Job Summary
We are looking for an individual experienced in administration and payroll to join us as a Payroll & Benefits Assistant.
The ideal candidate will be highly organised, detail orientated, and able to efficiently manage various administrative tasks including national minimum wage checks, data entry, management of queries and general administrative support. The role requires attention to detail and the ability to work efficiently & independently in a fast-paced environment.
If you're proactive, detail oriented, and have a strong background in administration, we want to hear from you!
We provide a payroll and pensions service for University Hospitals Plymouth and South Western Ambulance Service, producing around 230,000 payslips per annum.
Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.
Shortlisted candidates will be invited to participate in a selection process, which will comprise of a formal interview.
Main duties of the job
1. To provide clerical support in the day-to-day running of the service centre encompassing reception of visitors, postal duties, telephony and use of standard office equipment.
2. To undertake the input of data to computerised systems as part of the delivery of services to client organisations.
3. To maintain service centre electronic filing systems.
4. To assist in written communication regarding authorised third party requests for salary information i.e. mortgage application, CSA etc.
About Us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.
PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY.
If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Date posted: 13 February 2025
Pay scheme: Agenda for change
Band: Band 3
Salary: £24,071 to £25,674 a year Per Annum
Contract: Permanent
Working pattern: Full-time
Reference number: 216-SF-A6981972
Job locations: Brittany House, Ground Floor, Brittany House, Brest Road, Plymouth, PL6 5YE
Job Description
Job responsibilities
Primary Duties & Areas Of Responsibility
1. Assist with the control and registering of incoming paperwork to the service centre.
2. Ensure only authorised visitors enter the service centre.
3. Assist in the opening of incoming post and its distribution in a timely manner.
4. Carry out routine clerical functions to include filing, photo copying, scanning, and faxing of correspondence.
5. Maintain a meeting room booking register.
6. Provide a goods inward delivery point ensuring safe and secure receipt of any goods and services delivered to the service centre.
7. Use of service centre switchboard and voicemail.
8. Sorting, franking and preparation of outgoing post and couriered items.
9. Requisition of office supplies and storage on receipt using Trust Purchase Order system.
10. Assist in the maintenance of service centre arrangements for the control of keys, access control cards, mandatory training records and VDU eye tests.
11. Assist in the maintenance of service centre arrangements for the archive, retrieval and disposal of records in accordance with client organisation retention policy.
12. Prepare correspondence using standard preformatted letter templates.
13. Assist with training of new staff.
Data Preparation & Input
1. Process simple timesheets in order to ascertain the payment due in accordance with A4C and customer organisations conditions of service.
2. Input timesheet data into the NHS HR/Payroll system and related systems and ensure accuracy of data by the amendment of input errors.
3. Input expense claim data to the NHS HR/Payroll system and related systems and ensure accuracy of data by the amendment of input errors.
4. Input of employees vehicle details to the NHS HR/Payroll system and allocation of the vehicle to an employee record to permit processing of expense claims.
5. Use the NHS Pension system to maintain employee records including the open and closure of records, update of year end values and of hours data.
Payroll, Pension and Car Leasing Support
1. Assist with the administration of statutory payroll paperwork, including notification of SSP eligibility.
2. Responsible for the input of appointment and additional payment forms, ensuring compliance with terms and conditions of service and client organisation policies.
3. Assist with the approval of salary sacrifice applications, ensuring compliance with HMRC National Minimum Wage.
4. Complete standard payroll and benefit enquiry correspondence from outside agencies, i.e. tax credit mortgage application.
5. Maintain service centre filing and scanning system for employee records.
Client Management
1. Perform service desk duties to deal with client organisation manager and employee queries.
Other Factors Relating To The Post
Freedom to Act
Works within service centre procedures and working practices. Supervision available if required.
Physical Effort
Long periods sitting at desk inputting data to a PC. Standing and bending for some periods.
Mental Effort
Frequent concentration needed to ensure accuracy of data input.
Emotional Effort
Occasional exposure to difficult and challenging behaviour from client organisation employees.
Working Conditions
Uses VDU equipment almost constantly on a daily basis.
COMMUNICATIONS & WORKING RELATIONSHIPS
Liaise with all other staff of the service centre. Liaise with external bodies, dealing with highly confidential information ensuring compliance with the Data Protection Act. Liaison with client organisation managers and employees on routine matters relating to service provided.
All Job Holders Are Required To
1. Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive.
2. Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.
3. Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.
4. Attend statutory, essential and mandatory training.
5. Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of the Data Protection Act 1998.
6. Comply with the Corporate Governance structure in keeping with the principles and standards set out by the Trust.
7. Comply with the codes of professional conduct set out by the professional body of which registration is required for the post.
8. Ensure they are familiar with the Risk Management Framework, follow policies, procedures and safe systems of work, make known any hazards or risks that they identify and take all necessary actions to reduce risk.
9. Ensure the welfare and safety of children within their care. This includes staff who come into contact with children and families in the course of their work as well as those staff who have a specific role with children and families.
10. Ensure they attend Child Protection training at the appropriate level within the specified time frame.
11. Maintain the prevention and control of infection and fully comply with all current Trust Infection Control policies and procedures.
12. Take responsibility for any records that they create or use in the course of their duties, in line with the Public Records Act and be aware that any records created by an employee of the NHS are public records and may be subject to both legal and professional obligations.
Note
This job description is neither definitive nor exhaustive and is not intended to be totally comprehensive. It may be reviewed in the light of changing circumstances following consultation with the post holder. This job description is to be read in conjunction with all current Plymouth Hospitals NHS Trust policies, procedures & guidelines.
Person Specification
Knowledge & Experience Essential
* Demonstrable Previous data input experience and use of computerised payroll system.
* Use of windows based applications.
* Proven Working knowledge of general office procedures and practices.
Desirable
* Demonstrable Payroll Experience.
* Demonstrable NHS Experience.
* Proven Knowledge of Agenda for Change.
* Demonstrable ESR Experience.
Qualifications Essential
* NVQ level 3 in either business administration or related subject or equivalent demonstrable experience.
Aptitudes & Abilities Essential
* Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels.
* Attention to detail.
* Accuracy.
* Time management skills.
* Organisational skills to manage workload to provided timescales.
* Fast and accurate keyboard skills.
* Good standard of literacy and numeracy skills.
Disposition / Attitude / Motivation Essential
* Team worker.
* Able to work in a busy Environment.
* Proactive, takes own initiative.
* Ability to meet tight deadlines.
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.
Employer details
Employer name: University Hospitals Plymouth NHS Trust
Address: Brittany House, Ground Floor, Brittany House, Brest Road, Plymouth, PL6 5YE
Employer's website: https://www.plymouthhospitals.nhs.uk/ #J-18808-Ljbffr