Payroll Team Leader

Manage a cost-effective payroll service in accordance with the relevant statutory requirements and scheme guidance for the Trust and client accounts. Ensure the payroll team provide a proactive and high-quality payroll service, managing and monitoring day to day activities and delegating work tasks, as appropriate. Responsible for accurate recording, action, and reconciliation of Attachment of Earnings (AOEs) and Direct Earnings Attachments (DEAs) received, escalating Court Summons, external organisations and staff concerns to Payroll and Pensions Manager. Responsible for the preparation, completion, and validation of payroll data, ensuring a high level of accuracy, attention to detail and working to strict deadlines.

Ensure P6/P9 information received is processed in accordance with monthly timetable. Implement agreed changes relating to pay agreements, systems, NHS terms and conditions of service, pay awards, pension scheme and regulations, and local pay agreements etc. ensuring all adjustments to payments have been authorised appropriately. Maintain and monitor Super User status for the ESR system, including the ability to fully utilise ESR and interfacing systems and generate reports from ESR, when required.

Responsible for all processing required in the production of accurate monthly payrolls, mandatory internal and external month and year end reconciliations and statutory reporting i.e., BACS, Real Time Information (RTI), P60s, P11Ds, Third Party Reports etc. Produce and review all payroll exception and error reports, ensure errors are corrected and variances are reconciled in accordance with monthly processing timetable. Delegate work tasks and projects appropriately and monitor progress against outcomes required. Review, develop and implement revised and/or new processes to effectively manage payroll activities.

Manage team communications by holding regular meetings i.e., team/group, 1-1s to ensure team members are actively aware and engaged in wider team matters. Ensure that all internal and external enquiries to the department are handled effectively and efficiently. Lead and support the development, maintenance, monitoring, and local audits for quality assurance of information recorded in monitoring systems and interpret data to support service reporting and outcomes i.e., Key Performance Indicators (KPIs), customer surveys etc. Produce action plans to deliver identified and agreed service outcomes, when required and provide regular updates to management on progress through to completion.

Investigate all service complaints, providing fully considered responses to complainants for management consideration and approval. Record service issues, make recommendations, identify risks, and escalate such matters to Payroll Operations Manager for consideration, mitigation, and action, as appropriate. Review information, produce data reports and produce draft responses within required timeframes to Freedom of Information (FOI) requests received and submit to management for consideration and approval. Identify lessons learnt, encourage suggestions and ideas from all stakeholders, consider feedback and make recommendations for implementation to support the continuous improvement agenda.

Provide clarification and interpretation of complex pay queries, including HMRC regulations and inform staff accordingly. Provide support to bereaved relatives of death in service employees, when appropriate. Provide support, clarification, and suggestions when appropriate to Senior HR Business Partners in relation to how NHS terms and conditions and local agreements relating to pay is processed in the ESR system. Support in the development, implementation, and success of key projects as required.

Propose considered changes to the redesign and implementation of payroll policies and procedures, Standard Operating Procedures (SOPs), user friendly guides and flowcharts to improve efficiency, cost effectiveness and the quality of service. Review legislative changes, make recommendations, and agreed amendments to processes and procedures when appropriate. Promote a strong customer focussed approach and encourage ownership, initiative, and innovation from all team members.