Pensions Administrator - NHS

Civica; Belfast; On-site; GBP 25,000 - 30,000; Full time

Benefits offered by this job

25 Days Annual Leave + bank holidays

Pension Contributions with employer match

Private Medical Insurance

Health Cash Plan

Electric Vehicle (EV) Scheme

Job summary

A public sector technology company based in Belfast is looking for a Pensions Administrator to deliver payroll services for NHS Trusts. This full-time entry-level role involves managing payroll processing and client queries while ensuring compliance with relevant legislation and NHS requirements. Ideal candidates will have strong knowledge of payroll practices and the ability to communicate effectively within a team. The position offers benefits including generous leave, pension contributions, and private medical insurance.

Qualifications

• Strong understanding of payroll legislation is essential.
• Good working knowledge of Microsoft Office is essential.
• Ability to prioritize work effectively and remain calm under pressure.

Responsibilities

• Key payroll input and processing responsibilities.
• Producing and validating monthly client reports.
• Managing client queries in a friendly manner.

Skills

Understanding of payroll legislation

Statutory deductions and calculation methods knowledge

Microsoft Office proficiency

Logical thinking and problem-solving skills

Ability to prioritize work

Effective communication skills

Education

Educated to GCSE level including Maths and English

Tools

Electronic Staff Record (ESR)

Job description

Civica Belfast, Northern Ireland, United Kingdom

Pensions Administrator - NHS

Entry level • Full-time

We're Civica, and we make software and deliver services that help provide critical support to citizens all around the world. From local and central government to education, health and care, over 5,000 public bodies globally rely on Civica solutions to deliver essential services to more than 100 million people. Our aspiration is to be a GovTech champion everywhere we operate—supporting the needs of citizens and those who serve them every day. With over 21 years of continuous growth behind us, we're continuing to expand and strengthen our HR & Payroll services, helping customers deliver accurate, compliant, and trusted outcomes.

Why You'll Love This Opportunity

As an NHS Payroll Controller, you'll play a key role in delivering end-to-end, fully managed payroll services to NHS Trusts using the national ESR (Electronic Staff Record) system. Reporting to the NHS Team Manager, you'll take ownership of payroll processing from data input and checking through to BACS submissions, monthly reporting, and year-end activities. You'll act as the first point of contact for Trust employees and internal Trust staff, managing day-to-day payroll issues and ensuring queries are resolved professionally, accurately, and in line with agreed service levels.

Key Responsibilities

• Keying, checking, and processing payroll input
• Producing and validating monthly client reports and submitting BACS payments upon authorisation
• Generating scheduled payroll reports and payslips
• Ensuring all payments are processed accurately and on time according to agreed schedules
• Managing client queries in a friendly and professional manner, ensuring clear resolutions
• Maintaining communication with third parties such as HMRC, NHS Pensions, and Courts
• Processing accurate and timely year-end returns
• Ensuring full compliance with legislative and NHS-specific requirements
• Keeping skills updated based on changes communicated by the NHS Specialist Team and ESR notices
• Organising monthly conference calls with clients to review performance and discuss issues
• Ensuring compliance with GDPR and the Data Protection Act
• Supporting your Team Manager with any additional duties required

Requirements

• Strong understanding of payroll legislation (essential)
• Working knowledge of statutory deductions and calculation methods (essential)
• Knowledge of NHS Terms and Conditions (preferred)
• Good working knowledge of Microsoft Office (essential)
• Ability to prioritise work effectively and remain calm under pressure
• Willingness to follow established NHS processes and run sheets
• Ability to use initiative and provide guidance within the teamStrong logical thinking and problem-solving skills
• A proactive and positive "get the job done" attitude

Experience / Qualifications

• Educated to GCSE level (or equivalent) including Maths and English (essential)
• CIPP qualification or equivalent (preferred)Experience working in a customer-focused environment
• Experience processing payroll accurately and on time; NHS payroll experience is preferred but not essential
• Experience communicating with stakeholders and employees in a professional, supportive manner

Nice to Have

• Additional payroll-related certifications
• Experience working with ESR
• Exposure to NHS Pensions processes
• Previous experience in a managed service payroll environment

We Want You to Bring Your Whole Self to Work. There is no such thing as the perfect candidate, so if you think you have what it takes but don't necessarily meet every single point on the list above, please still get in touch. We'd love to have a chat and see if you could be a great fit.

Why You'll Love Working with Us

As a company, we're passionate about what we do and the citizens we serve. If you, too, want to champion the use of technology in public services to improve outcomes for citizens and public sector organizations, then Civica is the right place for you. We will help you unlock the best version of yourself, achieve career growth, and make a real difference to people and communities. We know that when our people are happy, they work better and have greater job satisfaction.

Benefits

Time Off and Work-Life Balance

• 25 Days Annual Leave + bank holidays - plus the option to buy up to 10 extra days!
• Days of Difference - Up to 3 extra days off for volunteering.

Financial Well-Being and Security

• Pension Contributions - 5% employer match to support your future.
• Income Protection - Up to 75% salary cover for long-term illness.
• Life Assurance - 4x salary tax-free lump sum.
• Critical Illness Cover - £25,000 lump sum (extendable to dependents).

Health and Perks

• Private Medical Insurance - Fast access to private healthcare.
• Health Cash Plan - Claim back physio, therapies & more.
• Dental Insurance - Cover for routine & emergency care.
• Electric Vehicle (EV) Scheme - A wide range of electric & hybrid vehicles.
• Affinity Groups - Join employee-led communities.
• Bounty Bonus - Refer a friend & get rewarded.

At Civica, we are committed to building an inclusive and diverse workplace where everyone feels valued and supported. We believe that a variety of perspectives drives innovation and excellence, and we welcome applicants from all backgrounds, cultures, and experiences.

We are an equal opportunity employer. We do not discriminate based on race, ethnicity, religion, gender, sexual orientation, disability, age, or any other legally protected characteristic. Our recruitment process is designed to ensure fairness and transparency, so every candidate has an equal chance to contribute to our mission.

If you need any adjustments or accommodations to participate in our recruitment process, please let us know. We are here to support you.