Payroll Expenses Assistant
Permanent, 37.5 hours per week, Monday – Friday
Location: Coventry
University Hospitals Coventry and Warwickshire NHS Trust.
We are looking for an enthusiastic Expenses Assistant to support the administration of the Trust Benefits schemes, lease cars, car parking and expense claims within a busy Payroll Department. The role ensures the delivery of a high quality service to our workforce and external organisations. You will support the Expenses Officer and Payroll Management, ensuring all processes within the department are adhered to in a timely and accurate manner.
You will work closely with Payroll, Human Resources, Fleet Solutions and ISS.
Key responsibilities include:
* Process payments after leaving in accordance with AFC conditions and Inland Revenue regulations.
* Produce batch file for transfer to ESR, checking for rejections and errors and ensuring corrective action is taken to ensure payment.
* Provide monthly information requested by finance on expenses paid, e.g. for the purpose of recharging.
* Provide monthly figures on carbon emissions to the Sustainable Development Manager.
* Provide reports to ISS for car parking deductions and staff with non qualifying salary for deductions.
* Manage monthly workloads ensuring they are paid accurately and in a timely manner, working within strict deadlines.
* Control and quality check all documentation received such as expense claims, receipts and query late and incomplete or unclear information with the relevant department.
* Administer payments in line with statutory, national or local regulations and policies.
* Maintain and update own knowledge in relation to terms and conditions for the payment of expenses.
* Assist in the administration of the Car Lease Scheme and act as a source of help and advice to employees.
* Ensure that Salary Sacrifice car details are entered onto ESR in order for P11D information to be accurate and thereby inform HMRC of the correct information.
* Ensure all Benefit scheme deductions are entered onto ESR in a timely and accurate manner, and associated benefit reporting for HMRC.
The post holder works with the Expenses Officer and is responsible for the provision, administration and checking of the Trusts travel, course, relocation and subsistence expense claims in an accurate and timely manner. The post holder also manages all administration and maintenance of the Trust's expense system, assists in all aspects of the Trust's lease and salary sacrifice car schemes, maintenance of staff car parking deductions, and administration of new and cessation of car passes, as well as the administration of other Trust Benefit Schemes.
Closing Date: Wednesday 31 Dec 2025.
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