Senior Expenses Clerk

Job overview

Please note this vacancy is only open to those currently internal to the department.

Would you like the opportunity to join a progressive and forward-thinking Payroll Department?

We are looking to recruit an Senior Expenses Clerk, who has a passion for helping to provide an excellent customer experience to clients, has an excellent telephone manner and excellent administrative and IT skills. The candidate must demonstrate attention to detail and a commitment and enthusiasm to contributing to service improvement and development. The ideal candidate would have an administrative background or experience of working in a high-pressured office environment, that has to adhere to strict deadlines.

You will be required to work independently and as part of our friendly and supportive Payroll team.

As a large, leading shared service provider, this opportunity may allow you to enhance your skills, with opportunities throughout ELFS for progression.

Main duties of the job

You will provide high-quality routine support to ensure the correct and accurate payment of expenses in line with NHS Terms and Conditions of service and locally agreed Client Expenses policies learning all elements of the expenses clerk role.

You will record, investigate, analysis and resolve any queries arising from employees both orally or electronically in a professional and timely manner.

You will provide supervision and direction to new starters and less qualified members of the team and provide information and reports to senior staff within Payroll Services.

You will ensure that the Vehicle repository is updated and maintained in ESR, assist where possible with queries relating to the electronic expenses system and maintain record to ensure the accurate recording of P11Ds.

You will provide general clerical duties across the department as required. As well as being able to work independently ensuring all duties are undertaken in a timely manner, have excellent keyboard skills and strong customer service skills.

Working for our organisation

ELFS Business Services is a business division of Lancashire Teaching Hospitals NHS Foundation Trust. As a leading provider in NHS Payroll Services, we combine best practice of shared service solution design with our extensive knowledge and experience in delivering NHS Payroll Services at a cost-effective price. Our payroll services are successfully delivered to over 100,000 NHS employees across 13 large NHS Trust/ICBs throughout the country every month, including weekly payrolls, ensuring employees are paid accurately and on time.

We work in partnership with our clients building strong working relationships and put our customers at the heart of what we do.

Established in 2002, ELFS is a proven NHS owned Shared Service solution providing Financial and Payroll services to thirty-four NHS organisations and one CIC throughout the country from its Head Office based in Darwen, Lancashire with a satellite unit based at St James House in Salford.

Our payroll department provides a comprehensive Payroll, Pensions, Expenses and Service desk to our clients. We are passionate about providing high quality services, staff development and growing our talent. We understand that quality and accuracy are paramount and encourage our staff on continued learning and development.

The post is based at our head office in Darwen, just off Junction 4 of the M65. We operate hybrid working giving you the flexibility to work from home as well as in the office.

Detailed job description and main responsibilities

Input payroll, travel and pensions data accurately and promptlyinto the payroll system, in accordance with the Trust’s policies and procedures.

ØReview and process online and paper staff expense claims, ensuring they are correctly authorised, paid promptly and accurately in accordance with AfC, M&D and local terms and conditions, and the client organisations reimbursement policy.

ØPlan, manage collate and input information to ESR in a prompt and accurate manner for the purpose of making correct payments. This involves the expert interpretation and analysis of

·Agenda for Change Terms and Conditions of Service.

·HRMC (PAYE) Legislation,

·Easy Online Expenses System, and

·ELFS Procedures.

ØIdentify discrepancies, unusual features or queries at any point in the process and either resolve or refer to the appropriate officer for action.

ØAnalyse, interpret and calculate information from Online and Paper Expenses claims. Utilise judgmental skills and initiative to make manual, and verify, automated calculations by applying the appropriate pay rates where not all the relevant information is available.

ØVerify the accuracy and approval of claims for courses and conferences and pay through the ESR system.

ØThe post holder will regularly verify complex calculations, involving the assessment of arrears or under / over payments, which can occur over prolonged periods. Variable components within this calculation can be:

• Agenda for Change & reserve rate calculator
• Lease car travel expenses rates, and
• Interfaced data from the Online Expenses system.

Person specification

Qualifications

Essential criteria

• GCSE in Maths & English or equivalent qualifications at grades 9-4 (A*-C)

Desirable criteria

• Minimum of 5 GCSEs including Maths & English at grades 9-4 (A*-C) or equivalent qualifications

Knowledge

Essential criteria

• Sound knowledge of expenses systems, undertaking the payment of expenses or NHS Terms and conditions.
• Comprehensive knowledge of computer input and the use of spreadsheets.
• Experience in working with Microsoft packages eg Excel and Word.

Desirable criteria

• Experience of Oracle pay systems.
• Administration background