Payroll and Pension Officer

Job overview

Would you like the opportunity to join a progressive and forward thinking Payroll and Pensions service?

Our friendly and thriving Employee Business Services currently has 6 clients. Providing a high quality payroll and pension service to approx. 20,000  employees which equates to producing in excess of 300,000 payslips annually whilst consistently delivering accuracy rates of 99%.

We are looking to recruit a Payroll and Pensions Officer, who has a passion for helping us provide an excellent customer experience to our clients, has an excellent telephone manner and excellent administrative and IT skills. The candidate must demonstrate attention to detail and a commitment and enthusiasm to contributing to service improvement and development. The candidate must have knowledge of the ESR system, Agenda for Change and NHS Pension scheme whilst working under pressure and adhering to strict deadlines.

Main duties of the job

The role involves inputting a range of pay-affecting data into the National ESR Payroll system and performing various calculations, such as PAYE, National Insurance, Statutory Maternity Pay (SMP), and Statutory Sick Pay (SSP). The work is carried out to strict deadlines, with a strong focus on accuracy and attention to detail. In addition, the role includes taking appropriate recovery action based on individual circumstances and advising employees in accordance with departmental procedures. Corrective actions are undertaken in the ESR system to ensure accurate calculations of statutory deductions and that correct entries are made.

Detailed job description and main responsibilities

• Make authorised payments to employees accurately and promptly in accordance with the Trust and Client Organisation Standing Financial Instructions, policies and procedures.
• Prepare and ensure that all payments are made in accordance with National Terms and Conditions unless specific written approval or local variations.
• Ensure accurate input of contractual and variable data and the completion of all appropriate documentation.
• Undertake validation of documentation prior to input, and feeding back discrepancies and advising correct course(s) of action to managers/clients as appropriate
• Accurate input of high volume and complex employee/payroll data into the Electronic Staff Record System within agreed deadlines.
• Process payments correctly within scheduled deadlines ensuring all input has been checked for authorisation and accuracy. Take corrective action as appropriate.
• Utilising report functionality to identify any payments processed and to identify any discrepancies.
• Ensure the accurate and timely completion and issuing of any HR letters or documents which form part of the HR transactional service.
• Ensure the correct assessment, calculation and application in relation to employee records, and ensure payments or deductions are made in accordance with legal and operational requirements.
• Make annual tax records and other relevant documentation available to employees promptly and in accordance with statutory legislation.
• Ensure the correct assessment, calculation and application in relation to employee records and payments.
• Ensure all payments are made in line with AfC/M&D Terms and Conditions of Service or local Trust policies and that the appropriate approval is sought for any payments outside these regulations in line with internal procedures.
• Utilise the Healthroster system to ensure that entries reflect correct payments due, in line with Statutory Terms and Conditions. Highlight to Healthroster Team if any discrepancies.
• Explain payroll, NHS Pension scheme and statutory information clearly to employees, handling and resolving complex and sensitive queries/issues courteously and confidentially.
• Take follow up action as required in order to resolve enquiries.
• Post holder demonstrates the ability to assist in the training and development of new or inexperienced staff.
• Organise and prioritise own workload ensuring strict deadlines are adhered to.
• Prepare relevant returns and documents and submit to external agencies and organisations in a timely manner.
• Reconcile deduction records with payroll system.
• Compile spreadsheets detailing complex pay information and responding to detailed enquiries from solicitors regarding loss of earnings, RTA and compensation claims.
• Prepare, process and update NHS pension scheme records via the internet using the NHS Pensions online facility.
• Ensure the correct set up and deduction for any local schemes including NEST.
• Ensure correct entries are made in ESR for Auto-enrolment.
• Respond to all enquiries either written or verbal in a professional, courteous and timely manner and ensuring a high standard of customer service is provided.
• Recognise where problems/issues need to be escalated.
• Provide effective communications to include the distribution of confidential information, including promotion of new communication technologies to the Trust and system users.
• Maintain an effective working relationship with other members of the department, other employees within the Trust and external organisations to deliver a professional service focused on achieving a high level of customer satisfaction.
• Plan own workload in conjunction with Employee Services Team Manager to ensure procedures and timescales are observed taking on additional payroll work to cover for absent colleagues.
• Issue the appropriate letters in respect of terminations, maternity and return, paternity/adoption and return, retire and return, change of hours and confirmation of employment.
• Comply with Standing Orders, Standing Financial Instructions, Reservation of Powers to the Board and Scheme of Delegation of the Trust and Client Organisations to ensure probity.
• Maintain an effective working relationship with other individuals of the Directorate, other officers of the Trust and Client Organisations in order to ensure the delivery of a professional service focused on achieving a high level of customer satisfaction.
• Adhere to the Trust’s Standing Orders, Standing Financial Instructions and relevant Trust policies and procedures.
• Apply correct cost centres and subjective codes as instructed for split cost centres or recosting of elements.
• To carry out other appropriate delegated duties as required by Head of Department.
• The job description and person specification are an outline to the tasks, responsibilities and outcomes required of the role.
• The job description and person specification may be reviewed on an on-going basis in accordance with the changing needs to the department and the organisation.