Payroll Team Leader

Choose Well - Choose WWL

Job overview

Provide day to day management of the payroll team to ensure payroll information is processed correctly in line with statutory regulations, legislation and good practice for the Trust and client accounts.

Responsible for the processing of monthly payrolls in accordance with procedures and processes to agreed timetable deadlines, ensuring all information from interfacing systems are processed to produce accurate and prompt salary payments to all staff in accordance with all statutory, regulatory and policy requirements.

Continuous improvement approach to service delivery, regular review of processes and procedures and ongoing support in the development of Standard Operating Procedures (SOP’s).

Customer experience focused with promotion and awareness raising of the importance and understanding of payroll matters and good practice.

Main duties of the job

·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 (AOE’s) and Direct Earnings Attachments (DEA’s) received, escalating Court Summons, external organisations and staff concerns to management.

·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.

·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), P60’s, P11D’s, Third Party Reports etc.

Working for our organisation

Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement, and living our values ‘the WWL Way’.

WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.

At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.

Detailed job description and main responsibilities

·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 (AOE’s) and Direct Earnings Attachments (DEA’s) 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), P60’s, P11D’s, 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, 1-1’s 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 (KPI’s), 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 (SOP’s), 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.

Person specification

Qualifications

Essential criteria

Degree level or equivalent experience NVQ Level 4 or equivalent experience

Desirable criteria

Professional Membership Evidence of Continued Professional Development

Experience

Essential criteria

Working in NHS payroll, minimum of 3 years Use of computer applications for report writing and complex queries Auto-enrolment of pensions Customer service Ability to prioritise and work with imposed deadlines

Desirable criteria

Experience of processing payrolls, including reconciliation and BACS sign off Previous supervisory experience Managing staff performance Project planning Service Improvement

Skills

Essential criteria

Organisational and planning Excellent communication (verbal / written) and interpersonal skills with an ability to provide clear advice regarding technical matters Maintain a calm and professional approach Microsoft software; Excel, Outlook, Word Able to produce, analyse, interpret, and communicate complex financial/non-financial information, in a sensitive manner when appropriate Good time management skills Ability to produce accurate and timely information in a variety of formats Ability to prioritise and organise own workload Ability to maintain concentration through regular interruptions Development and maintain good working relationships

Desirable criteria

Able to meet statutory reporting deadlines Able to manage challenging behaviours Negotiation and influencing

Knowledge

Essential criteria

Statutory regulations; HMRC, National Insurance Electronic Staff Record (ESR) system NHS Terms and Conditions of Service In depth knowledge of NHS payroll procedures and practices Oracle system

Desirable criteria

NHS Pension Schemes benefits, regulations, and administration

Additional

Essential criteria

Flexible approach to work Self-motivated Acts to positively promote the payroll service

Desirable criteria

Resilient Able to collaborate and delegate Achievement focussed

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