Microsoft Word - Payroll and HR Systems Manager JD - Updated
Main Purpose of the role
Responsible for the effective management, delivery, and continuous improvement of the College’s payroll and HR information systems.
Manage all aspects of payroll processing within a managed payroll service environment, ensuring accuracy, compliance, and timely delivery.
Provide expert knowledge of payroll legislation, pension schemes, maternity pay, holiday pay regulations (including term‑time‑only), and system configuration.
Support the wider People Services Team by enhancing HR systems, enabling data‑driven decision‑making and contributing to broader HR, CPD, and OD services.
Provide confidential services at all times ensuring full compliance with GDPR and data protection legislation, protecting the confidentiality and security of staff and college data accessible through People Services systems and processes.
Responsible for end‑to‑end payroll system change management, ensuring all configuration, legislative, and integration changes are fully impact‑assessed, tested, and validated prior to implementation.
Payroll Management
* Oversee and undertake all payroll processing activities to ensure accurate and timely monthly payroll runs.
* Act as the primary liaison with the managed payroll provider, ensuring data accuracy, issue resolution, and SLA compliance.
* Ensure correct configuration of the payroll system, including responsibility for managing system upgrades, testing, integrations, and quality assurance.
* Maintain expert knowledge of statutory deductions, PAYE, tax, National Insurance, statutory payments, salary sacrifice schemes, and payroll legislation.
* Accurately administer and advise on statutory and occupational maternity pay, sick pay, special leave, and other unpaid leave.
* Apply correct holiday pay regulations for all staff types, including casual, variable‑hours, and term‑time‑only arrangements.
* Conduct payroll audits, reconciliations, and compliance checks to ensure robust financial and legislative control.
* Implement annual pay awards, cost‑of‑living increases, and contractual changes in line with College policy; process and verify incremental progressions ensuring accuracy, eligibility, and compliance with relevant policies.
* Provide expert guidance to staff and managers on payroll matters.
* Liaise closely with the Finance team to support payroll budget monitoring, provide accurate payroll information, and resolve any discrepancies or anomalies promptly and effectively.
* Produce reports as needed to inform workforce developments.
Systems & Data Integrity
* Support system upgrades, data quality, and reporting capabilities.
* Ensure changes to system elements are implemented, tested, and released into a live environment to enable accurate payroll processing and reporting.
Pension Administration
* In partnership with the external payroll provider, manage and administer the pension schemes to a high standard and to prepare information required for annual returns to fulfil legislative requirements and regulatory compliance.
* Ensure accurate contribution deductions and pension submissions, and process contribution repayments as needed.
* Ensure that auto‑enrolment is operated correctly and efficiently.
* Act as the primary contact for pension scheme administrators and support audits or data reconciliation requests.
* Act as the primary contact for pension queries including historic queries relating to past staff.
* Improve staff knowledge of pension scheme benefits by sharing factual information, directing staff to appropriate resources, and coordinating external provider‑led information sessions where necessary.
* The role does not provide pensions or financial advice.
* Managing document storage and archiving processes in line with data retention.
HR Systems, Data Management and Reporting
* Provide oversight of HR systems, ensuring efficient and effective use of all functionality.
* Provide training and support to increase team confidence and competence in system usage.
* Support upgrades and system development to improve the quality and accuracy of system data.
* Support the development of reports and data analysis that will provide useful insights for people services improvements and initiatives.
People Services Support
* Provide support to various people processes as required including but not limited to recruitment and retention, pre‑employment checks, induction, CPD, wellbeing, projects and initiatives, dealing with general queries and providing assistance to update the Single Central Record.
* Produce letters and other documents as requested to support wider team functions.
* Maintain electronic filing systems, ensuring information is securely stored in line with data retention processes.
* Provide an approachable and helpful first point of contact on behalf of the People Services team to our internal and external customers via email, telephone or face to face.
General Duties
* Ensure compliance with college policies and procedures.
* Actively promote and role‑model the college’s values, demonstrating these consistently through conduct, behaviours and performance of duties.
* Uphold the College’s commitment to health and safety by acting in accordance with all relevant procedures and taking reasonable steps to protect your own wellbeing and that of colleagues, students and visitors.
* Provide support to the wider College community by assisting with key activities and events, including (but not limited to) marketing, open days, enrolment and exam invigilation.
* Proactively maintain and develop professional knowledge and skills through ongoing CPD.
* Demonstrate a commitment to equality, diversity and inclusion by acting in a non‑discriminatory manner and supporting the College’s work to create an environment where all individuals feel respected and valued.
* Any other duties commensurate with the post.
Role Dimensions
* Administer People and Payroll tasks in line with the above description.
* Liaise with Payroll Providers and Pension schemes when applicable.
* Work collaboratively with staff, managers and other college teams.
Key Interfaces
* Colleagues and Managers across the College.
* People Services Team.
* External providers and agencies.
* Payroll & Pensions Providers.
Person Specification
Essential Criteria
* Level 2 qualifications, including English and Maths, or equivalent demonstrable experience.
* Evidence of continuing professional development.
* Training in HR Systems administration or data management.
* Payroll related qualification or equivalent training/willing to undertake.
* Experienced in delivery of full payroll services including monthly payroll production, pay award processing, incremental progression, payroll system configuration, upgrades, testing and development.
* Experienced in payroll systems management.
* Experience of MHR iTrent for payroll and HR.
* Experience of administering statutory deductions, PAYE, NI, statutory payments and salary sacrifice.
* Experience of administering maternity pay, sick pay, special leave and unpaid leave.
* Knowledge of holiday pay regulations and experience of holiday pay calculations for a range of contract types including Term Time only and casual.
* Experience of administering pension schemes.
* Knowledge of Teachers’ Pension and Local Government Pension regulation and experience of administering these.
* Experience of producing payroll reports and using these for pay modelling, Gender Pay Gap reporting etc.
* Competent user of Microsoft Office, including Word, PowerPoint and Outlook.
* Skilled in using Excel for producing meaningful and clear reports and data analysis.
* A passion for payroll and the ability to interpret and apply payroll related legislation.
* Able to maintain confidentiality at all times.
* Strong analytical and numerical skills with the ability to input and extract data to a high degree of accuracy.
* Ability to quickly learn new electronic systems and support others in their effective use.
* Commitment to learning and continuous improvement including systems and services improvements as well as personal development.
* Good communication skills, verbal (including telephone) and written (including letters and email).
* Friendly, polite and courteous manner in dealing with people at all levels in the organisation.
* A systematic, accurate and highly organised approach to work with the ability to meet deadlines.
* Initiative: Demonstrating the willingness and ability to use initiative–whether that means deciding on necessary action and following it through or suggesting ways to work in a better way.
* Flexibility: Be able to work flexible hours including some evenings and occasional weekends.
* Influencing Skills: The ability to persuade others.
* Interpersonal Skills: The ability to communicate and interact with other people in a way that promotes cooperative relationships.
* Teamwork: The willingness and ability to collaborate and work closely with colleagues in a mutually supportive manner.
* Ability to meet particular conditions of the role e.g. unsocial hours.
* Access to a vehicle.
* Full Driving Licence.
Circumstances of Role (if applicable)
* Ability to meet particular conditions of the role e.g. unsocial hours.
* Access to a vehicle.
* Full Driving Licence.
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