An exciting opportunity has arisen for a Payroll Administrator Apprentice to join the Payroll Services team at The Dudley Group NHS Foundation Trust.
Our Payroll Administrator apprenticeship offers you the chance to earn a salary, gain valuable experience and new skills, whilst supported to achieve a professional qualification.
The Dudley Group NHS Foundation Trust is looking for individuals who are:
* Pro-active
* Self-motivated
* Caring and Respectful
Individuals will also be keen to learn and develop new skills and willing to be flexible to meet the changing demands of the service.
Main duties of the job
As an Apprentice Payroll Administrator, you will support the payroll team by learning to process routine tasks such as starters, leavers and basic pay changes, updating information in ESR and ensuring data accuracy. You will handle simple payroll queries, assist with accuracy checks, prepare standard letters and learn to upload ad-hoc payments and adjustments. During the apprenticeship, you will also gain knowledge of tax, National Insurance, pensions and HMRC processes. You will work professionally with colleagues, follow procedures and contribute to the smooth running of the payroll service while completing the Level 3 Payroll Administrator Apprenticeship through off-the-job learning and assessments. The programme lasts 18 months, delivered by Smart Training and Recruitment, and is paid at £7.55 per hour for the first 12 months, increasing to National Minimum Wage for age in the final six. Candidates must hold GCSE Maths and English at grade D/3 or Functional Skills Level 1 and provide original certificates. Some higher-level qualifications make applicants ineligible
About us
At the Dudley Group our patients and staff are at the heart of all that we do and that is to provide a world class service that aligns with our vision of "excellent health care, improved health for all". We are seeking to recruit staff who share our vision and values of making Dudley Group an incredible workplace.
As part of the NHS People Promise, your wellbeing is our priority, and we are committed to ensuring our employees achieve a healthy work-life balance supported by our flexible working options and by making reasonable adjustments where possible. We believe no-one should have to sacrifice family, friends, or their personal interests for work. We are a modern employer able to attract and retain high quality staff through our commitment to the NHS People Promise.
As an employer, we foster an inclusive environment where everyone feels valued, supported, and empowered to contribute their best. We want to ensure that our workforce is representative of the population we serve. More information - inclusive practice people promise.
Dudley Group offer many opportunities for our staff to develop and grow within their roles through our Learning & OD Team. These include topics such as communication, wellbeing, team development, cultural competency, and values.
Please click below to view our EDI page: Equality, Diversity, and Inclusion - The Dudley Group NHS Foundation Trust (dgft.nhs.uk)
Job responsibilities
As a Payroll Administrator Apprentice, you will support the payroll team in delivering accurate and timely pay for NHS staff while developing your knowledge of payroll processes, national legislation, NHS Terms and Conditions, and Trust policies.
Working under close guidance and supervision from experienced payroll staff, you will help with basic administrative tasks such as maintaining payroll records, entering routine information into the Electronic Staff Record (ESR) system, and assisting in resolving straightforward payroll queries. You will receive training to help you plan and organise your workload so that key weekly, monthly and annual deadlines are met.
This apprenticeship role is designed to help you build strong administrative skills while contributing to the efficient and reliable running of the payroll service. You will be supported to learn how to work accurately, meet deadlines, and provide a friendly and helpful service to staff.
1. Develop skills in processing a range of routine payroll changes, including starters, leavers, and basic pay amendments, completing tasks independently once trained and with oversight from senior payroll staff.
2. Accurately enter and update payroll information in ESR, learning to maintain data quality, follow audit rules, and apply GDPR principles while developing more confidence in system use.
3. Handle routine payroll queries more independently, using developing payroll knowledge to provide clear information, while escalating complex or sensitive issues appropriately.
4. Carry out basic payroll accuracy checks, learning how to compare reports, identify simple inconsistencies, and support compliance with audit requirements under guidance.
5. Prepare and issue standard payroll letters and forms, building confidence in producing absencerelated documents, pay notifications and statutory forms correctly and on time.
6. Upload and prepare payroll items, such as enhancements, adhoc payments, and adjustments, using ESR and Web ADI once trained, ensuring work is checked and authorised before submission.
7. Apply developing knowledge of payroll deductions, including tax, National Insurance, and pensions, to review pay records and ensure correct pension details, pay tiers and capacity codes for new starters and changes.
8. Support weekly and monthly payroll cycles, including setting up assignments, working on the unique ID report, contributing to HMRC file checks, and escalating any issues or failed items appropriately.
9. Communicate effectively and professionally, explaining straightforward payroll information to staff, using appropriate judgement for sensitive matters such as overpayments or missing pay, and seeking support when required.
10. Contribute actively to the team and the apprenticeship programme, attending meetings, completing learning tasks, supporting simple information requests, and identifying small improvements to processes as part of developing workplace skills.
11. Undertake the Level 3 Payroll Administrator Apprenticeship, completing all required learning, offthejob training, assignments and assessments, and applying newly acquired knowledge and skills to daytoday payroll tasks under supervision.
Personal Responsibilities
1. Work collaboratively within the team, promoting good working practices and a positive culture.
2. Maintain strict confidentiality of all personal information relating to staff and patients, ensuring compliance with GDPR regulations at all times.
3. Participate in annual reviews and work towards agreed objectives.
4. Complete all mandatory training and engage in required learning activities, workshops, assessments, and development opportunities.
5. Attend review meetings with the training provider and line manager as necessary.
6. Stay up to date with government requirements for off-the-job training as part of the apprenticeship program.
7. Adhere to Trust and departmental policies and procedures, ensuring professional representation of the Trust at all times.
Organisational Values
The post holder will:
Care: You will listen, be respectful and treat others with compassion and kindness.
Respect: You will behave with respect to everyone you meet and encourage an inclusive culture where we respect the contribution everyone makes.
Responsibility: You will take responsibility for yourself and your team.
Person Specification
Analytical & Judgement Skills
* Accuracy and attention to detail
* Prioritisation
* Multitasking
* Strong organisational skills
Experience
* Previous work experience in an administrative or customer service environment
Qualifications
* Maths and English at GCSE grade D or above (3-9), or equivalent Functional Skills at Level 1
Communication
* Good interpersonal skills
* Commitment to developing a professional approach when interacting with colleagues, patients, and visitors
Knowledge and Training
* Basic keyboard and computer skills
* Basic knowledge of Microsoft Office applications (Word, Excel, Outlook)
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Depending on experience£7.55 Per/Hr - Salary of £14,762.99
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