Detailed job description and main responsibilities The attached job description and person specification outlines the full tasks, responsibilities and outcomes required of the role. Input payroll, travel and pensions data accurately and promptly into the payroll system, in accordance with the Trust's policies and procedures. Input data to the various modules of the Payroll System accurately by the deadlines specified. Identify discrepancies, unusual features or queries at any point in the process and either resolve or refer to the appropriate officer for action. Complete/Submit payment related forms and returns accurately and by the due date. File all documentation in accordance with departmental procedures. Checking of expense claims for correct completion, authorisation, valid receipts and assessing journeys to ensure correct mileage payments are made. Create new vehicle records and check insurance documents on setup and also amend vehicle records when employees change vehicles. Resolve queries arising from checking of expense claims with appropriate managers and from staff regarding payments. Assist the Pension Manager with Pension information and utilise the Pensions on line system To monitor the usage of stationery and re-ordering as necessary. Distribute incoming mail, prepare outgoing mail for collection. Sort and Distribute payslips and attach any other documents. Distribute Staff attendance records. Scan/photocopy documents accurately and to a good standard. Filing of travel payments related documents Answer all telephone enquiries in an efficient and courteous manner. Maintain good communication skills when dealing with employees, colleagues and external agencies, utilising a variety of communication methods including verbal and electronic. Constructively managing barriers to effective communication. Respond to all enquiries either written or verbal in a professional, courteous and timely manner and ensuring a high standard of customer service is provided. Recognise where problems/issues need to be escalated. Provide effective communications to include the distribution of confidential information, including promotion of new communication technologies to the Trust and system users. Maintain an effective working relationship with other members of the department, other employees within the Trust and external organisations to deliver a professional service focused on achieving a high level of customer satisfaction. Adhere to the Trust's Standing Orders, Standing Financial Instructions and relevant Trust policies and procedures. To carry out other appropriate delegated duties as required by Head of Department. The job description and person specification are an outline to the tasks, responsibilities and outcomes required of the role. Collating pension information received either in person or by mail Where complex queries are received, the post holder will evaluate and allocate requests to Payroll Officers responsible for the specified area of the business Assist departmental Team Leaders by sorting, processing and inputting payment data into the Electronic Staff Record accurately and within specified deadlines Maintain a strong working relationship with Trust contacts and internal teams to ensure the smooth delivery of a professional service with the primary focus of achieving a high level of customer satisfaction. Provide administrative support to payroll colleagues with regards to issuing of internal and outgoing post, referring internal documents to the appropriate person and ensuring outgoing mail is issued in a timely manner Provide administrative support to Employee Services colleagues with regards to issuing of internal and outgoing post, referring internal documents to the appropriate person and ensuring outgoing mail is issued in a timely manne The job description and person specification may be reviewed on an on-going basis in accordance with the changing needs to the department and the organisation. Person specification Qualifications & Education Essential criteria Educated to GCSE standard/NVQ Level 2 or equivalent experience Knowledge & Experience Essential criteria Aware of the concept and application of confidentiality Experience in working with Microsoft packages eg Excel and Word. Dear Potential Applicant, It is important you are made aware of the following as regards your application to East Lancashire Hospitals NHS Trust Please note that the salary advertised is for full time hours. If this post is less than 37.5 hours per week, the salary will be pro-rata. For posts on Agenda for Change pay-scales, new entrants to the NHS will normally commence on the first pay point of the relevant band. This vacancy may close before the closing date i f the recruiting manager deems sufficient applications have been received. Therefore it is advised to complete your application as early as possible to avoid disappointment. Please ensure you check the email account from which you apply regularly as we will use this to contact you regarding your application. Please note that shortlisting is completed anonymously with candidates being assessed against the essential criteria for the post. Therefore only applicants, who can clearly demonstrate how they meet our person specification criteria in their application, will be short-listed. Disclosure and Barring Scheme (DBS) If the role you are applying for is identified as either controlled or regulated activity as defined in in the Safeguarding vulnerable Groups Act (2006) any offer of employment is provisional upon a satisfactory DBS check being obtained. The healthcare sector is exempted from the Rehabilitation of Offenders Act 1974. In line with other NHS organisations in the North West Region, the Trust is now passing the charge for undertaking a DBS check on to candidates in the event they are successfully appointed into the post for which they have applied. Candidates can choose whether to pay this over 1-3 months as a deduction from the monthly salary. However, if you are applying for a post as a BANK worker, the payment must be made in full at the time of employment checks. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed. The cost of an Enhanced Disclosure will be £55.38 and for a Standard Disclosure will be £27.38. This cost is not applicable for a Volunteer post The Trust is an equal opportunities employer, committed to improving the working lives of our staff and operates a 'Zero Tolerance' policy to aggression, violence, bullying and harassment. In addition, our aim is to help protect children and vulnerable adults by providing a first-class service to the recruitment of people into positions of trust. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from everyone irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background. We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that ELHT has an under-representation of BAME employees. Appointments will be made on merit. Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible. By telephone 01254 732075 or email admin.recruitment@elht.nhs.uk or write to Employment Services, Parkview Offices, Haslingden Road, Blackburn, BB2 3HH Thanks for taking the time to view this advert; we look forward to receiving your application. Please be aware that this vacancy may close earlier than the published date if sufficient applications are received. It is, therefore, recommended that you apply as soon as you can. We will contact you by e-mail to update you on the progress of your application, so please check the e-mail account that you applied from regularly (including spam/junk). The Trust is an equal opportunities employer, is committed to improving the working lives of its colleagues and operates a 'Zero Tolerance' policy on aggression, violence, bullying and harassment. As a recruitment service, our aim is to help protect children and vulnerable adults by providing a first-class service in recruiting people into positions of trust. It is important to us that we employ a workforce that reflects the diverse communities we serve. We welcome applications from everyone - irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background. We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that as an employer we are under-representation of BAME employees. Appointments will be made on merit. We recognise that the recruitment process may present barriers for some and you may need personal adjustments to enable you to participate in our recruitment process. Please make contact with the recruitment team at the earliest opportunity to ensure that measures can be put in place to enable you to apply for this post. Use of Artificial Intelligence (AI) when writing job applications If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting information section. While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you're applying for. There is also a risk that it can generate false or misleading information. AI-generated job applications can often be generic, impersonal and may not accurately reflect your qualifications, knowledge, skills, and experiences. It is crucial that you personalise your supporting statement by articulating these in your unique voice. Relying solely on AI to write your application or supporting information section is not advocated by East Lancashire Hospitals NHS Trust and could negatively impact on your chances of success in the application process. We have added a disclaimer to our application process advising that the use of AI is monitored and if applicants have used it then they are required to declare this. Supporting Information The supporting information section is an opportunity for you to showcase how your qualifications, knowledge, skills and experience align with the requirements and criteria outlined in the job description and person specification. Recruiting managers score applications based on the criteria listed in the person specification. They will be looking for evidence of how you meet these criteria. To increase your chances of securing an interview, please provide examples of how you have applied your skills and knowledge in real-life situations. Share work-related successes and challenges you have navigated that align with the criteria. These could be from various aspects of your life, including work, education, and personal experiences. Consider structuring your supporting information section with clear headings or bullet points. This approach will help both you and the recruiting manager navigate through your application more effectively. Young People Please note: a young person must be in part-time education or training until they're 18. If you are under 18 we are unable to employ you on a full time basis, unless it is in an apprenticeship role. Disclosure and Barring Service checks If the role you've applied for requires a Disclosure and Barring Services (DBS) check we will administer this on your behalf and the cost will be recovered from your salary, either as a one-off payment, or over 3 months. The level of check required depends on the role that you have been offered. Currently the charges are - Basic DBS check £26.40, Standard DBS check £26.40, Enhanced DBS check £54.40 and Enhanced DBS check with Barred List(s) £54.40. You should be aware that if you are successful in obtaining a position that requires a DBS check but later withdraw your application, you may be required to reimburse the cost of the DBS check. DBS checks remain free of charge for volunteer positions. The DBS Code of Practice can be accessed here. In line with guidance from United Kingdom Health Security Agency, all staff and volunteers are required to comply with Trust Infection Prevention and Control processes in relation to safe working. NO UNSOLICITED ADVERTISING COMPANY APPROACHES We look forward to hearing from you soon! Employer certification / accreditation badges Documents to download Job Description and Person Specification (PDF, 592.3KB)