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Detailed job description and main responsibilities

In this role you're accountable  for:

1.    Responsible for a section of monthly payrolls as assigned by senior payroll staff.  This involves planning and organising workload to ensure staff members are paid accurately and on time.

2.    Maintain and update permanent and temporary records of payroll adjustments, making complex calculations as necessary for the purpose.

3.    Ensure that each alteration is covered by an authority signed by a duly authorised officer.

4.    Using expert knowledge of payroll practices and related legislation ensure the correct treatment of such matters as Income Tax, National Insurance and Pension deductions, Statutory Sick Pay, Statutory Maternity Pay etc.

5.    Comply with established procedures concerning the recording of staff absence.

6.    Undertake established procedures in relation to advances and write-backs, and for amendment of errors.

7.    Check and reconcile such work performed by other officers as deemed necessary by senior payroll staff.

8.    Answer queries from staff in relation to payroll matters, which may be highly complex (e.g. tax queries) or relate to sensitive information.

9.    Provide cover for the duties of other staff on the section in their absence.

10.    Calculate pension entitlements via the Pensions On-line system and update pensions records on Pensions On-line.

11.    Assist in the training and induction of new staff in the section.

12.    Responsible for confidential information and for determining whether or not this information should be shared, escalating when necessary.

13.    Compose and prepare complex reports using various systems/formats.

14.    Undertake complex manual calculations of interim payments.

15.    Provide information, both verbal and written, as requested from outside bodies, whilst complying with the Data Protection Act/GDPR.

16.    Prepare starters and leavers documentation, e.g. payslips, P.45s, pensions information etc.

17.    Calculate entitlements and payments in respect of maternity/paternity and adoption leave. 

18.    To translate the requirements of the pension and redundancy schemes and related statutory regulations, in order to provide specialist advice, in a simple and readily understood manner for management and staff at all levels in the NHS BSA and Hosted/Managed Services.

19.    To maintain an understanding of NHS pay, conditions and local agreements, as they relate to payroll and pension scheme administration.

20.    To maintain a working knowledge of the combined requirements of statutory regulations in relation to pay.

21.    The calculation and monitoring of Temporary Injury Benefit payments under the NHS Injury Benefits Scheme, ensuring that all statutory requirements are met.

22.    The calculation of widow/ers initial and limited pensions for payment, appropriate reclaim of expenditure from and reporting to the Pensions Division, following death in service cases.

23.    To undertake the analysis of complex pay and pensions records and calculation of financial information for use in ongoing payment of pensions scheme benefits.

24.    The review and validation of complex information received from employees and managers in respect of compliance with pension scheme regulations.  

25.    To deal with non-routine correspondence in relations to pension benefit, accidents, industrial injury and other general payroll correspondence, writing individual ad-hoc letters as necessary, ensuring the regulations are followed and the requirements of the Data Protection Act/GDPR are met.

26.    To maintain an awareness of planned changes to pension and other regulations, interpreting changes in order to give management of NHSBSA and Hosted/Managed Services advice, and plan and organise work required to meet changes.

27.    To respond to individual employee questions in relation to pensions and to provide responses to requests for forecasted benefits.

28.    To co-ordinate payments due in respect of the redundancy or early retirement of staff in NHSBSA and Hosted/Managed Services.

29.    Participate in payroll system and payroll/pension administration process developments and reviews.

30.    Responsible for encouraging a culture of continuous improvement by ensuring that procedures are maintained and adhered to. In addition, ensuring that suggestions for improvement are submitted in accordance with the Division’s quality management system.

31.    Ensure that expense payments are made within agrees service levels.

32.    Preparation of payment productions, remittances, cheques slips and provision of relevant payment information to managed service customers and cash management.

33.    Run appropriate ledger reports, analyse data and take appropriate actions.

34.    To ensure only correctly completed and fully authorised expense claims are paid and identify potential irregularities as appropriate.

35.    To be aware of personal development requirements and actively seek development opportunities.