Expenses Assistant

Job overview

Payroll Expenses Assistant

Permanent

37.5 hours, Monday – Friday

Location: Coventry

We are looking for an enthusiastic Expenses Assistant, to help with the administration of the Trust Benefits schemes, Lease cars, Car parking and Expense claims within a busy Payroll Department ensuring the delivery of a high quality service to our work force and external organisations.

You will support the Expenses Officer and Payroll Management ensuring all processes within the department are adhered to in a timely and accurate manner.

You will work closely with Payroll, Human Resources, Fleet Solutions and ISS

You will need to have strong communication skills along with the ability to learn complex regulations.

This is an interesting role and we are looking for a conscientious team player who will ensure our high standards and positive reputation.

Please be advised interviews are proposed for week commencing 12th January 2026.

Please note this vacancy is not eligible for sponsorship.

Main duties of the job

The post holder works with the Expenses Officer and is responsible for the provision, administration and checking of the Trusts travel, course, relocation and subsistence expense claims in an accurate and timely manner. The post holder manages all administration and maintenance as system admin for the Trusts expense system.  They assist in all aspects of the Trusts lease and salary sacrifice Car schemes, maintenance of staff car parking deductions and also administrate new and cessation of car passes. As well as the administration of other Trust Benefit Schemes.

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

Detailed job description and main responsibilities

• Process payments after leaving in accordance with AFC conditions and Inland Revenue regulations.
• Produce batch file for transfer to ESR, checking for rejections and errors and ensuring corrective action is taken to ensure payment.
• Provide monthly information requested by finance on expenses paid, e.g. for the purpose of recharging.
• Provide monthly figures on carbon emissions to the Sustainable Development Manager
• Provide reports to ISS for car parking deductions and staff with non qualifying salary for deductions.
• Manage monthly workloads ensuring they are paid accurately and in a timely manner. Working within strict deadlines
• Control and quality check all documentation received such as expense claims, receipts and query late and incomplete or unclear information with the relevant department.
• Administer payments in line with statutory, national or local regulations and policies.
• Responsible for maintaining and updating own knowledge in relation to terms and conditions for the payment of expenses.
• Assist in the administration of the Car Lease Scheme and act as a source of help and advice to employees.
• Ensure that Salary Sacrifice car details are entered onto ESR in order for P11D information to be accurate and therefore informing HMRC of the correct information.
• Ensure all Benefit scheme deductions are entered onto ESR in a timely and accurate manner, and associated benefit reporting for HMRC

For further details please see the attached job description.