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The Employee Services Department consists of Payroll, Pension and Staff Benefits. Our service is essential to our workforce and supports our colleagues in delivering patient care at its best. We are looking for someone fab to join our busy team to help ensure we process salary payments accurately and on time. We have a strong team spirit and cannot wait for you to join us.
Our team works in an agile way and supports our colleagues while ensuring that service delivery is maintained. We don’t need you to have experience, but we want someone who is bold, enthusiastic, has great systems/IT skills, and is resourceful. As a member of our close-knit team, you will have excellent communication and organizational skills, managing your own workload using your initiative. You will be an excellent networker who relishes a challenge and thrives in a busy environment.
Main duties of the job
This job is varied and will keep you on your toes. You’ll support the Employee Services Department by processing pay affecting information into the National ESR HR/Payroll system. As part of this role, you will engage with a range of our workforce through various means, including face-to-face, telephone, emails, and MS Teams; therefore, customer service is one of our key qualities in our team.
Understanding the employee experience is a key driver in this role, and you’ll help influence their experience and help us continually evolve. This role will include:
* Using our computerized systems, you’ll manage and process a range of pay affecting data, which we will support you with to enable you to prioritize your work.
* Ensuring excellent customer service is a key driver in this role; your input will have a major influence on each employee's experience.
* Using the National ESR HR/Payroll System, you'll manage and process a wide range of pay affecting data; support will be available to assist you with prioritizing your work and developing your potential.
* You’ll be proactive to ensure our service is the best it can be. We do everything as a team, so you will help with the development and implementation of new initiatives within the service and the wider Trust and ensure that all employee services processes are carried out in accordance with current legislation and best practice.
* You will provide direct telephone support to internal departments and our client organizations.
Working for our organisation
This is ideally a job for someone who thrives in a fast-paced environment. We’re busy, often working to tight timescales and juggling multiple priorities – but for the right candidate, we know this will make the role even more exciting for you.
So what can we offer you? Well, as well as working for an award-winning service and organization, you will join a very strong and dedicated team who work hard together and have fun along the way. The satisfaction of knowing you played your part in helping our workforce to look after our patients is what will drive you the most. We will help you develop your skills, give you opportunities to try new things, and we actively encourage you to challenge us to constantly review what we do, our processes, and approaches.
Detailed job description and main responsibilities
The attached job description and person specification outlines the full tasks, responsibilities, and outcomes required of the role.
* Input payroll, travel, and pensions data accurately and promptly into the payroll system, in accordance with the Trust’s policies and procedures.
* Input data to the various modules of the Payroll System accurately by the deadlines specified.
* Identify discrepancies, unusual features, or queries at any point in the process and either resolve or refer to the appropriate officer for action.
* Complete/Submit payment-related forms and returns accurately and by the due date.
* File all documentation in accordance with departmental procedures.
* Check expense claims for correct completion, authorization, valid receipts, and assessing journeys to ensure correct mileage payments are made.
* Create new vehicle records and check insurance documents on setup and also amend vehicle records when employees change vehicles.
* Resolve queries arising from checking of expense claims with appropriate managers and from staff regarding payments.
* Assist the Pension Manager with Pension information and utilize the Pensions online system.
* Monitor the usage of stationery and reorder as necessary.
* Distribute incoming mail, prepare outgoing mail for collection.
* Sort and distribute payslips and attach any other documents.
* Distribute staff attendance records.
* Scan/photocopy documents accurately and to a good standard.
* File travel payments-related documents.
* Answer all telephone inquiries in an efficient and courteous manner.
* Maintain good communication skills when dealing with employees, colleagues, and external agencies, utilizing a variety of communication methods including verbal and electronic.
* Constructively manage barriers to effective communication.
* Respond to all inquiries, either written or verbal, in a professional, courteous, and timely manner, ensuring a high standard of customer service is provided.
* Recognize where problems/issues need to be escalated.
* Provide effective communications to include the distribution of confidential information, including the 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 organizations to deliver 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.
* Carry out other appropriate delegated duties as required by Head of Department.
* Collate pension information received either in person or by mail.
* Where complex queries are received, evaluate and allocate requests to Payroll Officers responsible for the specified area of the business.
* Assist departmental Team Leaders by sorting, processing, and inputting payment data into the Electronic Staff Record accurately and within specified deadlines.
* Maintain a strong working relationship with Trust contacts and internal teams to ensure the smooth delivery of a professional service with the primary focus of achieving a high level of customer satisfaction.
* Provide administrative support to payroll colleagues regarding issuing of internal and outgoing post, referring internal documents to the appropriate person, and ensuring outgoing mail is issued in a timely manner.
* Provide administrative support to Employee Services colleagues regarding issuing of internal and outgoing post, referring internal documents to the appropriate person, and ensuring outgoing mail is issued in a timely manner.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organization.
Person specification
Qualifications & Education
* Educated to GCSE standard or NVQ level two or appropriate experience.
Knowledge & Experience
* Aware of the concept and application of confidentiality.
* Experience in working with Microsoft packages e.g., Excel and Word.
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