Description

HUMBER TEACHING NHS FOUNDATION TRUST

Payroll Manager
Band 8a

Responsible to:
Deputy Director of Finance
  
Responsible for:
Payroll Team
  
Location:
Trust HQ - Willerby Hull
 

Job Role Summary

To be responsible for the overall management and performance of the payroll, pensions and associated functions within the Trust, ensuring staff are paid in accordance with their terms and conditions, investigating and advising on highly complex issues. 

To ensure statutory and NHS returns are accurate and meet financial timescales and legal requirements, interpreting these when necessary. 

 To manage, payroll and associated services 

 To be accountable for achieving key performance indicators for the Payroll Department. 

  To develop and maintain electronic processes and systems to enable continuous improvement. 

 Core Functions

Strategic Leadership & Staff Management - Provide leadership for the payroll department, managing performance, recruitment, training, and appraisals of team members.

 Operational Payroll Management - Ensure the timely and accurate processing of the monthly payroll, including salary calculations, expenses, and deductions (tax, National Insurance, NHS Pensions) in line with Agenda for Change and Medical & Dental terms and conditions.

System & Process Optimisation - Maintain and develop the Electronic Staff Record (ESR) and associated systems, driving modernisation, process mapping, and automation to improve efficiency.

Legislative & Regulatory Compliance including Audit Control - Maintain robust controls to comply with HMRC legislation, statutory regulations (SSP, SMP, SPP, SAP), and NHS audit and financial standards.

Expert Advice & Customer Service -Act as the expert lead on payroll and pension matters, resolving complex queries for HR, managers, and staff while maintaining high-quality customer service.

Detailed job description:

Communicating and Relationship Skills 

 To lead, present and manage highly complex, sensitive and challenging 
pay and pensions communication processes both internal and external to the organisation, where there may be significant barriers to understanding and resistance to change e.g. Pensions changes, internal systems change, taxation issues.

To ensure and be responsible for effective communication at all levels, this will include developing and evaluating appropriate pathways for the communication of Pay and Pensions information. Strong relationships and collaborative working with finance and HR managers is essential .  

To present confidently to large groups. 

To demonstrate excellent report/writing skills including complex Business cases   

To demonstrate the ability to persuade and negotiate to achieve appropriate objectives. 

Analytical and Judgemental Skills

To regularly deal with difficult situations, using highly complex problem solving, expertise to interpret and resolve the situation to a satisfactory outcome. 

To analyse and interpret a range of highly complex qualitative and quantitative data from a wide range of options including highly complex and sensitive HMRC legislation and guidance  

To lead the review of processes to continually improve payroll processes. 

 To advise and support other colleagues on technical pay and pensions issues where standard protocols do not apply. 

 Use sound judgement in assessing conflicting priorities, risks and needs.

 Analyse organisational and service performance data to judge progress against approved strategy highlighting areas of risk. 

 Planning and Organisational Responsibilities

 To plan the delivery of key objectives for Payroll within agreed timescales. 

  To formulate a long term development plan for the payroll function that supports the overall direction of the Trust. 

  To represent the service/organisation in relevant planning forums. 

  To be responsible for managing and prioritizing own workload to meet internal and external demands.  

 Physical Skills

 Excellent keyboard skills.

 Responsibilities for Patient Care (duties and/or leadership)

 Incidental contact with patients.

 Responsibilities for Policy and Service Development Implementation

Responsible for implementation of a range of policies and procedures on Pay, Pensions and Expenses, impacting on other areas of the Trust. 

 Responsibilities for Finance and Physical Resources 

 Responsible for the annual statutory returns to the HMRC, including P11Ds, dispensations and pay settlement agreements.

 Acts as an authorised signatory for the bank accounts. 

 Budget holder for the Payroll Department.

 Responsible for developing policy and procedures that relate to payroll and expenses 

 Responsibilities for Human Resources (Management, Leadership and Training)

Responsible for the effective line management and leadership of Payroll staff including professional development, recruitment and selection, appraisals, performance management, disciplinary and grievance. 

Review of establishment and being responsible for recruitment and retention

Responsible for training of staff in Payroll and Pensions 

Responsibilities for Information Resources

Maintain up to date training and IT skills, and demonstrate a good working knowledge of confidentiality and data protection. 

Manage and develop the appropriate modules of ESR. 

Participate in the overall development of ESR, including self service for staff and managers.   

 Responsible for the design of complex data bases that are used across Finance 

 Responsibilities for Research and Development

 Audit/surveys as necessary to the role, including taking the lead in any audit by HMRC.

 Freedom to Act

 Works independently and manages the Payroll function  

 Accountable for the interpretation of NHS and HMRC policy relevant to  Payroll and Pensions.  

  To provide expert managerial and leadership advice in order to inform and enable colleagues to take actions based on the          analysis of the specific situation. 

 Standard Paragraphs 

Trust’s Values: Promote and demonstrate the Trust’s 3 values Caring, Learning and Growing. Caring for people while ensuring they are always at the heart of everything we do.  Learning and using proven research as a basis for delivering safe, effective, integrated care.  Growing our reputation for being a provider of high-quality services and a great place to work.

Confidentiality:  Confidentiality/data protection regarding all personal information and Trust activity must be maintained at all times (both in and out of working hours) in accordance with professional codes of conduct and relevant legislation such as the Data Protection Act.  The post holder should ensure that they are familiar with and adhere to all Trust Information Governance policies and procedures.  Any breach of confidentiality will be taken seriously and appropriate disciplinary action may be taken.

Equal Opportunities: Promote the concepts of equality of opportunity and managing diversity Trust wide. 

Health and Safety: Employees must be aware of the responsibilities placed upon them under the Health and Safety at Work Act 1974, paying due regard to health and safety in the workplace and management of risk to maintain a safe working environment for service users, visitors and employees. 

Infection Prevention and Control:  Employees must be aware of their responsibilities to protect service users, visitors and employees against the risks of acquiring health care associated infections, in accordance with Trust policy.
Professional standards and performance review: Maintain consistent high professional standards and act in accordance with the NMC code of professional conduct.  Employees are expected to participate in the performance review process.

Service/Departmental standards: Support the development of performance standards within the Service/Department to ensure the service is responsive to and meeting the needs of its customers.
Finance: All Trust staff will comply with financial processes and procedures

Safeguarding Children: Employees must be aware of the responsibilities placed on them under the Children Act 1989, 2004.

Safeguarding Adults: Employees must be aware of the responsibilities placed on them under the Care Act 2014.
 

This job Description is an outline of the key tasks and responsibilities of the post, and the post holder may be required to undertake additional duties appropriate to the pay band. The post may change over time to reflect the developing needs of the Trust and its services, as well as the personal development needs of the post holder.

Requirements

 Essential Requirements

Qualifications, Education & Training

CIPP qualification in payroll management or equivalent experience and learning in Pay and Pensions admin and management to post graduate level.

Appropriate level of Professional competence and continuing professional development.

Knowledge & experience

Project or programme management theoretical knowledge and application

Broad knowledge of HR processes

Full understanding of relevant policy drivers and their application to NHS pay and pensions agenda. 

Expert understanding/application of NHS pension and pay requirements.

Detailed understanding and knowledge of ESR in relation to payroll and associated functions. 

Evidence of knowledge of successful change management processed.

Significant experience of working in a supervisory role within an NHS payroll department.

Experience of leading a complex pay and pensions system change, and evidence of process redesign. 

Experience of producing reports from ESR

Able to demonstrate examples of positive impact/change within the organisation

Ability to work across organisational boundaries developing and maintaining multi-professional and multi-agency partnerships. 

In depth specialist knowledge of payroll and pension legislation and policy within the NHS

In depth and specialist knowledge of payroll and expenses policies linked to HMRC

Ability to act as the lead on payroll and pension issues for the Trust and able to advise finance and non-finance on matters relating to payroll, expenses and pensions.

Significant experience of managing a payroll team within an NHS organisation.

Skills, Competencies and Personal Qualities
Effective inter-personal skills and experience in leading and managing change. 

Able to demonstrate effective communication skills at all levels i.e. Locally, regionally, both verbal and written including formal presentation and ability to influence and negotiate in conflict situations.

Be able to demonstrate leadership/management skills at an advanced level involving leading a team and service development, addressing performance issues when appropriate.

Analytical thinking and diagnostic skills in relation to both qualitative and quantitative data. 

Ability to demonstrate ethical values and attitudes and attitudes in a culture of equality and diversity. 

Ability to manage financial budgets, including ability to develop business cases. 

Ability to commute between sites, requirement to sit at a keyboard. 

To demonstrate a high level of inter-personal skills when engaging and managing individuals in complex/sensitive situations to reach a satisfactory outcome for all. 

 Chairs/facilitates management meetings which may involve other agencies both internal and external.

 Work effectively with HR colleagues in the development of integrated processes.  
 
Desirable Requirements

Project or programme management theoretical knowledge and application

Broad knowledge of HR processes

Management qualification

Experience of presenting Board papers/reports. 

Experience of Web ADI