Job purpose:
To ensure timely, accurate, and compliant processing of payroll for multiple business entities. The Payroll Specialist will maintain high standards of confidentiality and accuracy while administering PAYE, NIC, pension auto-enrolment, and other statutory requirements in accordance with UK legislation.
Role Competencies:
Planning Timescales:
• Plan and deliver monthly payroll cycles, ensuring all statutory submissions and payments are processed within HMRC and pension deadlines.
• Organise and prioritise tasks to manage payroll across multiple departments, accommodating changes such as new starters, leavers, and variable pay data.
• Support longer-term planning such as year-end reporting (P60s, P11Ds) and system updates.
• Monitor changes in payroll legislation and proactively implement necessary adjustments.
Decision Making:
• Make timely and accurate payroll decisions, including adjustments and corrections, within scope of responsibility.
• Use judgment to resolve discrepancies in pay, tax codes, and pension contributions.
• Escalate complex issues appropriately while taking ownership of routine payroll decisions.
Impact and Influence:
• Act as a reliable point of contact for payroll-related queries across departments.
• Clearly communicate payroll matters to employees, explaining deductions, entitlements, and tax implications.
• Support Finance in interpreting payroll data for internal reporting and audits.
Skill Level:
• Demonstrate specialist knowledge in UK payroll processing, including experience with Real Time Information (RTI), statutory payments (SSP, SMP, etc.), and pension administration.
• Operate various payroll software systems (e.g., Sage, Xero, ADP) with accuracy and confidence.
• Deliver technical support to colleagues, maintain data accuracy, and advise on best practices.
Communication:
• Communicate clearly and professionally with employees, managers, and external bodies (e.g., HMRC).
• Prepare standard communications such as payslips, payroll notifications, and legislative updates.
• Collaborate cross-functionally with Finance to ensure data consistency.
Budget Management:
• Demonstrate awareness of payroll’s impact on departmental and company-wide budgets.
• Accurately calculate payroll costs and provide reports to assist with financial planning and control.
Lead and Develop:
• Provide guidance on payroll processes and system use to junior staff or team members when required.
• Maintain continuous professional development, staying informed of changes to payroll law and software enhancements.
• Take initiative in improving payroll accuracy and process efficiency.
Operating Parameters:
• Work within established company policies and statutory payroll frameworks.
• Maintain accurate payroll records, ensuring data confidentiality in accordance with GDPR.
• Respond to internal audits and external inspections (e.g., HMRC, pension regulator) with professionalism and accuracy.
Essential and Desirable Job Criteria:
• Minimum 2 years’ experience in UK payroll. (E)
• Strong understanding of PAYE, NIC, and statutory payroll processes. (E)
• Proficient in payroll software (e.g., Sage, Xero, IRIS, ADP). (E)
• Excellent numerical and IT skills, especially Microsoft Excel. (E)
• Able to manage sensitive information with discretion. (E)
• Clear written and verbal communication skills. (E)
• CIPP qualification (or working towards). (E)
• Experience managing payroll for multiple sites or legal entities. (D)
• Familiarity with finance reconciliation and payroll reporting requirements. (D)
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