Vacancy: Payroll Officer

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Part Time 15 hours per week (flexible days)

Would you like to work for an organisation that genuinely cares for its staff as well as its patients? 

With 28,000 patients, Hedena Health has 3 GP surgeries in the Headington area running team-based care, to ensure the best for our patients. 
Work-life balance is incredibly important to us. We are a training practice and therefore focus on teamwork and training, with a monthly half-day training curriculum, your birthday off each year and an annual staff ‘Away Day’ in which we often focus on wellbeing. As well as fresh fruit being provided for staff, homemade cakes and goodies are a staple in our staff room! In our recent employee satisfaction survey, 95% of our respondents agreed that Hedena is a great place to work!

Job Summary

Working in a standalone position, the post holder will be entirely responsible for the outsourced payroll and NHS pension scheme arrangements of the practice. 
Working to the highest possible standards, the Payroll Officer will ensure the timely and accurate management and administration of the payroll and associated benefits in accordance with the Practice’s policies, procedures, and external statutory legislation.
The successful candidate will have excellent Payroll experience. You will need to be comfortable with a busy environment, display a compassionate nature and have an excellent eye for detail. 

Salary £26,000 FTE, 5 weeks annual leave (as well as your birthday off each year!), cycle to work scheme, NHS discounts and NHS Pension Scheme

Job Description and Personal Spec

• Responsible to: HR Manager
• Direct report/s: None

Job Purpose

Working in a standalone position, the post holder will be entirely responsible for the outsourced payroll and NHS pension scheme arrangements of the practice. 

Working to the highest possible standards, the Payroll Officer will ensure the timely and accurate management and administration of the payroll and associated benefits in accordance with the Practice’s policies, procedures, and external statutory legislation.

Main Duties

Operational Responsibilities

• To establish and maintain systems and processes, ensuring that each stage of the payroll process is actioned correctly, in order to enable the timely and accurate delivery of the monthly payroll.
• Accurate application of 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 P45’s, Mat B1’s, Pension forms, jury summons including opt out and refund requests attachment of earnings orders
• Respond to enquiries from internal stakeholders: employees, Managers, Directors and external including Payedoc, the Accountants, former employees, NHS pensions, PCSE in a timely manner
• Ensure appropriate and accurate information is provided to our external stakeholders: Payedoc (payroll bureau), and our Accountants and internal stakeholders: including the Finance Manager, HR Manager and the Directors
• Pensions - In conjunction with the payroll bureau: Payedoc, comply with the requirements for Auto Enrolment.
• Pensions - 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 (including, but not limited to, the Finance Manager, HR Manager and Payedoc)
• 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 teams
• Annual preparation of monthly timesheet templates.
• Annual preparation and communication regarding the Type 2 NHS pension forms – and the go to person for all queries regarding these
• 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.
• Attending practice meetings as required

Confidentiality:

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters.   They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
• In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers.  They may also have access to information relating to the practice as a business organisation.  All such information from any source is to be regarded as strictly confidential
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Equality and diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights

Personal/Professional development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
• Effectively manage own time, workload and resources

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with all internal and external stakeholders 
• Recognize people’s needs for alternative methods of communication and respond accordingly

Other Duties 

The above list of duties is not exhaustive and the Payroll Officer may, from time to time, be asked to undertake other reasonable duties, with appropriate training. It is important that all members of staff are prepared to undertake additional or relinquish current duties to maintain service delivery to patients. It is expected that requests from the Directors will not be unreasonably refused

Person Specification

Essential	Desirable
Educated to A level standard or equivalent	Educated to degree level in finance or business
	AAT qualified or CIPP qualification or equivalent business, payroll or book keeping qualification
Payroll experience – minimum of 2 years	NHS/Primary care payroll experience (2 years plus), including understanding of and communication and processing of information with/ for PCSE..
Worked alongside a payroll bureau and has a good degree of working knowledge of HMRC requirements with regard to Tax, National Insurance, and Statutory deductions and payments.	Processed payroll in house including the responsibility for all HMRC requirements with regard to Tax, National Insurance, and Statutory deductions and payments.
Computer literate with a good knowledge of Microsoft Office, especially accounting software systems and Microsoft Excel	Advanced knowledge of Excel, to include Pivot Tables and Macros
Working knowledge of pensions, including auto enrolment regulations	Working knowledge of the NHS pension scheme, including pensions online (POL) and or implement auto enrolment in a previous organization when the regulations were introduced.
Ability to be accurate with data input and analysis, especially when working to tight deadlines	Relevant health and safety experience
A confident communicator (both verbally and written) at all levels within the organisation	Able to present complex financial information and lead financial discussions at all ability levels.
Strategic, forward thinker and negotiator, with a solutions focused approach. Ability to future proof the organization	Experience of successfully developing and implementing payroll projects.
A dedicated team player but equally a proven ability to work in a standalone position, autonomously	Previous payroll management experience (ideally 2 years plus)
Ability to build and maintain strong networks and relationships, both internally and externally.	Ability to drive and deliver change effectively
Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
Ability to develop, implement and embed policies and procedures
Maintains confidentiality at all times and adheres to the Data Protection and GDPR regulations and principles	Working knowledge of applying and being responsible for   the Data Protection and GDPR regulations and principles.