Expenses Assistant

University Hospitals Coventry and Warwickshire NHS Trust; Coventry; On-site; GBP 24,000 - 27,000; Full time

Job summary

A prominent healthcare trust in Coventry is seeking an enthusiastic Expenses Assistant to manage the administration of various expense claims and benefits schemes. The role demands strong communication skills and attention to detail, with responsibilities including processing payments, managing documentation, and ensuring compliance with regulations. Ideal for a conscientious team player who values high standards in service delivery. Salary ranges from £24,937 to £26,598 annually pro rata, depending on experience.

Responsibilities

• Process payments in accordance with AFC conditions and Inland Revenue regulations.
• Produce batch file for transfer to ESR, ensuring corrective action is taken.
• Provide monthly information requested by finance on expenses paid.
• Provide monthly figures on carbon emissions to the Sustainable Development Manager.
• Manage all documentation received such as expense claims and receipts.
• Administer payments in line with statutory and local regulations.
• Ensure that Salary Sacrifice car details are accurate for P11D information.

Job description

University Hospitals Coventry and Warwickshire NHS Trust

Expenses Assistant

The closing date is 31 December 2025

We are looking for an enthusiastic Expenses Assistant, to help with the administration of the Trust Benefits schemes, Lease cars, Car parking and Expense claims within a busy Payroll Department ensuring the delivery of a high quality service to our workforce and external organisations.

You will support the Expenses Officer and Payroll Management ensuring all processes within the department are adhered to in a timely and accurate manner.

You will work closely with Payroll, Human Resources, Fleet Solutions and ISS.

You will need to have strong communication skills along with the ability to learn complex regulations.

This is an interesting role and we are looking for a conscientious team player who will ensure our high standards and positive reputation.

Please be advised interviews are proposed for week commencing 12th January 2026.

Please note this vacancy is not eligible for sponsorship.

Main duties of the job

The post holder works with the Expenses Officer and is responsible for the provision, administration and checking of the Trusts travel, course, relocation and subsistence expense claims in an accurate and timely manner. The post holder manages all administration and maintenance as system admin for the Trusts expense system. They assist in all aspects of the Trusts lease and salary sacrifice Car schemes, maintenance of staff car parking deductions and also administrate new and cessation of car passes. As well as the administration of other Trust Benefit Schemes.

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

About us

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

Job responsibilities

• Process payments after leaving in accordance with AFC conditions and Inland Revenue regulations.
• Produce batch file for transfer to ESR, checking for rejections and errors and ensuring corrective action is taken to ensure payment.
• Provide monthly information requested by finance on expenses paid, e.g. for the purpose of recharging.
• Provide monthly figures on carbon emissions to the Sustainable Development Manager.
• Provide reports to ISS for car parking deductions and staff with non qualifying salary for deductions.
• Manage monthly workloads ensuring they are paid accurately and in a timely manner. Working within strict deadlines.
• Control and quality check all documentation received such as expense claims, receipts and query late and incomplete or unclear information with the relevant department.
• Administer payments in line with statutory, national or local regulations and policies.
• Responsible for maintaining and updating own knowledge in relation to terms and conditions for the payment of expenses.
• Assist in the administration of the Car Lease Scheme and act as a source of help and advice to employees.
• Ensure that Salary Sacrifice car details are entered onto ESR in order for P11D information to be accurate and therefore informing HMRC of the correct information.
• Ensure all Benefit scheme deductions are entered onto ESR in a timely and accurate manner, and associated benefit reporting for HMRC.

For further details please see the attached job description.

Qualifications

• see supporting documents

Experience

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Knowledge

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Skills

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Commitment to Trust Values and Behaviours

• see supporting documents

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

University Hospitals Coventry and Warwickshire NHS Trust

£24,937 to £26,598 a year, pro rata