Administrative and Payroll Coordinator
2 months ago
Hedena Health Ltd is seeking a highly skilled and experienced Payroll and HR Officer to join our HR Department on a full-time basis. As a key member of our team, you will be responsible for the timely and accurate management and administration of HR and payroll, as well as associated benefits in accordance with our policies, procedures, and external statutory legislation.
Main ResponsibilitiesPayroll- Establish and maintain systems and processes to ensure the timely and accurate delivery of the monthly payroll.
- Accurately apply occupational and contractual provisions of payroll, including Sick Pay, Maternity Pay, Adoption Pay, etc.
- Ensure all statutory forms are sent in a timely manner to Payedoc, including P45s, Mat B1s, Pension forms, jury summons, and refund requests.
- Respond to enquiries from internal stakeholders, including employees, managers, directors, and external parties, such as Payedoc, accountants, and former employees.
- Ensure accurate and timely information is provided to external stakeholders, including Payedoc and accountants.
- Comply with the requirements for Auto Enrolment in conjunction with the payroll bureau, Payedoc.
- Monthly reconciliation of the pension elements of the GMS statement.
- Reporting - collate and interpret the monthly master data report, generate insights, and notify key personnel.
- Reporting - issue various payroll reports as and when required.
- Reporting - undertake reconciliations as required.
- In conjunction with the Finance Manager, gather and submit the required documentation for the year-end to the accountants.
- Main contact for PCSE and NHS pensions team.
- Annual preparation of monthly timesheet templates.
- Annual preparation and communication regarding the Type 2 NHS pension forms.
- Undertake work for the HR team as and when required.
- Comply with all data protection requirements with regards to the access and dissemination of personal data.
- Maintain up-to-date payroll knowledge and comprehensive guidance notes on processing the payroll end to end.
- Attend practice meetings as required.
- Prepare all administration as requested by the HR Manager in accordance with the Recruitment Policy, including adverts, managing applications/enquiries, shortlisting, offer letters, reference requests, and pre-employment checks.
- Maintain up-to-date and secure files for all staff, including all CQC compliant documentation.
- Assist with organizing inductions for all new staff.
- Keep accurate and up-to-date records of DBS checks for all relevant staff.
- Maintain leave records and leave planner for all staff, which should be electronic and accessible via the portal.
- Maintain mandatory training records for all staff as per CQC guidelines.
- Maintain Hep B records and vaccination for all staff where applicable as per CQC guidelines.
- Collate payroll administration to ensure accurate and timely processing of payroll, including new starter documentation, sickness, and absence logging, and return to work forms.
- Ensure all HR records on Practice Index are kept up to date with any changes.
- Assist the Resources team with sickness absence resources issues, coordinating clinical inductions, and adding appointment templates to EMIS diaries.
- Coordinate 1-1 meetings for Management/Directors with the Practice Manager.
- Maintain up-to-date training for all staff using Practice Index software.
- Maintain accurate training records for all staff and revalidating requirements.
- Maintain HR records for Registrars and F2.
- Provide general administration for the HR Manager.
- Maintaining efficient filing systems in electronic and paper format.
- Maintaining an up-to-date contact database.
- Ensure all protocols, policies, and documents used in the Practice are stored on Practice Index are up to date and version controlled, accessible to all staff, and reviewed on an annual basis.
- Prepare and maintain protocols for all duties.
- Attend regular team meetings and deliver reports to colleagues as required.
- Attend other meetings as required.
- Minute meetings as required, including Board Meetings.
- Assist the Practice Manager with collating information ready for monthly Board Meetings.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way, and free from hazards.
- Carry out any other tasks/duties reasonably delegated by the HR Manager, the Resourcing Officer, or the Practice Manager.
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