Overview
Job summary
An exciting and unique opportunity has arisen to lead the Payroll and Pensions function at the Leeds Teaching Hospitals NHS Trust. Due to the retirement of the current post holder we are looking to appoint a Head of Payroll to lead this vital service and build on the successes and excellent reputation it has already achieved. The successful candidate will provide leadership to a 60 strong, highly motivated, experienced team who are dedicated to the principle of getting it right first time. Payroll sits within the Finance Directorate and the Head of Payroll reports to the Associate Director of Finance. The Payroll Service operates within the Trusts Leeds Way value set and is looking to fully embed the continuous improvement ethos defined by our Leeds Improvement Method. The latter seeks to enhance efficiency by minimising waste and the Payroll team have demonstrated their willingness to embrace its principles. It is imperative that this enthusiasm is harnessed and channelled by leadership and professionalism of the highest order.
The successful candidate will fully understand all the complexities of NHS terms and conditions, HMRC reporting and interfacing with the requirements of pension providers; particularly the NHS Pension Scheme and NEST. They will be able to build effective working relationships and have a vision for future growth.
Main duties
To provide strategic leadership and direction for Payroll and Pension services and be responsible for the overall Management & Performance of the Payroll Department, which provides a Payroll, Expenses and Pensions Administration Service to LTHT and various client trusts and other associated NHS and non NHS organisations.
To focus on growing the service with a view to becoming a regional / national centre of excellence for the provision of payroll services and to develop strategic plans to meet on-going service provision.
To ensure efficient and effective procedures and policies within Payroll.
To provide Expert Specialist Advice to Client Trusts on matters relating to Payroll Systems, Payroll Procedures, Expenses, and NHS Pensions.
To ensure compliance for each Client, with Statutory Requirements and Statutory timescales, and to give advice on complex issues relating to Payroll & Employment Law. Also:
* Responsibility for understanding, appraising relevant legislation and guidelines; developing and implementing associated policies and procedures within the Payroll Department.
* Responsible for the long term strategic plans for the service by creating an operational framework that will enable growth, taking into account the needs of all current and future client organisations needs, as well as managing uncertainty within the clients current workforce.
* Budget and line management responsibility. Current budget £2.8m.
About us
The Payroll team at Leeds Teaching Hospitals NHS Trust provides Payroll, Expenses and Pension Administration services to employees across:
4 Trusts, 1 ICB, 1 Wholly Owned Subsidiary, 1 Charity, 1 Hospice, 1 Regional Medical Payroll, 1 GP confederation and Pension service to charity.
All clients are served by the national ESR system.
Leeds Teaching Hospitals is committed to redeploying at risk members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed.
Expected Shortlisting Date: 03/10/2025
Planned Interview Date: 16/10/2025
Details
Band 8c | Salary £76,965 to £88,682 a year | Contract: Permanent | Working pattern: Full-time, Flexible working
Location: St. James\s University Hospital, Beckett Street, Leeds, LS9 7TF
Reference number: C9298-FIN-0150
Job responsibilities
* Staff Management of 6 Payroll and Pension Teams incorporating 3 Team Leaders (Band 6) and over 59 staff (in a range of Bands from 2 to 5).
* Responsible for processing payments to over 55,000 assignments.
* Within 11 Trusts/Organisations - with payroll values averaging over £853,000,000 per annum (increasing with growth).
Policy and Service Development
* Responsibility for developing and implementing Policy and Procedures within the Payroll Department, many of which impact upon all departments in all client organisations, and affect working practices and procedures in client Trusts.
* Responsible for proposing policies and procedures to Client Trusts and assisting in the implementation of such proposals.
* Responsible for implementing National Policies and practices within payroll department, and give advice and assistance when necessary to client Trusts to assist in their implementation of such policies.
* Responsible for service development which impacts across multiple NHS and non NHS organisations.
Financial and Physical Resources
* Responsible for the long term strategic plans for the service by creating an operational framework that will enable growth, taking into account the needs of all current and future client organisations needs, as well as managing uncertainty within the clients current workforce.
* Budget for Payroll Department £1.34m per annum (increasing with growth) and for authorising spend against the budget.
* Authorising and signing off payrolls to a value of £883m per annum (increasing with growth).
* Ensuring legitimacy of authorised payment of Inland Revenue payments averaging £218m per annum.
* Ensuring legitimacy of authorised payment of NHS Pension scheme contributions averaging £114m per annum.
* Authorised signatory for payments to Inland Revenue, NHS Pension Scheme and third party agencies totaling several million pounds per month.
* Ensuring sufficient staffing levels to enable service provision and future growth.
Planning
* Long term growth and expansion of the service to become a regional / national provider of payroll services.
* Negotiate new business contracts with prospective clients at Board level and set out terms of engagement by providing a written Service level Agreement which may vary with different clients needs.
* Develop long term strategic plans (3 - 5 years) to ensure current and future service provision can be sustained and grown to meet increase in demand / client base.
Human Resources
* Full management of the Payroll Department, the Pensions Department, and the Employee Expenses and Transactional Processing Department.
* Training and professional development of payroll/pensions/expenses staff; recruitment and retention; staff grievances and disciplinary issues; sickness absence management; appraisals; workload allocation and re-allocation to support growth.
* Participation in regional training for Payroll and HR in the North of England; handling of staff issues.
Information Resources
* Specialist on Computerised Payroll System; operation and management of payroll processes and data; producing complex reports for client Trusts; developing IT systems across all clients; information security and confidentiality compliance.
Research and Development
* Setup and testing of payroll and expenses systems; testing interfaces to ESR; researching statutory changes; completing statutory returns; auditing payroll processing to prevent fraud.
Freedom to Act
* Work autonomously within National Policy; develop procedures and policies; lead staff; advise Client Trusts on interpretations and procedures;
Communication
* Advise Directors and senior managers on complex payroll and pensions issues; regular meetings with client organisation staff; manage TUPE related communications; provide guidance to staff; participate in regional and national groups; deliver presentations; negotiate changes with staff and employee groups; handle complex queries and complaints.
Please see the attached job description for further information.
Person Specification
Skills & behaviours
* Policy formulation and process change with risk-based internal controls.
* Effective communication to staff and managers up to Director level.
* Analytical problem solving and independent workload management.
* Leadership and strategic thinking with the ability to motivate and influence.
Qualifications
* Essential: Masters Degree in Payroll Management or equivalent NHS payroll management experience.
* Desirable: Managerial/HR short courses; IT qualifications.
Experience
* Essential: Advanced knowledge of Payroll procedures, legislation, HMRC, NHS Pensions; experience with ESR, Expenses and eRostering; knowledge of Terms and Conditions of Service across multiple client organisations.
* Desirable: Knowledge of Data Protection Act and GDPR.
Additional Requirements
* Leadership, strategic thinking, analytical skills, decision making, motivation, and compassion.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside other applications. For information visit the UK Visas and Immigration website.
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