closedown but before final transmission
Check output via various highlight reports. Ensure that Trust managers are given timely information to enable forward planning for extension of contracts etc, and that appropriate documentation is received promptly.
Identify and inform inputters and authorisers of late eTimesheets prior to the eTimesheets interface
Be proactive in ensuring that sickness is entered accurately on HealthRoster; adjusting payroll system where necessary and informing managers if incorrect.
Produce allocated payroll reports from the HealthRoster system for manual payroll updates and payroll checking purposes
Advise employees on the use of the eExpenses system, including password resets
Participate in the Helpdesk rota, resolving queries “at call” wherever possible. Where a query cannot be resolved at call, log and refer to an appropriate colleague
Ensure that the confidential nature of payroll information is respected at all times
Undertake higher workload from time to time as necessary, eg junior doctor rotations/absence of a colleague
Work as part of an integrated department by providing crossover between teams
Check and ensure that details completed by HR and Trust managers are compliant with statutory regulations, terms and conditions of service (local and national) and Trust policies
Provide advice to HR, Trust managers and staff at all levels on matters relating to pay and expenses
Interpret and apply NHS Pension Scheme/Auto-enrolment regulations, ensuring that contribution rates are correctly applied and that contributions balance to Pensionable Pay
Take responsibility for the accurate and timely close-down of pension records on termination of Scheme membership, as required
Interpret and apply statutory regulations in respect of PAYE, Statutory Sick Pay, Statutory Maternity/Paternity/Adoption Pay, European Working Time Directive payments and Student Loans
Calculate payments due during Maternity/Paternity/Adoption leave, including both occupational and statutory payments, equal instalments, returning to work or leaving the Trust and recalculations for increments and pay awards
Calculate and recover advances of pay when authorised by responsible manager
Ensure that overpayments are notified to the individual/their manager/HR as appropriate and accurately recorded on the Overpayments Database. Issue prompt correspondence to initiate the recovery process, raise overpayment report form and pass to Assistant Pay Services Manager
Respond to queries and correspondence from managers, employees and external bodies in respect of pay and expenses in a timely and professional manner
Proactively ensure that managers adhere to Pay Services deadlines and work in line with Trust policies/NHS terms and conditions of service
Complete “Volume Analysis” of work undertaken to assist in the process of workload evaluation and distribution
Person specification
Commitment to Trust V&Bs
Essential criteria
- Must be able to demonstrate behaviours consistent with the Trust’s “We are here for you” behavioural standards
Training & Qualifications
Essential criteria
- 5 GCSEs at Grade C or Equivalent – including English and Mathematics
- NVQ Level 4 or Equivalent Payroll Qualification / Experience
Experience
Essential criteria
- Knowledge of the ESR Payroll System
- Knowledge of NHS Travel and Expenses regulations
- Working knowledge of Statutory Payroll Legislation
- Ability to calculate PAYE
- Intermediate Excel experience
- Knowledge of NHS Conditions of Pay
Desirable criteria
- Knowledge of NHS Pension Regulations
- Knowledge of the SAGE Payroll System
- Knowledge of MS Access
Communication & relationships
Essential criteria
- Good communication skills and good command of written and spoken English
- Able to adapt to circumstances, remaining polite and respectful to both colleagues and customers
- Able to deal with angry or distressed staff in a sensitive, tactful manner, remaining mindful of Information Governance requirements
- Able to liaise with senior managers and the Department of Human Resources
- Excellent customer service skills
- Discretion in communicating sensitive and confidential information
- Able to develop and maintain good working relationships with Managers, Staff and Customers
- To be able to work as part of a team
- Willingness to share knowledge and experience with colleagues
Desirable criteria
- Experience of communicating financial information to finance and non finance staff
Analytical & Judgement Skills
Essential criteria
- Able to analyse and interpret complex data, and solve most problems without reference to an Assistant Pay Services Manager
- Able to make decisions when guided by broad principles and departmental policies
- Able to make a judgement on potential operational problems that may prevent completing a task on time
Planning & Org Skills
Essential criteria
- Able to plan work for self, taking account of the needs of the Trust and its employees, prioritising workload to meet strict working deadlines
- Able to keep abreast of developments in the Trust and across the wider NHS that may impact on the department
- Able to keep abreast of changes/developments in Statutory regulations to ensure compliance
Physical skills
Essential criteria
- Advanced keyboard skills gained through qualifications or experience
- Able to concentrate for long periods in an unpredictable/reactive environment
- Able to work under pressure with tight deadlines
- Ability to use a PC more or less continuously
Other requirements
Essential criteria
- Understands and respects confidentiality
- Adaptable and flexible
- Ability to learn new concepts and process and use this knowledge in a practical setting
___________________________________________________________________________________
Bring your whole self to work for us at NUH. We love diversity and we value your difference, your unique skills, knowledge and experience. Becoming one of our people may realise your potential, helping us to raise our performance in delivering world class healthcare to the diverse patient populations we serve.
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are currently under-represented at NUH.
Covid-19 vaccination: remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We continue to encourage our current and potential colleagues to get vaccinated. For helpful advice and information about the Covid-19 vaccination and how to access visit: https://nottsccg.nhs.uk/covid-19/covid-19-vaccinations/
Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.
Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.
Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application
Salary: The quoted salary will be on a pro rata basis for part time workers.
Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
Skilled Workers Visa: We welcome applications from individuals who require a skilled worker visa in line with the Home Office regulations. NON-UK/NON SETTLED candidates may not be appointed, if a suitably qualified and skilled UK/SETTLED candidate is successful at interview stage as it is unlikely that the Trust is able to satisfy the Home Office Visa requirements
ID and Right to work checks: NUH authenticate all ID and right to work documentation such as passports, visa’s and driving license through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.
Consent:
- Transfer of information: If I have previous NHS service – I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
- Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£41.90 for enhanced and £21.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.
Company description:
confidential
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