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 outstanding communication skills, both on the phone and in writing, along with strong administrative and IT capabilities. Attention to detail and a proactive approach to service enhancement are essential attributes 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 well-suited for this position.

You will be expected to work autonomously as well as collaboratively within our supportive Payroll team.

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

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

Key Responsibilities

You will play a vital role in delivering 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 role.

Your responsibilities will include recording, investigating, analyzing, and resolving any queries from employees in a professional and timely manner, whether communicated orally or electronically.

You will assist in maintaining the Vehicle repository in ESR, address queries related to the electronic expenses system, and ensure accurate record-keeping for P11Ds.

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

Working for 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 solution design with our extensive expertise in delivering NHS Payroll Services at competitive rates. Our payroll services effectively cater to over 100,000 NHS employees across 13 major 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 providing Financial and Payroll services to numerous NHS organizations throughout the country, with our headquarters located in Darwen, Lancashire.

Our payroll department offers comprehensive Payroll, Pensions, Expenses, and Service desk support to our clients. We are committed to delivering high-quality services, fostering staff development, and nurturing talent. We recognize that quality and accuracy are critical and encourage our team members to pursue continuous learning and professional growth.

The position is based at our head office, and we offer hybrid working arrangements, allowing flexibility to work both remotely and in the office.

Detailed Job Description and Main Responsibilities

Review and process both online and paper staff expense claims, ensuring they are properly authorized and paid promptly and accurately in line with AfC, M&D, and local terms and conditions, as well as the client organization's reimbursement policy. Plan, manage, collate, and input information into ESR promptly and accurately to facilitate correct payments. This requires expert interpretation and analysis of AfC Terms and Conditions of Service, HMRC Legislation, Easy Online Expenses Systems, and ELFS Procedures. Train to analyze, interpret, and calculate information from both Online and Paper Expenses claims. Utilize judgment and initiative to perform manual calculations and verify automated calculations by applying the appropriate pay rates when not all relevant information is available. Address expenses queries, escalating any complex or contentious issues regarding staff expenses. Organize and manage your work schedule within the payroll deadlines and timetable to provide a professional and effective 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 and their application Experience working in an office environment Proficiency in Microsoft Office applications, such as Excel and Word.

Desirable Criteria

Background in administration Familiarity with Oracle pay systems

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