HR Executive / Senior Executive - Payroll Management (Hospital)

JOB SUMMARY

The Payroll Executive will be responsible for managing end-to-end payroll processing for employees, consultants, and other workforce categories within the hospital. The role will ensure accurate and timely salary processing, statutory compliance, payroll reconciliations, employee query resolution, and support for internal and external audits.

The incumbent should possess prior experience in a multi-specialty hospital environment and demonstrate a strong understanding of healthcare workforce structures, payroll administration, statutory compliance, attendance management, and HR operations.

KEY RESPONSIBILITIES

Payroll Processing

• Execute end-to-end monthly payroll processing.
• Validate attendance, shift schedules, leave records, and payroll inputs.
• Process regular salary, arrears, incentives, reimbursements, and full & final settlements.
• Ensure timely and accurate salary disbursement.
• Verify payroll changes including promotions, transfers, salary revisions, and new joiners.

Hospital Payroll Administration

• Process payroll for clinical and non-clinical employees.
• Handle payroll inputs for nurses, technicians, administrative staff, and support functions.
• Coordinate consultant payment processing and reconciliation.
• Manage statutory and contractual payroll requirements.
• Process shift allowances, night-duty allowances, on-call payments, and other hospital-specific pay components.

Statutory Compliance

• Ensure compliance with:
• PF
• ESIC
• Professional Tax
• Labour Welfare Fund
• Income Tax / TDS
• Bonus and Gratuity provisions
• Support statutory audits and inspections.
• Coordinate statutory filings and reconciliations.

Payroll Reconciliation & Reporting

• Reconcile payroll registers and salary reports.
• Generate monthly payroll MIS and dashboards.
• Support finance team with salary accounting reports.
• Analyze payroll variances and identify discrepancies.
• Prepare employee cost reports and manpower reports.

Employee Query Management

• Resolve payroll-related employee queries within defined timelines.
• Explain salary structures, deductions, tax implications, and payroll calculations.
• Support employees on Form 16, investment declarations, and tax documentation.

Audit & Compliance

• Maintain payroll records and documentation.
• Support internal audits, statutory audits, NABH audits, and HR compliance reviews.
• Ensure payroll records are maintained as per organizational policies.

HR Operations Support

• Coordinate with HR Operations, Recruitment, Attendance Management, and Finance teams.
• Support onboarding and separation payroll processes.
• Assist in preparation of payroll-related analytics and workforce reports.

EDUCATION

Essential

• Graduate in Commerce, Finance, Accounting, Business Administration, or Human Resources.

Preferred

• MBA HR
• M.Com
• PGDM HR
• Diploma in Labour Laws (added advantage)

EXPERIENCE

Essential

• 3-6 years of payroll administration experience.

Preferred

• Experience in a Multi-Specialty Hospital.
• Handling payroll for 500+ employees.
• Exposure to consultant payouts and healthcare workforce payroll.
• Knowledge of healthcare HR operations.

TECHNICAL SKILLS

Payroll

• End-to-End Payroll Processing
• Payroll Reconciliation
• F&F Settlement
• Salary Structuring
• Payroll Audits
• Consultant Payments

Compliance

• PF
• ESIC
• PT
• Labour Laws
• Income Tax / TDS
• Gratuity
• Bonus

Systems

• SAP HR
• SuccessFactors
• Oracle HCM
• Darwinbox
• HRMS
• Payroll Management Systems

Reporting

• Advanced Excel
• Pivot Tables
• VLOOKUP/XLOOKUP
• Payroll Dashboards
• MIS Reporting

KEY COMPETENCIES

Functional Competencies

• Payroll Processing
• Payroll Compliance
• Payroll Audit Management
• Statutory Compliance
• Payroll Analytics
• HR Operations
• Data Validation
• Reconciliation

Behavioral Competencies

• Attention to Detail
• Confidentiality
• Analytical Thinking
• Process Orientation
• Accountability
• Time Management
• Stakeholder Management
• Problem Solving

IDEAL CANDIDATE

• Has managed payroll in a hospital environment.
• Understands payroll complexities of nurses, consultants, and clinical staff.
• Demonstrates strong statutory compliance knowledge.
• Possesses excellent payroll reconciliation and reporting skills.
• Is comfortable handling large employee populations and tight payroll timelines.
• Maintains high standards of data accuracy and confidentiality.