This is a newly created standalone payroll role to support the business as payroll is brought in-house. The role will be responsible for accurate and timely payroll processing, alongside closely linked activities including expenses, allowances, payroll reporting, reconciliations and payroll-related month-end tasks. The postholder will work closely with HR, Finance and operational managers to ensure payroll inputs are accurate, appropriately approved and processed in line with company policy, HMRC requirements and internal controls.
Payroll processing and controls
- Own the day-to-day payroll cycle, ensuring payroll is processed accurately and in line with agreed deadlines.
- Maintain payroll records including starters, leavers, salary changes, contractual changes, deductions and variable pay.
- Collate, review and process payroll inputs from HR, Planday, Finance, operational managers and other business systems.
- Process overtime, allowances, travel time and other variable pay in line with approved payroll instructions.
- Support pension administration, salary sacrifice arrangements, statutory payments and other payroll deductions.
- Prepare payroll checks, variance reports and supporting information for review and approval before final submission.
- Maintain a clear payroll calendar covering cut-off dates, approval deadlines, HMRC submissions, pension uploads and year-end tasks.
- Respond to payroll queries professionally and confidentially, escalating policy or contractual matters to HR or management where required.
Expenses, allowances and related payments
- Administer employee expenses, mileage and related claims, ensuring appropriate approvals are in place before processing.
- Check claims against company policy and payroll instructions, flagging any missing information or inconsistencies before payment.
- Support the accurate processing of taxable and non-taxable payroll elements, escalating treatment queries to the relevant manager, HR or Finance where clarification is required.
- Maintain records and audit trails for expenses, allowances and payroll-related payments.
Systems, process improvement and controls
- Work confidently across multiple systems, including Planday, payroll software, HR systems, finance systems, pension portals and HMRC platforms.
- Support the transition from outsourced to in-house payroll by helping to develop payroll processes, checklists, controls and standard operating procedures.
- Review how payroll data flows between systems and departments, identifying opportunities to reduce manual work, improve accuracy and strengthen audit trails.
- Check payroll data from Planday and other systems against approved payroll inputs, highlighting any gaps or inconsistencies before processing.
- Maintain accurate payroll records in line with GDPR, confidentiality requirements and internal document control standards.
Payroll reporting and month-end support
- Prepare payroll journals, payroll reconciliations and payroll-related month-end reporting.
- Produce payroll reports and analysis to support HR, Finance and management decision-making, including payroll movements, overtime, allowances, expenses and variance reporting.
- Support payroll year-end activity, audit requests and preparation of payroll information for internal and external stakeholders.
General
- Work collaboratively with HR, Finance and operational managers while maintaining ownership of payroll accuracy and controls.
- Recognise that different employee groups may have different payroll rules, working patterns, allowances or contractual arrangements.
- Understand payroll variances between employee groups and escalate where clarification is required; HR and management retain ownership of contractual and policy interpretation.
- Maintain a high level of confidentiality and discretion when handling employee pay, personal data and sensitive payroll information.
- Promote consistent, controlled and well-documented payroll processes across the business.
Competencies
- Highly accurate and detail-focused, with a strong sense of ownership and accountability.
- Able to work independently in a standalone payroll role while building effective working relationships across departments.
- Organised, calm under pressure and confident working to payroll and month-end deadlines.
- Comfortable challenging incomplete, inconsistent or unapproved payroll information before processing.
- Systems-minded and process-driven, with a proactive approach to improving controls and reducing manual work.
- Clear communicator with the ability to support employees and managers in a practical, professional and confidential way.
Qualifications/Experience - Formal payroll qualifications are beneficial but not essential where the candidate can demonstrate strong relevant experience.
- Demonstrable experience in an end-to-end payroll role, ideally within an in-house or complex payroll environment.
- Experience processing payroll with varied pay arrangements such as overtime, allowances, expenses, shift patterns, travel time, pensions or salary sacrifice.
- Confidence working with multiple systems and good Excel skills; experience with Planday or another rota/time and attendance system would be beneficial.
- Good working knowledge of PAYE, National Insurance, statutory payments, pensions and payroll compliance requirements.
- Experience preparing payroll reconciliations, payroll journals or month-end payroll reports would be advantageous.
- CIPP qualification or working towards CIPP would be desirable, but practical payroll experience is the priority.
Benefits:
- Company pension
- Employee discount
- Health & wellbeing programme
- Life insurance
- On-site parking
- Private medical insurance
- Sick pay
Work Location: In person
