Payroll Officer in Newark on Trent

As Payroll Officer, you will play a vital role in ensuring colleagues are paid accurately and on time, supporting the smooth running of hospice service. You will be responsible for the accurate and timely administration of payroll services across Beaumond House Hospice Care. You will ensure that all employees are paid correctly and in accordance with current legislation and hospice policies.

Main duties of the job

This is a key role ongoing and during a period of organisational change, requiring someone with prior payroll experience, confidence, and the ability to develop and shape the role to meet evolving needs. You will work closely with HR, Finance, and Clinical teams to resolve issues quickly, maintain excellent communication and help streamline processes across the organisation. You will be required to understand and support the staff rota system helping to ensure continuity of support with our daily operations.

About us

Beaumond House Hospice supports patients and their loved ones to live as fully as possible across North Nottinghamshire. Ensuring our communities receive the care and comfort they need, free of charge, when every moment matters. Our Care is provided in people's homes across our communities and at the Hospice in Newark. We treat every person with respect. We deliver compassionate, professional care that supports physical, psychological, and spiritual needs. We look for staff and volunteers who protect dignity, safety, and confidentiality. Beaumond House Hospice Care is a registered charity. We provide four In-patient beds, Day Therapy, and Hospice at Home Care. Hospice at Home supports people with palliative and end of life care needs, often in the last weeks and months of life. Our nurses and health care assistants provide assessment, personal care, emotional support, advice, and advance care planning in the person's preferred place of care. We are contactable 24 hours a day, 7 days per week, to provide a friendly ear, general information or to signpost patients, relatives and carers to appropriate resources and services. We also offer 30 days holiday pro rata, (increasing with service up to 32 days) plus Bank Holidays as part of our benefits.

Job responsibilities

• Process monthly payroll, accurately using Sage Payroll, ensuring compliance with statutory and contractual obligations.
• Maintain accurate payroll records, including starters, leavers, tax codes, pensions, statutory payments, and deductions.
• Liaise proactively with HR and managers to ensure payroll information is received on time and discrepancies are resolved promptly.
• Manage the pension schemes including auto enrolment, re-enrolment and leavers.
• Submit Real Time Information (RTI) to HMRC, including FPS and EPS returns, monthly and annual returns for NEST and NHS pension schemes and other statutory returns as required.
• Reconcile payroll and pension control accounts and provide reports to the Finance team.
• Assist in the development of payroll processes and documentation, identifying opportunities for efficiency and accuracy.
• Provide guidance and support to all staff on payroll queries, maintaining confidentiality and professionalism at all times.
• Contribute to the development of a cohesive HR/Finance interface, supporting integration of systems and information flow, and serve as a key point of contact between HR and the care team for rota, holiday, and expense coordination.
• Support internal audits, year-end reporting, and data validation processes.
• Work collaboratively within the finance team to provide cross-cover and maintain service continuity during absence or peak periods.
• Participate in meetings and training as required to support ongoing development of the payroll function.
• Maintain awareness of changes in payroll legislation and ensure compliance with relevant policies and procedures.
• Undertake any other reasonable duties as required by the Chief Executive or Senior Leadership Team and as required within the Finance Team.

Administration

• Take responsibility for your own administration, completing all work to the highest and most thorough standards.
• Maintain accurate and up-to-date records using agreed systems including Sage Payroll, MS Office 365, and HR databases.
• Respond promptly and professionally to payroll and staff enquiries.

General Duties

• Work collaboratively and cooperatively with your Beaumond House colleagues.
• Respect confidentiality applying to all areas of Beaumond House.
• Abide by the Health and Safety at Work Act.
• Work within Beaumond House policies and procedures.
• Participate in and contribute to team meetings.
• Always behave in a professional manner, reflecting and maintaining Beaumond House values.

Please note

All roles are subject to receipt of satisfactory references and Disclosure & Barring Service checks. This Job Description is intended as a guide only and is not an exhaustive list of duties. It is subject to periodic review with the post holder.

Person Specification

Experience

• Previous experience in payroll administration.
• Experience of working within a healthcare, hospice, or charity environment.
• Experience of system improvement or digital transformation within payroll or finance.

Qualifications

• A recognised payroll or finance qualification (e.g. CIPP or equivalent).

Skills and Attributes

• Hold the right to work in the UK as Beaumond House Hospice Care are not able to provide Visa Sponsorship.
• Competence with Sage Payroll and good working knowledge of Microsoft Office (especially Excel and Outlook).
• Sound understanding of PAYE, NI, pension schemes, statutory payments, and payroll legislation.
• Knowledge of holiday calculations, including irregular hours and bank hours, which is important in a care setting.
• Excellent attention to detail and ability to work accurately under pressure and to tight deadlines.
• Strong interpersonal skills with the ability to liaise effectively with HR, Finance, and Clinical teams.
• Excellent written and verbal communication skills.
• Confidence to take initiative and contribute to developing systems and processes during a period of change and ongoing.
• Flexible and adaptable approach, with a willingness to work as part of the finance team.
• High level of integrity, professionalism, and commitment to confidentiality.
• Access to a vehicle and willingness to travel across the area of operation as and when required.
• Clear understanding of confidentiality and data protection with written and computerised material and processes.
• Ability to organise oneself, prioritise varied workloads, plan effectively and work to deadlines.
• Ability to support colleagues and build good working relationships at all levels.
• Knowledge or awareness of hospice or palliative care services.
• Understanding of HR processes and their link with payroll administration.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.