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

• 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.
• 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.
• Alongside the Payroll Administrator answer staff queries about timesheets or pay slips.
• Liaise with HR department where appropriate.
• Adhere to payroll policies and procedures and comply with relevant law
• Honour confidentiality of colleagues’ pay records.

 

Expenses

• Process weekly expenses claims in accordance with the companys processes and procedures.
• Update the relevant systems with colleagues motor insurance details.
• Answer staff queries

 

Training system

• Setup colleagues information on the training database and review certificates for compliance.
• Provide reports on colleagues mandatory training status.

 

General

• Input and maintain financial data into spreadsheets as required with speed and accuracy ensuring supporting evidence is available and retained.
• 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.
• Assist with payroll related balance sheet reconciliations and investigate differences to ensure variances are swiftly resolved.
• Demonstrate good organisational skills, supporting all colleagues in the team to manage demanding workloads, meet deadlines and work under pressure.
• Ensure knowledge is up to date with statutory and legislative regulations in relation to payroll

 

Relationships

• Assist the Payroll Administrator with requests from the Outsource Provider
• Assist with requests for evidence from external auditors
• Liaise with internal and external stakeholders including pension companies and HMRC
• Represent IntraHealth in a manner befitting the image of the organisation
• To work effectively as part of a team.
• Communicate clearly and in a manner consistent with the individuals level of understanding

 

Other duties

• Undertake general admin tasks e.g. dealing with items of correspondence, telephone messages & enquiries and filing
• To be proactive in the development and continuous improvement of the role
• 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
• 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.

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.