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Expense Management Coordinator

2 months ago

Blackburn, Blackburn with Darwen, United Kingdom Lancashire Teaching Hospitals NHS Foundation Trust Full time

Position Overview

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

We are seeking to appoint an Expense Management Coordinator who is dedicated to delivering exceptional service to our clients. The ideal candidate will possess strong communication skills, a keen eye for detail, and proficient administrative and IT capabilities. A commitment to service enhancement and development is essential. Previous experience in an administrative role or a fast-paced office setting with strict deadlines is preferred.

This role requires the ability to work autonomously as well as collaboratively within our supportive Payroll team.

As a prominent shared service provider, this position offers opportunities for skill enhancement and career progression within ELFS.

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

Key Responsibilities

You will play a crucial role in delivering high-quality support to ensure accurate and timely processing of expense payments in accordance with NHS Terms and Conditions and local Client Expenses policies, gaining comprehensive knowledge of the expenses clerk responsibilities.

Your duties will include recording, investigating, analyzing, and resolving queries from employees both verbally and electronically in a professional and efficient manner.

You will assist in maintaining and updating the Vehicle repository in ESR, address queries related to the electronic expenses system, and ensure accurate documentation of P11Ds.

General clerical support 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 integrate best practices in shared service design with our extensive expertise in delivering cost-effective NHS Payroll Services. We successfully manage payroll for over 100,000 NHS employees across 13 large NHS Trusts/ICBs nationwide, ensuring timely and accurate payments.

Our approach focuses on 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 thirty-four NHS organizations and one CIC across the country, with our headquarters located in Darwen, Lancashire, and a satellite unit in Salford.

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 professional growth.

This position is based at our head office in Darwen, with a hybrid working model that allows for flexibility between home and office work.

Responsibilities Overview

  • 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.
  • Organize, manage, and input information into ESR accurately and efficiently to facilitate correct payments, involving the interpretation of AfC Terms and Conditions, HMRC Legislation, and ELFS Procedures.
  • Train to analyze and interpret information from expense claims, utilizing judgment and initiative to perform manual and verify automated calculations when complete information is not available.
  • Address expenses-related queries, escalating complex or contentious issues as necessary.
  • Plan and manage your work schedule within payroll deadlines to ensure a professional and effective service.

Qualifications and Skills

Essential

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

Desirable

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

Knowledge and Experience

Essential

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

Desirable

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