Payroll Assistant

NHS Business Services Authority; North East; Hybrid; GBP 24,000 - 26,000; Full time

Job summary

The NHS Business Services Authority seeks a Payroll Assistant to support payroll functions in Newcastle Upon Tyne. You'll ensure accurate data entry, manage employee benefits, and process expenses in a hybrid working environment. Benefit from extensive leave, professional development, and supportive networks while contributing to essential services.

Benefits

27 days leave plus bank holidays

Active wellbeing and inclusion networks

Excellent pension scheme

Employee Assistance programme

Various salary sacrifice schemes

Qualifications

• Educated to GCSE standard in at least 4 subjects including English and Maths.
• Numerate and analytical; excellent organizational skills.
• Confident/pleasant telephone manner and ability to work under pressure.

Responsibilities

• Inputting and maintaining employee data in the ESR system. Administering employee benefit schemes and processing expense claims.
• Managing office duties and responding to payroll-related queries.

Skills

Numerate

Analytical

Organised

IT Literate

Team player

Education

GCSE standard in English and Maths

Finance or Business qualification (e.g. AAT)

Tools

Microsoft Word

Microsoft Excel

Integra financial software

ESR system

Job description

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NHS AfC:

Band 3ContractPermanentHoursFull time - 37.5 hours per week Job ref914-BSA7254994 SiteStella HouseTownNewcastle Upon TyneSalary£24,625 - £25,674 per annumSalary periodYearlyClosing03/07/2025 23:59

Job overview

The NHS Business Services Authority’s (NHSBSA) payroll function requires daily administration support to the various Payroll teams.

As a Payroll Assistant, you’ll be at the heart of our operations, ensuring accurate data entry, managing employee benefits, processing expenses, and supporting key payroll functions. You’ll work with a friendly, collaborative team in a fast-paced environment where your contributions truly matter.

What do we offer?

• Hybrid working – offering flexibility to work predominantly from home with the opportunity to be office based should you prefer, or if business needs require it
• 27 days leave (increasing with length of service) plus 8 bank holidays
• Opportunities for development
• Active wellbeing and inclusion networks
• Excellent pension
• Various salary sacrifice schemes
• Employee Assistance programme, offering free 24/7 support for you and your loved ones
• Access to a wide range of benefits and high street and online discounts

Main duties of the job

As a Payroll Assistant within the NHS Business Services Authority, you will provide essential administrative support to ensure the accurate and timely processing of payroll and employee benefits. Your responsibilities will include:

Inputting and maintaining employee data in the ESR system with a high level of accuracy and confidentiality.

Administering a range of employee benefit schemes, including childcare vouchers, cycle-to-work, and travel passes.

Processing and verifying staff expense claims in line with NHSBSA policies and service level agreements.

Supporting the administration of maternity applications, SSP1 forms, and taxable mileage reports.

Managing general office duties such as filing, scanning, and responding to payroll-related queries.

Assisting with financial processes including BACS reconciliation, cheque printing, and requisition raising.

Collaborating with colleagues across finance and HR to ensure a seamless and efficient payroll service.

Working for our organisation

Here at the NHS Business Services Authority (NHSBSA), what we do matters.

We manage the NHS Pension scheme, process prescription payments and much more. Our services are used by NHS organisations, contractors and the public: we’re proud to be part of something meaningful, that touches millions of lives.

We design our services around customer needs and place people at the heart of our organisation. That’s why when you join us, you’ll be empowered and supported to help your career grow.

As one of the UK’s Best Big Companies to work for, we’re connected to our values: Collaborative, Adventurous, Reliable and Energetic. We care about our people, our purpose, and your progress.

We strive to offer a fantastic colleague experience, where every colleague is heard, supported and respected. Wellbeing, diversity and inclusion is at the centre of this, and you can join our Lived Experience Networks who help us bring our authentic selves to work.

We’re committed to being a flexible employer and we try to offer a working pattern that suits you where possible, through hybrid working, flexible hours and more.

Alongside a competitive salary with pay progression, we offer a people-centric benefits package, connecting you to the rewards and benefits you value most!

Ready to join us in delivering business service excellence to the NHS, helping people live longer, healthier lives? Apply today and see where the NHSBSA can take you.

We are people connected to care.

Detailed job description and main responsibilities

In this role, you are accountable for

1. Opening, registering, sorting and distributing post and actions all relevant correspondence, distributing to relevant parties.

2. Distribution of daily emails to the payroll team areas.

3. Entering data into ESR system and be responsible for accurate update, recording, deleting and monitoring of all relevant
information.

4. Logging & processing maternity applications, distribute letters to employee.

5. Logging & distributing SSP1 forms to employees.

6. Administration of various benefit schemes i.e. Childcare, Cycle to work, Lease Car, Travel Passes, Season Rail Tickets.

7. Performing national minimum wage checks.

8. Raising requisitions, ensuring that the appropriate processes have been followed and all approvals are in place.

9. Cheque Stationery Ordering.

10. Ongoing administration of my lifestyle portal.

11. Answering employee queries, ensuring escalation where necessary.

12. Administration of electronic expenses database (Easy).

13. Verifying, assessing and inputting of staff expense claims in line with KPIs.

14. Producing taxable mileage reports and distributing to payroll.

15. Creating employee record within finance system (Integra).

16. Administering new car orders, validating employee sensitive data.

17. Ensuring mileage rates are updated and in line with HMRC regulations.

18. Ensuring only correctly completed, and fully authorised expense claims are paid within service levels and identify potential
irregularities as appropriate.

19. Running bacs reconciliation report and distributing accordingly.

20. Ensuring procedures are up to date reflecting any process changes.

21. Inputting employee sensitive data into ESR, ensuring accuracy and attention to detail.

22. Daily pension payments cheque printing.

23. Providing full financial administration is respect of pre-payment certificates, including the input of information and processing of
post order refunds.

24. Recording and distributing DTS documentation to the relevant team members.

25. Managing general office duties i.e. filing, scanning, monitoring/replying to e-mails and any ad hoc duties.

26. Taking responsibility for self-management and to identify personal development needs to the benefit of the business.

27. Participating in team meetings/weekly huddles.

28. Encouraging a culture of continuous improvement by ensuring that procedures are maintained and adhered to.

Person specification

Qualifications

Essential criteria

Educated to GCSE standard in a minimum of 4 subjects including English and Maths.

Desirable criteria

Have or studying for a Finance or Business qualification e.g. AAT or similar

Personal Qualities, Knowledge and Skills

Essential criteria

Numerate.

Analytical.

Organised.

Confident/ pleasant telephone manner.

Works on own initiative.

Team player.

Works well under pressure.

Flexible.

IT Literate.

Desirable criteria

Use of Microsoft Word and Excel.

Financial processing systems.

Knowledge of Integra financial software.

Understanding of Databases.

Knowledge of ESR.

Experience

Essential criteria

Working to strict guidelines.

General office experience.

Working to deadlines.

Prioritising workload.

Desirable criteria

Handling customer telephone calls.

Experience in a busy finance office.

High volume processing.

Customer help-desk experience.

Documenting procedures.

The NHSBSA is passionate about creating a diverse and inclusive organisation, which is a great place to work and truly reflects the diversity of our customers. We welcome applications from talented people of diverse characteristics including age, disability, gender identity and expression, race or ethnicity, religion or belief, sexual orientation, or any marginalised group. We also welcome applications from all those in the Armed Forces Community.

At the NHSBSA we pride ourselves on being a Disability Confident Leader, Stonewall Top 100 employer andwe’verecently been awarded the Employers Network for Equality and Inclusion Gold Standard benchmark.

We offer an invitation to the first stage of the selection process for people with disabilities that wish to be considered under the Disability Confident scheme, and for members of the Armed Forces Community, where all of the essential criteria in the person specification are met.

A copy of our Privacy Notice is available to view at the link below:

NHSBSA Privacy Notice

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