Payroll Section Manager

NHS; Leeds; On-site; GBP 40,000 - 50,000; Full time

Job summary

A leading NHS Trust seeks a Payroll Section Manager to oversee payroll operations for multiple organizations. The role involves managing staff, ensuring compliance with financial policies, and providing advice and support to various departments. Candidates should possess relevant qualifications and significant experience in NHS Payroll management.

Qualifications

• Significant experience in a support role within NHS Payroll.
• Evidence of managerial/HR short courses or qualifications.
• Experience in processing and interpreting financial figures.

Responsibilities

• Manage payroll processes for multiple NHS clients.
• Provide payroll advice in accordance with NHS policies.
• Ensure compliance with statutory regulations and deadlines.

Skills

Numeracy Skills

Organizational Skills

Communication Skills

Education

IPPM Degree in Pensions/Payroll Management

NVQ level 3 Bereavement Awareness

Tools

Microsoft Office Applications

Job description

The Payroll Section Manager will be required to manage a busy Section within Payroll ensuring the processing of salaries, wages, personal expenses, and pensions administration within the Section. The role involves ensuring a comprehensive payroll service is provided to Managers, Human Resources, Finance and all employees of the Trust and other client organisations, including other NHS Trusts, Hospices and University (Deanery).

Main duties of the job

Akey characteristic of this role is that it will have the responsibility forsupporting a specific management area; however, it will also provide flexiblesupport performing specific tasks in relation to other areas and also keypayroll tasks which are Section wide. This will involve the provision ofpayroll information and advice in accordance with set procedures (NHS andLocal Conditions of Service and Statutory Regulations) through completion ofown work and through coordination and delegation of work within the PayrollSection/Office.

Responsiblefor weekly and monthly payroll controls and reconciliation, pay overs to 3rdparties and statutory bodies e.g. Inland Revenue. The Payroll Section Managerensures that payrolls are processed in accordance with policies andprocedures, and investigates complex enquiries providing assistance andadvice. Completes Annual Statutory returns in line with Statutory Deadlines.Investigating and answering queries both verbal and written.

About us

Theteams cover 10 separate clients providing a payroll and pensions service tothe following organisations:

LeedsTeaching Hospitals

Leeds& York Partnerships NHS Foundation Trust

TheYorkshire Deanery (Registrars) which is linked to Leeds University

Calderdaleand Huddersfield NHS Trust

LeedsCommunity Healthcare NHS Trust

ThePayroll Department is responsible for processing payments in excess of 55000per month.

LeedsTeaching Hospitals is committed to our process of redeploying 'at risk'members of our existing workforce to new roles. As such, all our job advertsare subject to this policy and we reserve the right to close, delay or removeadverts while this process is completed.

LeedsTeaching Hospitals is committed to our process of redeploying 'at risk'members of our existing workforce to new roles. As such, all our job advertsare subject to this policy and we reserve the right to close, delay or removeadverts while this process is completed. If you do experience a delay in theshortlisting stage of the recruitment cycle, please bear with us while thisprocess is completed, and contact the named contact if you have anyquestions.

Job responsibilities

Policyand Service Development

a)Proposes changes to working practices in the Payroll Department

b)Follows payroll procedures/policies and will be asked to comment upon serviceimprovements and changes.

c)Implements new procedures in the Section

d)Gives advice to clients on implementation of new policies and changes inregulations, which have an impact in other areas, relating to NHS PensionScheme and Payroll.

e)Consults with clients to improve working practices.

Financialand Physical Resources

a)Checks accuracy of work of Section members relating to payments to employees.

b)Responsible for checking accuracy of payroll output to ensure payments arecorrect which in turn will ensure that budget reports are an accuratereflection of expenditure.

c)Authorised signatory for Removal Expenses

d)Responsible for ensuring adequate staffing levels are available to meetstrict deadlines.

HumanResources

a)Day to day management of the Section.

b)Deals with recruitment.

c)Responsible for staff discipline within the Section.

d)Responsible for coordination and organisation of training, both induction andongoing within the Section or Payroll Office.

e)Identifies training needs for continuing professional development.

f)Conducts staff appraisals and monitors Section members performance.

g)Evaluates and assesses competency of trainees within Payroll to validategrade progression.

h)Responsible for monitoring sickness levels within the Section and counsellingofficers on their return from sickness.

InformationResources

a)Regularly creates and uses spreadsheets to assist working practices.

b)Produces complex reports for use in client finance and HR departments.

c)Extracts and analyses information from computerised systems to respond tocomplex queries from employees, Trusts, Section members, clients and outsideagencies

d)Responsible for information input to ESR by staff, which is then used toprovide budgetary information for Trust Managers, statutory returns to Dept.Of Health and Statutory returns to Inland Revenue.

Researchand Development

a)Completes monthly and annual returns to Government Statistical Departmentrelating to employee wages, collective agreements, and client numbers andweekly and monthly payments.

b)Undertakes monthly audits of departmental work to prevent fraud.

c)Keep up to date with developments in I.T. software and hardware and identifywhere they could enhance procedures or practices within the department. Onceidentified they are responsible for design, costing and rollout and anyproposed development.

Freedomto Act

a)Guided by complex financial policies, procedures, and regulations, with anamount of autonomy relating to HR matters and Section management matters.

b)Prioritises own work and work of staff within the Section to meet strictdeadlines for payroll completion, pensions administration and statutoryrequirements.

c)Assist Section members to prioritise and organise work.

d)Directs and guides staff in Section in matters including delegating anddistributing additional work.

e)Acts as lead specialist in NHS Pensions regulations for client management andfor employees.

5.THE LEEDS WAY VALUES

Ourvalues are part of what make us different from other trusts, so we see thisas a strength, as well as a responsibility. They have been developed by ourstaff and set out what they see as important to how we work. Our five valuesare:

Accountable

Empowered

Allour actions and endeavours will be guided and evaluated through these values

Additionally,the following are core values which relate specifically to this post:

a)Commitment

c)Professionalism

d)Partnership

e)Flexibility

f)Integrity

6.WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT)

LeedsTeaching Hospitals NHS Trust is part of the West Yorkshire Association ofAcute Trusts (WYAAT), a collaborative of the NHS hospital trusts from acrossWest Yorkshire and Harrogate working together to provide the best possiblecare for our patients.

Bybringing together the wide range of skills and expertise across WestYorkshire and Harrogate we are working differently, innovating and drivingforward change to deliver the highest quality care. By working for LeedsTeaching Hospitals NHS Trust this is your opportunity to be a part of thatchange.

WYAATis the acute sector arm of the West Yorkshire and Harrogate Health and CarePartnership, one of the largest integrated care systems in the country. ThePartnerships ambition is for everyone to have the best possible health andwellbeing, and the work of WYAAT, and each individual trust, supports thatambition.

7.INFECTION CONTROL

Thejobholder must comply at all times with the Leeds Teaching Hospitals NHSTrust Infection Control policies, in particular by practising UniversalInfection Control Precautions. Hand hygiene must be performed before andafter contact with patients and their environment.

8.HEALTH AND SAFETY / RISK MANAGEMENT

Allstaff are responsible for working with their colleagues to maintain andimprove the quality of services provided to our patients and other serviceusers. This includes complying at all times with the Leeds Teaching HospitalsNHS Trust Policies, including Health and Safety policies, in particular byfollowing agreed security and safer working procedures, and reportingincidents using the Trust Incident Reporting system

9.EQUALITY AND DIVERSITY

Thejobholder must comply with all policies and procedures designed to ensureequality of employment and that services are delivered in ways that meet theindividual needs of patients and their families. No person whether they arestaff, patient or visitor should receive less favourable treatment because oftheir gender, ethnic origin, age, disability, sexual orientation, religionetc.

10.TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT

Thejobholder must take responsibility in agreement with his/her line manager forhis/her own personal development by ensuring that Continuous ProfessionalDevelopment remains a priority. The jobholder will undertake all mandatorytraining required for the role.

11.COMMUNICATION & WORKING RELATIONSHIPS

a)Advises and gives guidance to staff in Section, relating to procedures,statutory regulation and conditions of service and payroll/pension computersystems.

b)Answers complex verbal, written and electronic queries from solicitors,financial institutions, NHS Pensions Agency, employees, Trusts, and bereavedrelatives. This often involves using persuasive arguments particularly whendealing with Solicitors in relation to reclaiming significant sums inrelation to Third Party Claims, e.g., Road Traffic Accidents.

c)Answers queries both complex and simple from Managers, HR Officers andemployees relating to Terms and Conditions of Service, Statutory Payments(Statutory Maternity Pay, Statutory Sick Pay, Inland Revenue Regulations, NHSPension Scheme), involving face to face, telephone, written and electronicmedia.

d)Frequently answers queries from irate or distressed employees, requiringtact, empathy, patience, and calming techniques.

e)Meets with next of kin of deceased employees to give information about NHSPension benefits payable.

f)Discusses with terminally ill employees NHS pension benefit options.

g)Frequently answers complex queries from, and gives advice to, employees whereEnglish is not their first language.

h)Frequently handles escalated queries from irate employees where the payrollofficer has been unable to resolve the problem, including reasons fordelaying payments and other sensitive issues which can be contentious.

i)Prepares and makes presentations to employees at different Trusts on complexPension and payroll regulations.

j)Prepares and presents to employees and manager at Trusts on Terms andconditions of Service and payroll procedures.

k)To act in an advisory capacity to managers and clients in the absence of thePayroll Manager.

l)Maintain client confidentiality in accordance with the data protection act

12.SPECIAL WORKING CONDITIONS

i)PHYSICAL EFFORT:

Longperiods sitting at workstation.

Handlingof stationery, and I.T equipment

ii)MENTAL EFFORT:

a)Frequent requirement for prolonged concentration, controlling payrolls,preparing financial returns, assessing work distribution in Section, checkingand processing pensions information, calculating and providing estimates ofPension Benefits to employees, who will then determine future plans oninformation given.

b)Subject to frequent interruption by telephone and Section members, the resultof which can require a change of work pattern. i.e., interruption creates atime demand that has priority over current task, which must be returned tolater.

c)Participating in formal disciplinary hearings.

iii)EMOTIONAL EFFORT:

a)Frequent exposure and involvement with angry or distressed employees.

b)Assists in dealing with formal stages of staff performance and disciplinaryissues.

c)Occasional exposure to next of kin of deceased employees to explain and giveguidance about death benefits and procedures, in highly distressing andemotional circumstances.

d)Occasional exposure to terminally ill employees to give assistance and helpon most beneficial options

iv)WORKING CONDITIONS:

a)Uses keyboard and VDU for most of day.

b)Exposure to verbal aggression

Person Specification

Skills & behaviours

• Good numeracy skills, competent in processing and interpreting figures. Ability to work within clearly defined operating policies with little direct supervision, considering established precedent. Abi

Qualifications

• Qualifications and Training:IPPM Degree in Pensions/ Payroll Management or significant equivalent experience NVQ level 3 Bereavement Awareness or equivalent experience Significant experience in a supp
• European Computer Driving Licence (or equivalent) Evidence of Managerial/HR short courses /Qualifications IT Qualifications/evidence of short courses in Microsoft Office applications Staff recruitment

Experience

• Significant experience in a support role within NHS Payroll offering information and advice to managers and other staff. Considerable experience in Payroll. Experience of working within an office envi

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.