Expenses and EASY System Assistant

Midlands Partnership NHS Foundation Trust; Stafford; Hybrid; GBP 24,000 - 32,000; Full time

Job summary

Midlands Partnership NHS Foundation Trust is seeking an Expenses and EASY System Assistant within Payroll Services. The role involves supporting the EASY platform and expenses processes, maintaining records, and providing first-line user support.

Hybrid working is offered with attendance for meetings and training. The role emphasizes data quality, system testing, and continuous improvement to enhance service delivery and user experience.

Qualifications

• NVQ Level 3 in Business Administration or equivalent.
• Evidence of continuing professional development.
• EASY system training.
• ESR training.
• Administration or customer service qualification.
• Experience in an administrative role.
• Experience using computerized systems and databases.
• Experience providing customer service.
• Experience handling confidential information.
• Experience working accurately within procedures and deadlines.
• NHS experience.
• Experience of expenses administration.
• Experience of electronic workflow systems.
• Experience of payroll, HR or finance administration.
• Experience of data quality checking.

Responsibilities

• Support day-to-day administration of the EASY platform and expenses processes.
• Maintain user accounts, system records and approval routes; provide first-line support.
• Carry out routine data quality checks; investigate discrepancies and support monthly expenses submissions.
• Assist with testing system upgrades, electronic forms and workflow developments.
• Support compliance with financial controls, Information Governance and Data Protection.

Skills

Attention to detail

Prioritise workload

Written and verbal communication

Independent and team work

Customer-focused

Confidentiality

Problem solving

Education

NVQ Level 3 in Business Administration or equivalent

Evidence of continuing professional development

Administration or customer service qualification

EASY system training

ESR training

Tools

EASY system

ESR system

Payroll/HR/Finance software

Job description

Midlands Partnership NHS Foundation Trust

Expenses and EASY System Assistant

The closing date is 27 October 2026

An exciting opportunity has arisen within Payroll Services for an organised and customer-focused individual to join our Expenses & EASY System Team as an Expenses and EASY System Assistant.

Working as part of a busy team, you will support the administration and development of the EASY platform and associated expenses processes, helping to ensure employee expense claims are processed accurately, efficiently and in accordance with Trust policies and procedures.

You will provide first-line support to employees and managers, assisting with system queries, electronic forms and expenses processes. The role includes maintaining system records, supporting user account administration, monitoring workflows, carrying out data quality checks and assisting with the production of reports and management information.

You will also support system testing, enhancements and continuous improvement initiatives, contributing to the ongoing development of digital solutions that improve service delivery and user experience.

This role would suit someone with strong administrative and IT skills who enjoys working with systems, solving problems and delivering excellent customer service. The successful candidate will be able to work accurately, prioritise workloads effectively and maintain confidentiality while supporting a busy and essential service.

The role offers a hybrid working arrangement, combining home and office-based working, with attendance required for meetings, training and service needs.

Main duties of the job

• The post holder will support the day-to-day administration of the EASY platform and associated expenses processes, ensuring claims are processed accurately and in line with Trust policies and procedures.
• They will maintain user accounts, system records and approval routes, while providing first-line support to employees and managers. This includes responding to queries, assisting users with electronic forms and workflows, and providing guidance on system processes.
• The role includes carrying out routine data quality checks, investigating discrepancies, maintaining audit trails and supporting the production of reports and monthly expenses submissions for Payroll processing.
• The post holder will assist with testing system upgrades, electronic forms and workflow developments, helping to ensure changes are implemented effectively.
• They will support compliance with financial controls, Information Governance and Data Protection requirements, maintaining confidentiality at all times. The role also involves maintaining guidance documents and contributing to service improvement initiatives that enhance service delivery and user experience.

About us

Come and work with us at our award-winning NHS Trust, leading the way for trying new and better ways of working to help improve life for our local communities.

We have around 9,000 staff who provide physical and mental healthcare, support for people with learning disabilities, and adult social care across Staffordshire, Stoke-on-Trent, Shropshire, and Telford & Wrekin. We also run regional and national services, including help for new parents (perinatal care), eating disorders, forensic services, sexual health, and support for people in prison with mental health, drug, or alcohol problems.

We offer great career development for both clinical and non-clinical roles, with ongoing training and support to help you learn and grow.

We are 'United in our Uniqueness' and committed to creating a workplace where everyone feels welcome and can be themselves, no matter their background or identity. We want our staff to feel supported and valued, and we aim to build a team that reflects the communities we serve. Together, we can make sure every voice is heard, and every difference is respected.

Please note, we may close this vacancy early if we receive a high volume of applications

Please note: If you use Artificial Intelligence (AI) as part of your application, we encourage you to review the Trust's guidance on the use of AI within the recruitment process. Further information can be found on Join Us :: Midlands Partnership University NHS Foundation Trust or www.mpft.nhs.uk/joinus

Job responsibilities

This role is not eligible for visa sponsorship. If it is identified that you require sponsorship to undertake this role your application may be withdrawn

For further information about the role, please see the attached recruitment pack which includes a detailed job description and person specification.

Person Specification

Qualifications

• NVQ Level 3 in Business Administration or equivalent relevant experience.
• Evidence of continuing professional development.
• EASY system training.
• ESR training.
• Administration or customer service qualification.

Experience

• Experience working in an administrative role.
• Experience using computerised systems and databases.
• Experience providing customer service.
• Experience handling confidential information.
• Experience working accurately within procedures and deadlines.
• NHS experience.
• Experience of expenses administration.
• Experience of electronic workflow systems.
• Experience of payroll, HR or finance administration.
• Experience of data quality checking.

Skills

• Excellent attention to detail and accuracy.
• Ability to organise and prioritise workload.
• Good written and verbal communication skills.
• Ability to work independently and as part of a team.
• Customer-focused approach.
• Ability to maintain confidentiality and follow procedures.
• Ability to identify and resolve routine problems.

Knowledge

• Knowledge of NHS travel and expenses processes.
• Understanding of payroll, HR or finance administration.
• Knowledge of Information Governance and Data Protection requirements.
• Experience producing routine reports.
• Understanding of data quality principles.

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.

Employer name

Midlands Partnership NHS Foundation Trust