Expenses Coordinator

4 weeks ago


Blackburn, Blackburn with Darwen, United Kingdom Lancashire Teaching Hospitals Full time

Job Overview

Are you interested in becoming part of a dynamic and innovative Payroll Department?

We are seeking to hire an Expenses Coordinator who is dedicated to delivering exceptional customer service to our clients. The ideal candidate will possess strong communication skills, both on the phone and in writing, along with proficient administrative and IT capabilities. Attention to detail and a proactive approach to service enhancement are essential qualities for this role. Candidates with a background in administration or experience in a fast-paced office setting that requires adherence to strict deadlines will be preferred.

You will have the opportunity to work both independently and collaboratively within our supportive Payroll team.

As a prominent shared service provider, this position offers the potential for skill enhancement and career advancement opportunities within the organization.

Please note, this is a trainee position, which includes a minimum training period of 6 months, compensated at Band 2 rates. Upon successful completion of the training, the successful candidate will advance to a Band 3 role.

Main Responsibilities

Your role will involve providing high-quality support to ensure the accurate and timely processing of expense payments in accordance with NHS Terms and Conditions and local Client Expenses policies while learning all aspects of the expenses coordinator position.

You will be responsible for recording, investigating, analyzing, and resolving any queries from employees, whether communicated verbally or electronically, in a professional and timely manner.

Additionally, you will assist in maintaining the Vehicle repository in ESR, address queries related to the electronic expenses system, and ensure accurate recording of P11Ds.

General clerical duties across the department will also be part of your responsibilities as needed.

About Our Organization

ELFS Business Services operates under the Lancashire Teaching Hospitals NHS Foundation Trust. As a leading provider of NHS Payroll Services, we combine best practices in shared service solution design with extensive experience in delivering cost-effective payroll services. Our payroll services cater to over 100,000 NHS employees across 13 large NHS Trusts/ICBs nationwide each month, ensuring timely and accurate payments.

We prioritize building strong partnerships with our clients, placing customer satisfaction at the forefront of our operations.

Established in 2002, ELFS is a trusted NHS-owned Shared Service solution that provides Financial and Payroll services to numerous NHS organizations throughout the country.

Our Payroll Department offers comprehensive services, including Payroll, Pensions, Expenses, and a Service Desk to our clients. We are committed to delivering high-quality services, fostering staff development, and nurturing talent. We recognize the importance of quality and accuracy and encourage our team members to pursue continuous learning and development.

Work Location

This position is based at our head office, with the flexibility of hybrid working arrangements that allow for both remote and in-office work.

Detailed Job Description and Key Responsibilities

  • Review and process both online and paper staff expense claims, ensuring proper authorization and prompt, accurate payments in line with AfC, M&D, and local reimbursement policies.
  • Plan, manage, and input information into ESR accurately and promptly to facilitate correct payments, requiring expert interpretation of AfC Terms and Conditions, HMRC Legislation, and ELFS Procedures.
  • Train to analyze, interpret, and calculate information from expense claims, utilizing judgment and initiative to perform manual calculations when necessary.
  • Address expenses-related queries, escalating complex or contentious issues as needed.
  • Organize and manage your work schedule to meet payroll deadlines and provide a professional service.

Person Specification

Qualifications and Education

Essential Criteria

  • GCSE in Maths and English or equivalent qualifications at Grades 9-4 (A*-C).

Desirable Criteria

  • Minimum of 5 GCSEs including Maths & English at Grades 9-4 (A*-C) or equivalent qualifications.

Knowledge and Experience

Essential Criteria

  • Understanding of confidentiality principles.
  • Experience in an office environment.
  • Proficiency in Microsoft Office applications, such as Excel and Word.

Desirable Criteria

  • Background in administration.
  • Experience with Oracle pay systems.

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