The Dudley Group NHS Foundation Trust logo
Full-time
On-site
Stourbridge, Birmingham & The Black Country, United Kingdom

Job overview

Join Our Team as a Payroll Administrator!

Are you organised, detail-oriented, and passionate about delivering excellent service?

We’re looking for a Payroll Administrator to join our friendly and supportive payroll team at The Dudley Group NHS Foundation Trust.

This is your chance to play a key role in ensuring our NHS staff are paid accurately and on time – helping us keep the wheels turning in a service that truly matters.

What You’ll Do

  • Support the payroll team with essential administrative tasks.

  • Maintain accurate payroll records and input routine pay changes into the Electronic Staff Record (ESR) system.

  • Help resolve basic payroll queries and provide great customer service.

  • Plan and prioritise your workload to meet weekly, monthly, and annual deadlines.

  • Ensure compliance with NHS Terms and Conditions, Trust policies, and national legislation.

What We’re Looking For

  • A keen eye for detail and accuracy.

  • Ability to work under pressure and meet deadlines.

  • Strong communication skills and a customer-focused approach.

  • IT confidence (Microsoft Office essential; ESR experience is a bonus).

  • Previous payroll experience is desirable but not essential – full training will be provided. We do ask that you have some financial or HR experience.

Advert

The Payroll Administrator provides essential administrative support to the payroll team, assisting in the accurate and timely processing of payroll for NHS staff in line with national legislation, NHS Terms and Conditions, and Trust policies.

         

Working under the supervision of senior payroll staff, the post holder helps maintain payroll records, inputs routine pay changes into the Electronic Staff Record (ESR) system and supports the resolution of basic payroll queries. The postholder is required to plan their workload under supervision, to ensure weekly, monthly and yearly targets are being met. The role contributes to the smooth running of payroll operations by ensuring data accuracy, meeting deadlines, and delivering a high standard of customer service.

Working for our organisation

At the Dudley Group our patients and staff are at the heart of all that we do and that is to provide a world class service that aligns with our vision of “excellent health care, improved health for all”.  We are seeking to recruit staff who share our vision and values of making Dudley Group an incredible workplace.

As part of the NHS People Promise, your wellbeing is our priority, and we are committed to ensuring our employees achieve a healthy work-life balance supported by our flexible working options and by making reasonable adjustments where possible.  We believe no-one should have to sacrifice family, friends, or their personal interests for work.  We are a modern employer able to attract and retain high quality staff through our commitment to the NHS People Promise.

As an employer, we foster an inclusive environment where everyone feels valued, supported, and empowered to contribute their best. We want to ensure that our workforce is representative of the population we serve. More information - inclusive practice people promise.

Dudley Group offer many opportunities for our staff to develop and grow within their roles through our Learning & OD Team. These include topics such as communication, wellbeing, team development, cultural competency, and values. 

Please click below to view our EDI page: Equality, Diversity, and Inclusion - The Dudley Group NHS Foundation Trust (dgft.nhs.uk)

Detailed job description and main responsibilities

Principal Duties & Responsibilities

 

Responsible for the management of an allocation of work that includes both weekly and monthly changes as directed by Group Deputy Head of Payroll Services – Pay Lead, to include basic changes to pay, bank starters, bank leavers, payments and deductions to pay.

 

Ensure all changes are authorised and documented in line with Trust policies and audit requirements.

 

Supports the processing of starters, leavers, and routine changes following standard operating procedures in line with an allocation of payroll work.

 

Assists in checking payroll output and reporting for accuracy in line with audit and departmental requirements under the direction of senior staff. Manages an allocation of checking as directed by the Senior Pay Lead related to own work such as basic changes, pay progression, bank starters, bank leavers and Resident Medics leaver forms.

 

Responsible for the issuing of employee notification letters and documents related to absence such as half pay/No pay letters, SSP end letters, SMP1 forms and SSP1 forms

 

Respond to routine payroll queries from staff and managers via phone, email, or in person.

 

Ability to communicate information to employees, who may not have knowledge of payroll policy or procedure

 

Provide initial responses to staff on sensitive or contentious matters such as non payment of salary or overpayments.

 

Ability to analyse payslips and databases following payroll queries to establish errors or discrepancies and explain these to the relevant parties and/or employee and manager.

 

Supports data accuracy, in particular responsible for the checking and submission of the unique ID report.

 

Uploads ad hoc payments into ESR both manually and using Web ADI to ensure the timely and accurate payment of agreed pay such as enhancements, fees, bank payments.

 

Maintain accurate payroll records and ensure data is stored securely and in line with GDPR.

 

Leads on the input required to the weekly payroll in regards to setting up of assignments, making manual adjustments to pay and filing.

 

Request previous service and absence data using the Inter Authority Transfer (IAT) process.

 

Apply basic understanding of payroll deductions (e.g. tax, NI, pension) when reviewing pay data and making changes to records.

 

Uploads all HMRC EDI files and reviews daily, investigating and manually adding as required any failed records.

 

Responsible for raising payments related to cheque reports through the payment outside of payroll process.

 

Respond to all written requests for employee information in line with GDPR such as statements of earnings, RTC and PIEL claimants, tenancy, mortgage and visa references.

 

Ensure pension enrolment details are correctly recorded for new starters and changes. Applying the correct pension pay tier and capacity code to pay changes.

 

Participate in team meetings and contribute to departmental communications.

 

Escalate complex non-routine queries or discrepancies to the Senior Pay Lead or Payroll Officer.

 

Maintain confidentiality and always adhere to Trust Information Governance standards.

 

To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work, which are not necessarily specified on the job description

 

Contribute to proposing changes related to role to improve working practices within the department.

 

Ability to coach and train new employees of the equivalent or lower band as required.

 

Working Conditions

 

Intense concentration with the need to be accurate and efficient for long periods at a time in a restricted position

 

Able to multitask and move to other areas of work as required with frequent switching of tasks.

 

Continuous computer work for a significant part of the working day

Using AI for jobs applications:

Whilst we encourage the use of technology to help manage time and support innovation. However, it is your responsibility to ensure your application is personalised and clearly reflects your own skills and experiences. While AI can assist with drafting, it should only be used as a support tool. The content must be your own work and accurately represent your knowledge, abilities, and values. Over-reliance on AI-generated content may result in your application being rejected. A common issue arises when we receive multiple applications with identical or overly generic language.

The use of AI during assessments, including interviews, is not permitted unless it has been pre-approved as part of a reasonable adjustment. For digital interviews, you may be asked to provide a 360-degree view of your surroundings on camera and confirm that no additional devices are present. If we suspect AI is being used during an interview, we may pause the process to clarify or adjust our approach to questioning.

Caring for patients demands integrity, honesty, and accountability. We expect your application and participation to be authentic and a genuine reflection of your own experiences and values.

Multi-site working 

The four partner Trusts of the Black Country Provider Collaborative (Dudley Group NHS FT, Royal Wolverhampton NHS Trust, Sandwell & West Birmingham NHS Trust, and Walsall Healthcare NHS Trust) are actively working in partnership to deliver a collective vision focused on providing "better, faster and safer care to the population of the Black Country and beyond". 

To support this vision, we are (where appropriate and safe to do so) actively looking at new models of care which:

  • Better protect elective / planned care service delivery across the system by organising on a 'hot and cold' arrangement 
  • Consider the optimal use of resources through consolidation and specialisation, and
  • Seek to reduce unwarranted variance, level up / standardise care through a 'Networked Service Solution' approach across the four sites

Against this context, although this post is hosted by The Dudley Group, there may be an expectation to work flexibly across the four partner Trusts to better meet patient and service needs.

Applications from job seekers who require sponsorship to work in the United Kingdom (UK) are welcome and will be considered, dependant upon Job Role and Salary needed to meet the criteria for sponsorship, alongside all other applications. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless you have permission to work via another route. Non UK / RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here Work in the UK.

It is vital that you provide full and accurate details of your current immigration status on the application form. Overseas applicants applying for entry clearance into the UK must present a criminal record certificate from each country they have resided in continuously or cumulatively for 12 months or more in the past 10 years. Guidance can be found here Criminal records checks for overseas applicants.

Not everyone needs a ‘Skilled Worker’ visa. If you are applying for a vacancy in health or adult social care, check if you’re eligible to apply for the Health and Care Worker visa instead. It’s cheaper to apply for and you do not need to pay the annual immigration health surcharge.

RECRUITMENT EQUALITY STATEMENT

We are committed to equal opportunities and want to ensure our workforce is representative of the population we serve. We welcome applications from all sections of the community and diverse groups. It is essential we understand our demographics, in order that we can monitor our performance as an equal opportunity employer, as well as continuing to embed a culture of inclusivity across the organisation, which supports the active participation  and contribution of our diverse staff groups in the Trusts decision making processes .  On application the shortlisting manager will not see this criterion and therefore it cannot be part of their decision making.  Please ensure you complete your equal opportunities questions for us and help us to make sure everyone is welcome.

The Trust is committed to employing and supporting people with disabilities.  It is the Trust’s policy to interview all candidates with a disability who meet the minimum ‘essential’ criteria as identified on the person specification.  To ensure we know you have a disability, please inform us under the appropriate section on the application form. We welcome applications from the LGBTQ+ community and openly encourage people with different sexual orientation, gender identity and expression to apply to join our team. We promise to respect and encourage the use of all pronouns and will not purposefully mis-gender anyone.

We are governed by the public sector equality duties and by our values of Care, Respect and Responsibility to ensure we eliminate discrimination, harassment, victimisation and any other behaviour that is unlawful, undermines our core values and/or falls short of our Behaviour Framework. We want all of our staff to ‘call out’ any behaviour from colleagues, patients or visitors that constitutes the above and appropriate action be taken.

We will, at every opportunity, advance equality and inclusivity for all staff, at all levels within the organisation, by removing or minimising disadvantage, encouraging participation and taking all relevant steps to meet the needs of anyone who shares a protected characteristic. We will also foster good relations between persons who share a protected characteristic by tackling prejudice and promoting understanding at every opportunity.

We have staff Networks in place to help support staff experience of diverse staff groups and inform us on the actions, interventions and support what we need to put in place to improve the working lives and daily experiences of all colleagues and all teams. Anyone can join the networks and we take pride in having Allies as part of every network within the organisation.

By submitting an application for a position with this organisation, you are declaring that the information given is true and complete, any deliberate omission, falsification or misrepresentation will be grounds for rejecting the application or subsequent dismissal, and where applicable, for positions that requires registration with a professional body, you authorise us to make the required employer checks on your professional registration status.

Applicants are advised to apply early as if a large number of applications are received for this post we reserve the right to close the vacancy prior to the advertised date.  Please note, preference will be given to at risk employees.

Applicants MUST ensure that they provide details of their referees and their referee email addresses on their application form otherwise their application may not be considered.

By applying for this post you are agreeing to the Dudley Group NHS Foundation Trust transferring the information contained in your application to its preferred applicant management system. All subsequent information regarding your application will be generated from apps.trac.jobs. If you are offered a job, information will also be transferred into the NHS Electronic Staff Record system.