About this role
Job summary
12-month maternity coverFixed-term contract or secondment opportunity
An exciting opportunity has arisen for an experienced and motivated Payroll, Pensions, Expenses, Benefits and Reward Officer to join our busy and forward-thinking service for 12 months to provide maternity cover.
We are seeking someone with a strong understanding of payroll administration who can quickly become effective within the role and contribute during an exciting period of service transformation and continuous improvement.
Working as part of the Payroll, Pensions, Expenses, Benefits and Reward Services team, you will help deliver an accurate, timely, responsive and customer-focused service. You will work collaboratively with colleagues across the Transactional Hub, including Recruitment, Employee Services, Temporary Staffing, eRostering, Workforce Information and Statutory and Mandatory Training, as well as managers, Finance and other key stakeholders.
Main duties of the job
The postholder will:
Process payroll changes accurately and within agreed deadlines. Review payroll information and identify errors, discrepancies and potential overpayments. Respond professionally and promptly to payroll, pension, expense, benefit and reward queries. Support the administration of the NHS Pension Scheme and other workplace pension arrangements. Process and validate employee expense claims in accordance with organisational and HMRC requirements. Support the administration of employee benefits and salary sacrifice arrangements. Maintain accurate employee records and a clear audit trail. Use ESR and other payroll, expenses and case-management systems effectively. Work collaboratively with all services within the Transactional Hub to ensure that workforce information is processed accurately and on time. Build effective working relationships with managers, People Services, Finance and other internal and external stakeholders. Handle confidential and sensitive information in accordance with data-protection requirements. Contribute to service improvements, system developments and the modernisation of payroll processes. Support the identification, recovery and prevention of salary overpayments. Ensure that work complies with payroll legislation, NHS terms and conditions, organisational policies and established procedures.
About us
There's a place for you at CNWL, we are passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient's own home.
Patients are at the heart of everything we do. Providing top quality care depends on our ability to employ the best people. We're always looking to recruit outstanding people who will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee we're hoping to find our future leaders and we'll support our staff by providing opportunities to develop your career.
With a diverse culture and equally diverse range of opportunities across mental health, community services, addictions, eating disorders, learning disabilities and more - whatever stage of your career you're at, there's always a place for you at CNWL.
Job description Job responsibilities
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. Separate provisions are applied to workers who have been sponsored and continuously held a Skilled Worker visa since prior to 04/04/2024."
As such, if you dont meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.
Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
For further info please visit: Skilled Worker visa: Overview - GOV.UK
Process payroll transactions accurately and within agreed payroll deadlines.Process and validate new starter, contractual changes, transfers and leaver transactions within ESR.
Review and validate employee data including pay band, salary, contractual hours, cost centres and employment details.
Process overtime, enhancements, allowances, deductions, salary amendments, retrospective adjustments and contractual changes.
Undertake payroll validation and quality assurance checks.
Validate payroll processing runs and investigate discrepancies.
Investigate and resolve payroll discrepancies, underpayments and overpayments.
Reconcile payroll transactions and payroll reports.
Ensure employees are paid accurately and on time.
Support monthly, supplementary and year-end payroll activities.
Process Occupational Sick Pay in accordance with NHS Terms and Conditions of Service.
Process Statutory Sick Pay (SSP), Statutory Maternity Pay (SMP), Statutory Paternity Pay (SPP) and Statutory Adoption Pay (SAP).
Produce payroll reports and management information as required.
Process NHS Pension Scheme opt-out requests for new starters.
Validate pension opt-out documentation and update ESR records accordingly.
Ensure payroll deductions are amended accurately following opt-out requests.
Maintain accurate records and audit trails relating to pension opt-out activity.
Respond to administrative enquiries relating to pension opt-out processing.
Signpost employees to NHS Pensions where specialist pension advice is required.
Process travel, mileage, subsistence, relocation and other authorised expense claims.
Process employee expense claims using Giltbyte Easy Expenses.
Validate and process expense claims ensuring appropriate approvals and supporting documentation are provided.
Investigate and resolve employee and manager queries relating to expenses.
Liaise with Finance colleagues regarding discrepancies and payment issues.
Support reconciliations between Giltbyte Easy Expenses, ESR and payroll processes.
Ensure compliance with HMRC requirements relating to expenses and reimbursements.
Administer payroll-related employee benefits and salary sacrifice schemes.
Process benefit-related payroll deductions and amendments.
Maintain accurate records relating to employee benefits and reward programmes.
Support communication and promotion of Trust benefits and reward initiatives, including Perkbox.
Respond to employee and manager enquiries relating to benefits and reward schemes.
Liaise with benefit providers and internal stakeholders to resolve administrative queries.
Support enrolment, amendment and leaver processes relating to employee benefits and reward programmes.
Manage payroll, pension, expenses and benefits cases received through the Employee Service Centre (ESC) Portal and other approved channels.
Review, prioritise and process cases within agreed service standards.
Maintain ownership of cases through to resolution.
Provide timely, professional and accurate updates to employees and managers.
Ensure actions and outcomes are recorded accurately within the ESC Portal.
Escalate complex or high-risk cases where appropriate.
Monitor caseloads and identify opportunities for service improvement.
Person Specification
Qualifications Essential
oEducated to CIPP Certificate in Payroll Practice level or able to demonstrate equivalent knowledge, skills and experience gained through substantial payroll experience. oGCSE English and Mathematics (Grade 4/C or above) or equivalent qualification. oEvidence of continuing professional development.
Desirable
oCIPP Diploma in Payroll Management or equivalent qualification. oESR Payroll training. oNHS Payroll training. oQualification in Customer Service, Business Administration, Finance or Human Resources.
Knowledge and Experience Essential
oExperience working within a payroll, finance, HR, workforce, employee services or shared services environment. oExperience processing payroll transactions accurately and within strict deadlines. oSignificant experience using ESR for payroll and workforce transactions. oKnowledge and practical application of NHS Terms and Conditions of Service (Agenda for Change). oUnderstanding of PAYE, National Insurance and statutory payments. oExperience maintaining confidential records and handling sensitive information. oExperience managing customer enquiries and resolving complex queries. oExperience using payroll, workforce or finance systems. oProficient use of Microsoft Excel, Outlook and Word. oKnowledge of data protection, confidentiality and information governance principles.
Desirable
oExperience working in an NHS payroll environment. oExperience using the Employee Service Centre (ESC) Portal. oExperience using Giltbyte Easy Expenses, Perkbox or similar systems. oExperience processing NHS Pension Scheme opt-out requests. oExperience administering employee expenses, benefits and salary sacrifice schemes. oExperience undertaking payroll reconciliations and reporting. oExperience supporting induction and onboarding activities. oExperience supporting audits and data validation exercises.
Skills and Abilities Essential
Excellent attention to detail and accuracy Strong numerical and analytical skills. Ability to interpret and apply NHS Terms and Conditions of Service. Strong reconciliation and data validation skills Ability to investigate and resolve discrepancies Ability to manage competing priorities and meet deadlines. Excellent communication and customer service skills. Ability to explain payroll, pension, expenses and benefits information clearly
Desirable
Advanced Excel and reporting skills. Experience producing management information. Experience supporting service improvement initiatives Experience testing payroll, expenses or benefits systems.
Personal Attributes Essential
oProfessional and customer-focused. oReliable and accountable. oHighly organised and methodical. oPositive and proactive approach to problem solving. oFlexible and adaptable. oCommitted to delivering high-quality services. oDemonstrates integrity, discretion and sound judgement. oAble to develop effective working relationships. oCommitted to equality, diversity and inclusion.
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Central and North West London NHS Foundation Trust
Address Argo Site
CNWL NHS Offices, 180 Kilburn Park Road
Kilburn
NW6 5FA
United Kingdom
Employer's website https://www.cnwl.nhs.uk/work (Opens in a new tab)