Workforce Transactions and Payroll Coordinator

Job overview

The Workforce Transactions and Payroll Coordinator provides day-to-day coordination across the HR Transactions and Payroll Control teams, ensuring that workforce changes, leavers and pay-affecting submissions are processed accurately and on time. You will act as a key link between both functions, helping reduce errors, improve data quality and support managers in understanding the processes they need to follow.

The role involves checking HR forms, resolving common transactional issues, and liaising with the Trust’s payroll provider (NHS SBS) to ensure information is complete and compliant with Trust policy and payroll deadlines. You will supervise junior colleagues within the team and deputise for the Payroll Control Officers when required. This role is ideal for someone with strong ESR knowledge, excellent attention to detail and the confidence to provide clear, consistent advice to managers and staff.

Main duties of the job

The Workforce Transactions and Payroll Coordinator supports the smooth delivery of workforce changes, leavers and pay-impacting submissions across HR Transactions and Payroll Control. You will check forms for accuracy and policy compliance, resolve common issues, and provide clear guidance to managers on terms and conditions, approval flows and payroll cut-off requirements.

You will coordinate day-to-day activity across both teams, helping ensure information is complete, timely and ready for submission to the Trust’s payroll provider. The role includes supervising junior colleagues, supporting their development, and acting as a first point of contact for routine escalations or delays. You will also deputise for Payroll Control Officers when required.

A key part of the role is providing confident advice on parenting-related leave processes, ensuring managers and staff understand entitlements and required documentation. You will help improve data quality by identifying recurring issues, maintaining accurate records, and supporting updates to SOPs, templates and guidance.

To succeed, you will need strong ESR knowledge, excellent attention to detail, and the ability to communicate clearly with managers and colleagues across HR, Finance and Payroll.

Detailed job description and main responsibilities

1. Service Delivery and Operational Support

• Coordinate the day-to-day flow of transactional casework across both payroll and HR services.
• Check leaver, change and parenting-related forms for completeness and policy compliance before submission.
• Respond to general T&Cs queries from managers or staff, working with HR Transactions Officers to provide timely, accurate guidance.
• Troubleshoot rejections and missing data related to changes in hours, role, location or contract.
• Support operational delivery of maternity/paternity/adoption/shared parental leave processes in line with policy.
• Support managers with understanding cut-off dates, approval flows and best practice when completing HR forms.

2. People Management and Team Development

• Provide direct day-to-day supervision of Band 4 HR Transactions Officers and Payroll Control Assistant.
• Promote joined-up team working by supporting shared understanding of HR and payroll interdependencies.
• Act as the first point of contact for team escalations related to HR form queries or delays.
• Provide informal coaching to Band 4 HR Transactions Officers to build understanding of pay-affecting processes.
• Deputise for Band 6 Payroll Control Officers, including leading on escalations and stakeholder liaison when required.

3. Relationship Management and Customer Service

• Be a key point of contact for managers regarding payroll submissions, ensuring advice is clear, confident and in line with policy.
• Provide subject matter expertise on all parenting-related workforce transactions (maternity, paternity, shared parental, adoption).
• Promote positive working relationships across HR, Finance, SBS, and operational teams.
• Respond to queries relating to changes in terms and conditions (e.g. hours, pay, role title, location, flexible working).
• Liaise with managers to resolve incomplete or unclear information on workforce forms.
• Offer confident and consistent advice on routine HR transactional matters (e.g. annual leave adjustments, backdated changes).
• Escalate any policy concerns to senior colleagues in HR where required.

4. Quality, Compliance and Improvement

Monitor and contribute to compliance with Trust pay assurance and payroll control processes.

Support audit requirements by ensuring data integrity and robust record keeping.

Help reduce repeat errors or queries by identifying themes and providing guidance to Band 4s or line managers.

Contribute to the development and updating of SOPs, template forms and guidance to reduce rework or delays.

Liaise with the Workforce Information & Systems team to ensure accuracy in establishment data when relevant to payroll change forms.

5. Systems and Data

Ensure ESR is used effectively to enter, verify and reconcile workforce transactional data.

Maintain records in line with GDPR and Trust standards.

Track forms, escalations, and rejections for reporting and improvement.

Maintain local logs, trackers or dashboards to support team planning and issue resolution.

6. Governance and Compliance

Ensure compliance with data protection legislation, Trust IG policies and NHS data standards.

Maintain audit trails, SOPs and documentation for all key reports and data processes.

Support internal audits and assurance reviews relating to workforce data and reporting.

7.           Other

Participate in personal development and relevant CPD opportunities.

Support the Trust’s equality, diversity and inclusion agenda and role model respectful and values-led leadership.