Payroll Officer Full Time
- To provide an accurate and timely payroll service for our clients
- To be responsible for a section of weekly and monthly payroll.
- To process in accordance with statutory and NHS national terms and conditions of employment.
KEY WORKING RELATIONSHIPS:
Internal: Managers and employees, Finance, HR External: Banks, Building Societies, HMRC, Dept of Works & Pensions,
MAIN DUTIES & RESPONSIBILITIES:
1. To manage an allocated section of weekly and monthly payroll ensuring staff are paid accurately and in a timely manner
2. Responsible for the processing of all information received in relation to allocated payrolls, within current and previous pay periods, to include:
- New starters/leavers. C
- hanges to contract – hour changes, promotions, demotions.
- Sickness, Maternity pay, Paternity Pay, Adoption Pay & TIA calculations.
- Calculation of protections, Acting up
- Implementation of AEO, student loan, DEO, P45’s etc.
- Processing of voluntary deductions – e.g. union deductions, GAYE.
- Calculation of back dated information, and checking on retro run
- Be able to calculate and apply overpayments to the ESR payroll system, and complete necessary documentation – letter, added to spreadsheet etc.
- Be able to calculate, raise and recover advances of pay where necessary.
- Reconcile negative payments and amend on ESR.
- Extensive knowledge of all NHS terms and conditions and their application to include Agenda for Change, Medical & Dental and Whitley Council;
- Browsing and checking another section of payroll to comply with audit requirements of secondary checking;
- Responsible for ensuring correct annotation and scanning of payroll documentation for allocated payroll;
- Checking of a variety of payroll reports, as directed by the team leader, and to be responsible for the sign off of payrolls for first send processing.
This is not an exhaustive list, but an example.
3. Compliance with Local, National and Statutory regulations and have a full understanding how PAYE, NI etc. works in conjunction with the payroll facility.
4. To be able to communicate effectively in person, by telephone or in writing to include confident use of all Microsoft packages. To be able to deal confidently with requests for advice or assistance with queries from employees, colleagues, managers and external agencies including the HMRC.
5. General Payroll Responsibilities –
- Responsible for timely and accurate input of payroll information into ESR.
- To build and maintain relationships with colleagues, staff from client organisations, managers and external organisations through effective communication when dealing with requests for advice or assistance, these may be written, verbal or face to face.
- To assist auditors in locating information and resolving queries as requested by the team leader and Payroll Operations Manager. To ensure audit procedures are adhered to and to audit own workloads
- To assist in stapling payslip attachments to payslips as required.
- To draw to the appropriate manager’s attention any need to change or depart from standard operating procedures.
- To act at all times with department procedures and comply with Trust Standing Financial Instructions and Regulations.
The post holder will undertake other duties as may be required to achieve the Trust’s objectives, commensurate with the grading of the post.
TRUST VISION AND VALUES The Trust is clear on its vision and values and aims to make sure that they are reflected in all areas of activity. Our vision is simple; To Deliver the Best in Care. Our values apply to every member of staff. They are to treat all with respect, to take personal and team responsibility, to look to improve the way we do things (innovation) and to act with honesty in all we do.
TRUST POLICIES AND PROCEDURES The post-holder will be required to comply with all policies and procedures issued by and on behalf of University Hospitals Birmingham. In addition if the post-holder is required to work at other organisations premises they must adhere to the specific policies relating to the premises in which they work.
CLINICAL GOVERNANCE & RISK ASSESSMENT The post-holder must be aware of and ensure compliance with the Trust’s Clinical Governance systems and Risk Management systems.
CONFIDENTIALITY Your attention is drawn to the confidential nature of information collected within the NHS. The unauthorised use or disclosure of patient or other personal information is a dismissible offence and in the case of computerised information could result in a prosecution for an offence or action for civil damages under the Data Protection Act.
DATA PROTECTION If required to do so, the post-holder will obtain, process and/or use information held on a computer in a fair and lawful way; and hold data only for the specified registered purposes and to use or disclose the data only to authorised persons or organisations.
EQUAL OPPORTUNITIES AND DIVERSITY* University Hospitals Birmingham is striving towards being an equal opportunities employer. No job applicant or member of staff will be discriminated against on the grounds of race, colour, nationality, ethnic or national origin, religion or belief, age, sex, marital status or on the grounds of disability or sexual preference.
Selection for training and development and promotion will be on the basis of an individual’s ability to meet the requirements of the job.
University Hospitals Birmingham the post-holder will have personal responsibility to ensure they do not discriminate, harass or bully, or contribute to the discrimination, harassment or bullying of a colleague or colleagues, or condone discrimination, harassment or bullying by others.
The post-holder is also required to co-operate with measures introduced to ensure equality of opportunity.
HEALTH AND SAFETY * The post-holder must make him/herself aware of the responsibilities placed on them by the Health and Safety at Work Act  to ensure that the agreed safety procedures are carried out to maintain a safe environment for other members of staff and visitors.
The post-holder will have at all times a duty to conduct themselves and to undertake their work, in a safe manner, so not to endanger themselves and others around them. Clearly, the degree of such responsibilities carried out by a particular individual will depend on the nature and extent of his/her work. Should any individual feel concerned over the safety aspects if his/her work, it should be brought to the attention of his/her manager/supervisor and/or Trade Union Safety Representative.
The post-holder must adhere to the health and safety rules and procedures of the Trust. He/she has a legal duty to use safety devices and equipment provided.
All staff will receive a general introduction to health and safety at work as part of their induction. They will also be given advice on fire, security and lifting procedures.
FLU PANDEMIC OR MAJOR INCIDENT In the event of a flu pandemic or major incident, the post holder may be asked to undertake other duties not necessarily commensurate to the banding of this role. This could include duties in any part of the hospital. Prior to undertaking any duties, the member of staff will have full training and induction. No member of staff will be asked to undertake duties for which they are not competent or where they feel unsafe in their environment or could put patients or themselves at risk.
NO SMOKING POLICY The Trust has a no smoking policy. Staff are only permitted to smoke in designated smoking shelters. Members of staff must not smoke inside any of the Trust’s premises nor in any vehicle used on Trust Business. Members of staff must adhere to the Trust’s Uniform Policy and therefore any uniforms must be covered whilst smoking.
PUBLIC SERVICE USER AND CARER INVOLVEMENT Under Section 11 of the Health and Social Care Act we have a duty to involve patients and the public at all levels within the organisation. The post-holder will be required to recognise and value the benefits of listening and responding to patients and recognise that the patients experience is the catalyst for doing things differently to improve the way we deliver services.
UNTOWARD INCIDENTS The post-holder must take responsibility for incident and near miss reporting and must ensure they adhere to all departmental policies and procedures.
The Trust is committed to safeguarding and promoting the welfare of the adults, young people and children who use the services. All staff have a responsibility to report any identified concerns of abuse or exploitation through the appropriate route in line with the respective policies and procedures.
REVIEW OF THE ROLE This job description will be subject to review and amendment, in consultation with the post holder, to meet the changing needs of the service and the organisation.
This role profile is designed to identify principal responsibilities. The post holder is required to be flexible in developing the role in accordance with changes within the Trust’s management agenda and priorities. Although this is a list of the key responsibilities of the post it is expected that the post holder and manager will develop and define the detail of the work to be undertaken.
The Trust is committed to equal opportunities, providing opportunities for flexible working and is a no smoking organisation.
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