Head of Payroll (XN10) in Leeds

An exciting and unique opportunity to lead the Payroll and Pensions function at Leeds Teaching Hospitals NHS Trust. Due to the retirement of the current postholder, 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 dedicated to the principle of getting it right first time. The Payroll Service 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 embed the continuous improvement ethos defined by the Leeds Improvement Method. The team has demonstrated willingness to embrace its principles, and it is imperative that this enthusiasm is harnessed through leadership and professionalism of the highest order.

The successful candidate will understand the complexities of NHS terms and conditions, HMRC reporting and interfacing with 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.

Provide strategic leadership and direction for Payroll and Pension services and be responsible for the overall management and performance of the Payroll Department, which provides a Payroll, Expenses and Pensions Administration Service to LTHT and various client trusts and other NHS and non-NHS organisations.

Focus on growing the service with a view to becoming a regional / national centre of excellence for payroll services and develop strategic plans to meet ongoing service provision.

Ensure efficient and effective procedures and policies within Payroll.

Provide expert specialist advice to Client Trusts on payroll systems, payroll procedures, expenses and NHS pensions.

Ensure compliance for each Client with statutory requirements and timescales, and advise on complex issues relating to Payroll and Employment Law. Also:

a) Understand and appraise relevant legislation and guidelines; develop and implement associated policies and procedures within the Payroll Department.

b) Lead long-term strategic plans for the service by creating an operational framework that enables growth, considering current and future client needs and managing uncertainty within the client workforce.

c) Budget and line management responsibility. Current budget £2.8m.

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.

The Payroll Service operates within the Trust’s Leeds Way value set and is embedding the Leeds Improvement Method to enhance efficiency by minimising waste, with the Payroll team embracing its principles.

Leeds Teaching Hospitals is committed to redeploying at-risk members of the workforce to new roles. All adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you experience a delay in shortlisting, please bear with us and contact the named contact with any questions.

Expected Shortlisting Date: 03/10/2025

Planned Interview Date: 16/10/2025

Staff management of 6 Payroll and Pension Teams, incorporating 3 Team Leaders (Band 6) and over 59 staff (bands 2–5).

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

Develop and implement policy and procedures within the Payroll Department, many of which impact all client organisations and affect working practices. Propose policies to Client Trusts and assist in implementation. Implement National Policies and practices within the payroll department and advise client trusts for implementation. Lead service development affecting multiple NHS and non-NHS organisations.

Financial and Physical Resources

Lead long-term strategic plans for the service to enable growth, considering current and future client needs. Budget responsibility for the Payroll Department (£1.34m per annum, increasing with growth) and for authorising spend. Authorise and sign off payrolls valued at £883m per annum. Ensure legitimacy of Inland Revenue payments (£218m per annum) and NHS Pension scheme contributions (£114m per annum). Authorise payments to Inland Revenue, NHS Pension Scheme and third-party agencies. Ensure adequate staffing and equipment levels for the department.

Planning

Plan long-term growth to become a regional / national provider. Negotiate contracts with prospective clients at Board level and set terms of engagement via written Service Level Agreements. Develop 3–5 year strategic plans to sustain and grow service provision.

Human Resources

Full management of the Payroll, Pensions and Employee Expenses and Transactional Processing Departments. Oversee training and professional development, recruitment and retention, grievances, disciplinary issues, sickness absence, appraisals, workload allocation, and regional training participation.

Information Resources

Specialist in the Computerised Payroll System. Manage payroll data, reporting, and interfaces, ensuring accuracy for clients and compliance with information standards and security policies. Produce complex reports; review and design systems, policies and procedures; ensure information governance and confidentiality compliance (Data Protection Act, NHS Code of Confidentiality, GDPR where applicable).

Develop IT systems within the payroll department that impact all clients and respond to information requests under FOI where required.

Research and Development

Setup and test new payroll items to ensure statutory compliance and multi-client needs; test expenses systems; test ESR interfaces; conduct statutory research and ensure returns and fraud audits are completed.

Freedom to Act

Work autonomously, guided by national policy and regulation; develop procedures and policies for staff in payroll and client trusts; direct and guide staff; advise client trusts on interpretations and necessary procedures.

Communication

Regularly advise Directors of HR, Directors of Finance and other senior managers on complex payroll/pensions issues and regulations. Meet client organisation senior staff to review service quality and delivery. Handle employee queries and provide guidance to staff on payroll activities. Propose and implement new procedures and policies with client trusts. Participate in regional and national groups related to payroll systems and pension schemes. Plan and deliver presentations to multi-discipline staff and managers on payroll and pensions matters. Manage stakeholder communications, including TUPE-related matters.

Please note: this content is part of the job description; refer to the attached document for additional details.

• Ability to formulate policies, engineer process change, and evaluate internal controls on a risk-assessed basis.
• Ability to communicate and provide advice to staff and managers up to Director level and with senior management.
• Ability to analyse and resolve complex problems using judgment and analytical skills, implementing corrective action.
• Ability to work independently, manage own workload and others, and adapt priorities flexibly.
• Confident, pleasant, and able to build strong working relationships with colleagues, clients, and senior management.

• Master\'s Degree in Payroll Management or equivalent experience, with extensive NHS Payroll Office management experience.
• Evidence of managerial/HR short courses or qualifications.
• IT qualifications or short courses in Microsoft Office.

• Advanced knowledge of Payroll Procedures, Payroll Legislation, HMRC Legislation, NHS Pensions Legislation.
• In-depth knowledge of computerised payroll systems including ESR, Expenses and eRostering.
• Knowledge of Terms and Conditions of Service for multiple client organisations.
• Knowledge of Data Protection Act and GDPR.

• Other personal competencies include: