Central and North West London NHS Foundation Trust
Senior Payroll, Pensions, Expenses and Benefits Officer
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Job Overview
The Senior Payroll, Expenses, Benefits and Reward Officer is responsible for delivering a comprehensive, accurate and customer-focused payroll, expenses, benefits and reward service to employees and managers across the Trust.
The post holder will undertake complex payroll administration and advisory activities, administer employee expenses and benefits schemes, provide specialist guidance on payroll, pensions and reward matters, and ensure compliance with NHS Terms and Conditions of Service, Agenda for Change Terms and Conditions, Medical and Dental Terms and Conditions of Service, NHS Pension Scheme Regulations, HMRC legislation and Trust policies.
As a senior member of the Payroll, Pensions, Benefits and Reward Services Team, the post holder will provide day-to-day operational supervision and support to Band 4 colleagues and assist the Team Leader and Deputy Head of Payroll, Pensions, Benefits and Reward Services in maintaining high standards of service delivery, workforce development, governance and operational performance.
The post holder will contribute to Trust induction programmes, support staff training and development, participate in service improvement initiatives and deputise for the Team Leader where appropriate.
Main duties of the job
- Day-to-day operational supervision of Band 4 Payroll, Pensions, Expenses and Benefits Officers.
- Supporting the induction, training and development of Band 4 staff.
- Allocating and coordinating workloads to support service delivery.
- Supporting quality assurance, customer service standards and operational performance across Payroll, Pensions, Expenses, Benefits and Reward Services.
Working for our organisation
There's a place for you at CNWL, we are passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient's own home.
Patients are at the heart of everything we do. Providing top quality care depends on our ability to employ the best people. We're always looking to recruit outstanding people who will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee we're hoping to find our future leaders and we'll support our staff by providing opportunities to develop your career.
With a diverse culture and equally diverse range of opportunities across mental health, community services, addictions, eating disorders, learning disabilities and more - whatever stage of your career you're at, there's always a place for you at CNWL.
Detailed Job Description And Main Responsibilities
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. “Separate provisions are applied to workers who have been sponsored and continuously held a Skilled Worker visa since prior to 04/04/2024."
As such, if you don’t meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.
Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
For further info please visit: Skilled Worker visa: Overview - GOV.UK
Process and validate payroll transactions accurately and within agreed deadlines.
- Administer payroll transactions including new starters, leavers, contractual amendments, pay progression, salary adjustments and retrospective payments.
- Process statutory payments including maternity, paternity, adoption, shared parental leave and sickness payments.
- Calculate and process overpayments, underpayments and salary recoveries.
- Investigate and resolve complex payroll discrepancies and employee pay queries.
- Ensure payroll processing complies with NHS Terms and Conditions of Service, Agenda for Change, Medical and Dental Terms and Conditions and statutory legislation.
- Support payroll reconciliations, balancing activities and payroll validation processes.
- Assist with internal and external payroll audits.
- Produce payroll reports and management information as required.
- Monitor payroll performance and identify areas for service improvement.
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Administer employee expenses through approved Trust systems, including Giltbyte Easy Expenses or successor systems.
- Review, validate and authorise expense claims in accordance with Trust policies and HMRC guidance.
- Investigate and resolve employee and manager queries relating to expenses.
- Monitor compliance with expenses procedures and escalate concerns where appropriate.
- Contribute to the continuous improvement of expenses administration processes.
Support the administration of employee benefits and reward programmes.
- Administer Perkbox and other approved employee benefits platforms.
- Assist employees and managers with enquiries regarding employee benefits and reward schemes.
- Maintain accurate records relating to benefits and reward programmes.
- Support initiatives that promote employee engagement and wellbeing.
- Process NHS Pension Scheme opt-out requests and pension-related payroll transactions.
- Ensure pension deductions are accurately applied through payroll.
- Maintain accurate pension records and payroll data.
- Liaise with NHS Pensions and internal stakeholders regarding pension enquiries.
- Support employees and managers with pension-related payroll queries.
Provide day-to-day operational supervision and support to Band 4 Payroll, Pensions, Expenses and Benefits Officers.
- Assist the Team Leader and Deputy Head in managing operational service delivery and workforce performance.
- Allocate, coordinate and monitor workloads to ensure payroll deadlines and service standards are achieved.
- Monitor work quality, productivity and compliance with departmental procedures.
- Act as the first point of escalation for complex payroll and operational issues.
- Undertake quality assurance reviews and provide feedback to colleagues.
- Support attendance management, workforce planning and staff wellbeing initiatives.
- Identify learning and development needs and support staff training activities.
- Participate in recruitment, onboarding and induction activities.
- Promote a positive, customer-focused and high-performing team culture.
- Deputise for the Team Leader as required.
Support Trust-wide induction programmes for new employees.
- Deliver presentations on payroll, pensions, expenses, benefits and reward services as part of corporate induction events.
- Ensure new starters receive guidance regarding payroll processes, salary payments, pension arrangements, employee benefits and expenses procedures.
- Lead local induction programmes for new Payroll, Pensions, Benefits and Reward team members.
- Develop and maintain induction materials, user guides and training documentation.
- Provide coaching, mentoring and technical support to colleagues.
- Promote knowledge sharing and continuous learning across the department.
Deliver a professional, responsive and customer-focused service to employees and managers.
- Respond to enquiries received through the Employee Service Centre (ESC) and other approved communication channels.
- Provide specialist advice on payroll, expenses, pensions, benefits and reward matters.
- Communicate complex and sensitive information clearly, accurately and professionally.
- Develop and maintain effective working relationships with:
- Employees
- Managers
- Human Resources
- Finance
- NHS Pensions
- HMRC
- Employee benefit providers
- External organisations and stakeholders
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Maintain and update employee records within ESR and associated systems.
- Ensure data integrity, accuracy and completeness across payroll, pensions, benefits and expenses systems.
- Produce routine and ad-hoc reports using ESR, Excel and relevant reporting tools.
- Analyse payroll and workforce data, identifying anomalies and trends.
- Support testing of system upgrades, configuration changes and implementation projects.
- Contribute to the development of reporting and management information capabilities.
Ensure compliance with:
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NHS Terms and Conditions of Service:
- Agenda for Change Terms and Conditions
- Medical and Dental Terms and Conditions of Service
- NHS Pension Scheme Regulations
- HMRC legislation
- PAYE and National Insurance regulations
- Standing Financial Instructions
- UK GDPR
- Data Protection Act
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Trust policies and procedures
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Support audit activities and implementation of audit recommendations.
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Maintain confidentiality of employee and organisational information.
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Escalate risks, incidents and concerns through appropriate channels.
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Support the continuous development of payroll governance and control frameworks.
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Maintain up-to-date knowledge of payroll legislation, NHS Terms and Conditions and pension regulations.
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Participate in mandatory training, appraisal and continuing professional development.
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Support equality, diversity and inclusion initiatives.
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Comply with Trust Health and Safety requirements.
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Undertake any other duties commensurate with the grade and responsibilities of the post.
Person specification
Qualifications
Essential criteria
- Educated to CIPP Certificate level or equivalent payroll qualification, knowledge and experience.
- GCSE Grade 4/C or equivalent in English and Mathematics.
- Evidence of continuing professional development.
Desirable criteria
- CIPP Diploma qualification or working towards.
- Membership of the Chartered Institute of Payroll Professionals (CIPP).
- Leadership or supervisory qualification.
Knowledge
Essential criteria
- Comprehensive knowledge of NHS Terms and Conditions of Service.
- Comprehensive knowledge of Agenda for Change Terms and Conditions, including pay progression, unsocial hours payments, overtime, sickness absence and family leave provisions.
- Comprehensive knowledge of Medical and Dental Terms and Conditions of Service.
- Detailed knowledge of PAYE, National Insurance and statutory payments.
- Knowledge of NHS Pension Scheme Regulations.
- Knowledge of payroll legislation and best practice.
- Knowledge of ESR and NHS payroll systems.
- Understanding of payroll controls, audit requirements and quality assurance processes.
- Knowledge of UK GDPR, Data Protection legislation and Information Governance requirements.
Desirable criteria
- Knowledge of employee benefits and reward schemes.
- Knowledge of NHS workforce processes.
- Understanding of NHS financial governance requirements.
Skills And Abilities
Essential criteria
- Excellent payroll administration skills.
- Strong attention to detail and accuracy.
- Ability to interpret and apply complex NHS contractual provisions.
- Excellent analytical and problem-solving skills.
- Excellent communication and interpersonal skills.
- Ability to supervise and support Band 4 staff effectively.
- Ability to allocate and coordinate workloads.
- Ability to coach, mentor and develop colleagues.
- Ability to deliver induction sessions and training presentations.
- Advanced Microsoft Excel
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