Employee Services Support Clerk

Elht; Preston; On-site; GBP 22,000 - 28,000; Full time

Job summary

East Lancashire Hospitals NHS Trust is seeking an enthusiastic administrative assistant to join the central Employee Services Payroll team. You will help process salary payments accurately and on time, using the National ESR HR/Payroll system, and interact with staff via face-to-face, telephone, emails and MS Teams to deliver a high-quality service.

The role requires someone bold, resourceful and with strong IT and organizational skills who can manage their own workload in a busy environment

Qualifications

• Aware of confidentiality principles.
• Experience using Microsoft packages (Excel/Word).
• Previous experience in an administrative role.

Responsibilities

• Input pay data into Payroll System by deadlines.
• Provide direct telephone support to internal departments and clients.
• File documentation per procedures.
• Check expense claims for accuracy and receipts.
• Maintain professional communication with employees and external agencies.

Skills

Communication skills

Organisational skills

Education

GCSE or NVQ2

Tools

Microsoft Excel

Microsoft Word

Job description

Job overview

The Employee Services Department consists of Payroll, Pension and Staff Benefits, our service is so important to our workforce and supports our colleagues to deliver patient care the best it can be, so we want someone fab to join our very 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.

The vacancy is on the central team who support our payroll colleagues 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 organisational skills, managing your own workload using your initiative. You will be an excellent networker that relishes a challenge and thrives in a busy environment.

Main duties of the job

It’s fair to say this job is varied and two days will never be the same. You will support the Employee Services Payroll Officers 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 ways 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 such a key driver in this role, you’ll help influence their experience & help us continually evolve. This role will include:

• Using our computerised systems, you’ll manage and process a range of pay affecting data which we will support you with to enable you to prioritise your work.
• Ensuring excellent customer service is a key driver in this role, your input will have a major influence on each employees 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 prioritising your work and developing your potential.
• You will provide direct telephone support to internal departments and our clients organisations.

Working for our organisation

We are not going to shy away from saying this is ideally a job for someone who thrives in a active office environment. We’re busy, working often 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 organisation, you will join a very strong and dedicated team who work so 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 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.
• e-file all documentation in accordance with departmental procedures.
• Checking of expense claims for correct completion, authorisation, 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.
• Distribute incoming mail, prepare outgoing mail for collection.
• Scan/photocopy documents accurately and to a good standard.
• Answer all telephone enquiries in an efficient and courteous manner.
• Maintain good communication skills when dealing with employees, colleagues and external agencies, utilising a variety of communication methods including verbal and electronic.
• Maintain an effective working relationship with other members of the department, other employees within the Trust and external organisations to deliver a professional service focused on achieving a high level of customer satisfaction.

Person specification

Knowledge & Experience

• Aware of the concept and application of confidentiality
• Experience in working with Microsoft packages eg Excel and Word.
• Previous experience in an administrative role

Skills

• Educated to GCSE standard or NVQ level 2 or appropriate experience
• Good written and verbal communication skills

Dear Potential Applicant,

It is important you are made aware of the following as regards your application to East Lancashire Hospitals NHS Trust

• Please note that the salary advertised is for full time hours. If this post is less than 37.5 hours per week, the salary will be pro-rata. For posts on Agenda for Change pay-scales, new entrants to the NHS will normally commence on the first pay point of the relevant band.

Disclosure and Barring Scheme (DBS)

If the role you are applying for is identified as either controlled or regulated activity as defined in in the Safeguarding vulnerable Groups Act (2006) any offer of employment is provisional upon a satisfactory DBS check being obtained.

The healthcare sector is exempted from the Rehabilitation of Offenders Act 1974.

In line with other NHS organisations in the North West Region, the Trust is now passing the charge for undertaking a DBS check on to candidates in the event they are successfully appointed into the post for which they have applied. Candidates can choose whether to pay this over 1-3 months as a deduction from the monthly salary. However, if you are applying for a post as a BANK worker, the payment must be made in full at the time of employment checks. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed.

The cost for an Enhanced DBS, is £45.90 and for a Basic & Standard, this is £24.90 this cost includes a £4.90 admin fee.

This cost is not applicable for a Volunteer post

The Trust is an equal opportunities employer, committed to improving the working lives of our staff and operates a 'Zero Tolerance' policy to aggression, violence, bullying and harassment. In addition, our aim is to help protect children and vulnerable adults by providing a first-class service to the recruitment of people into positions of trust.

We aim to employ a workforce that reflects the diverse communities we serve.

We welcome applications from everyone irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background.

We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that ELHT has an under-representation of BAME employees. Appointments will be made on merit.

Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme.

If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible. By telephone [phone] or email [e-mail] write to Employment Services, Parkview Offices, Haslingden Road, Blackburn, BB2 3HH

Thanks for taking the time to view this advert; we look forward to receiving your application.

Please be aware that this vacancy may close earlier than the published date if sufficient applications are received. It is, therefore, recommended that you apply as soon as you can.

We will contact you by e-mail to update you on the progress of your application, so please check the e-mail account that you applied from regularly (including spam/junk).

The Trust is an equal opportunities employer, is committed to improving the working lives of its colleagues and operates a 'Zero Tolerance' policy on aggression, violence, bullying and harassment.

As a recruitment service, our aim is to help protect children and vulnerable adults by providing a first-class service in recruiting people into positions of trust.

It is important to us that we employ a workforce that reflects the diverse communities we serve. We welcome applications from everyone - irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background.

We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that as an employer we are under-representation of BAME employees. Appointments will be made on merit.

We recognise that the recruitment process may present barriers for some and you may need personal adjustments to enable you to participate in our recruitment process. Please make contact with the recruitment team at the earliest opportunity to enable you to apply for this post.

Use of Artificial Intelligence (AI) when writing job applications

If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting information section. While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you’re applying for. There is also a risk that it can generate false or misleading information.

AI-generated job applications can often be generic, impersonal and may not accurately reflect your qualifications, knowledge, skills and experiences. It is crucial that you personalise your supporting statement by articulating these in your unique voice. Relying solely on AI to write your application or supporting information section is not advocated by East Lancashire Hospitals NHS Trust and could negatively impact on your chances of success in the application process.

We have added a disclaimer to our application process advising that the use of AI is monitored and if applicants have used it then they are required to declare this.

Supporting Information

The supporting information section is an opportunity for you to showcase how your qualifications, knowledge, skills and experience align with the requirements and criteria outlined in the job description and person specification.

Recruiting managers score applications based on the criteria listed in the person specification. They will be looking for evidence of how you meet these criteria. To increase your chances of securing an interview, please provide examples of how you have applied your skills and knowledge in real-life situations. Share work-related successes and challenges you have navigated that align with the criteria. These could be from various aspects of your life, including work, education, and personal experiences.

Consider structuring your supporting information section with clear headings or bullet points. This approach will help both you and the recruiting manager navigate through your application more effectively.

Please note: a young person must be in part-time education or training until they’re 18. If you are under 18 we are unable to employ you on a full time basis, unless it is in an apprenticeship role.

Disclosure and Barring Service checks

If the role you’ve applied for requires a Disclosure and Barring Services (DBS) check we will administer this on your behalf and the cost will be recovered from your salary, either as a one-off payment, or over 3 months. The level of check required depends on the role that you have been offered. Currently the charges are - Basic DBS check £26.40, Standard DBS check £26.40, Enhanced DBS check £54.40 and Enhanced DBS check with Barred List(s) £54.40. You should be aware that if you are successful in obtaining a position that requires a DBS check but later withdraw your application, you may be required to reimburse the cost of the DBS check. DBS checks remain free of charge for volunteer positions. The DBS Code of Practice can be accessed here .

In line with guidance from United Kingdom Health Security Agency, all staff and volunteers are required to comply with Trust Infection Prevention and Control processes in relation to safe working.

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We look forward to hearing from you soon!

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