Payroll Administrator
UK Management College · Direct employer
Department: Human Resources
Location: Openshaw (On-site, as required)
Position Type: Permanent, Full-Time
Working Hours: 37.5 hours per week
Working Pattern: Monday to Friday (with flexibility during payroll deadlines)
Reports To: HR Manager
About UK Management College
UK Management College (UKMC) is a growing higher education provider offering a range of business-focused and professional programmes. Our focus is on delivering practical, career-driven education that prepares students for real opportunities in industry. We work with experienced academics, established professionals, and industry partners to ensure our courses remain relevant, supportive, and high-quality.
The Role
The Payroll Administrator is responsible for supporting the accurate and timely processing of payroll for all UK Management College employees, including full-time, part-time, and zero-hours staff.
A key responsibility of the role is monitoring staff attendance records, coordinating with line managers, and ensuring employees correctly clock in and clock out in line with College procedures.
The post holder will work closely with HR, Finance, Academic Services, and managers to ensure payroll information is processed accurately, compliantly, and within agreed deadlines.
The Payroll Administrator will have a strong understanding of UK payroll legislation, including PAYE, National Insurance, tax codes, workplace pensions, student loan deductions, statutory deductions, and HMRC reporting requirements. Experience with the NEST pension scheme would be highly desirable.
The role requires excellent organisational skills, attention to detail, confidentiality, and the ability to work effectively under pressure during payroll deadlines.
Key Responsibilities
Attendance and Clock-In/Clock-Out Monitoring
- Monitor daily attendance records to ensure all employees correctly clock in and clock out.
- Follow up with employees and managers where attendance records are missing, inaccurate, or incomplete.
- Coordinate with managers to confirm working hours, overtime, absences, annual leave, and changes to working patterns.
- Ensure full-time, part-time, and zero-hours employees' hours are accurately recorded and approved before payroll processing.
- Maintain records of attendance amendments and ensure appropriate authorisation is obtained.
- Support employees and managers in understanding attendance and timekeeping procedures.
- Produce attendance reports and exception reports for management review.
- Identify attendance discrepancies and escalate concerns where necessary.
- Assist with the preparation, checking, and processing of monthly payroll.
- Collect, verify, and update payroll information including:
- Starters and leavers
- Salary changes
- Contract amendments
- Overtime
- Annual leave
- Sickness absence
- Unpaid leave
- Variable hours
- Final salary payments
- Support the calculation of:
- Salary adjustments
- Holiday pay
- Arrears
- Overpayments
- Underpayments
- Final payments
- Ensure payroll submissions are completed accurately and within payroll deadlines.
- Liaise with Finance and HR teams to ensure payroll information is complete and accurate.
- Maintain payroll records and documentation securely.
- Produce payroll reports as required.
- Work flexibly during payroll periods, including occasional evenings or weekends when necessary.
- Support payroll compliance with UK employment legislation and HMRC requirements.
- Assist with Full Payment Submission (FPS) reporting to HMRC.
- Maintain knowledge of:
- PAYE
- Tax codes
- National Insurance Contributions
- Statutory deductions
- Payroll reporting requirements
- Process employee deductions accurately and in line with legislation.
- Support employees with payroll-related tax queries.
- Tax code changes
- Emergency tax
- Incorrect deductions
- HMRC notifications
- Liaise with HMRC, payroll providers, Finance, and other stakeholders where necessary.
- Investigate and resolve payroll discrepancies relating to tax and statutory deductions.
- Ensure payroll records are maintained in accordance with audit and compliance requirements.
- Support workplace pension administration and compliance.
- Administer:
- Auto-enrolment
- Employee pension deductions
- Pension opt-outs
- Pension refunds
- Respond to employee pension queries professionally and accurately.
- Maintain pension records and ensure data is updated within payroll and HR systems.
- Support pension enrolment and employee communications.
- Coordinate pension refund requests where applicable.
- Liaise with NEST and other pension providers to resolve pension-related issues.
- Ensure compliance with workplace pension regulations.
- Maintain knowledge of student loan and postgraduate loan deduction processes.
- Ensure deductions are applied correctly in line with HMRC notifications.
- Support employees with payroll deduction queries.
- Process and maintain records relating to:
- Student Loans
- Postgraduate Loans
- National Insurance
- PAYE
- Pension deductions
- Other statutory deductions
- Maintain accurate employee records within HRIS and payroll systems.
- Update payroll and employee information, including:
- Pay changes
- Contract changes
- Attendance records
- Absence records
- Pension data
- Statutory deductions
- Ensure employee payroll data remains accurate and up to date.
- Produce payroll, attendance, absence, and employee reports.
- Support the development and improvement of payroll and HR systems.
- Work with HR and Finance teams to improve payroll processes.
- Act as the first point of contact for payroll-related queries.
- Respond to employee and manager enquiries professionally and promptly.
- Explain payroll calculations and deductions clearly.
- Provide guidance regarding:
- Tax
- National Insurance
- Pension deductions
- Student loans
- Attendance-related pay queries
- Escalate complex payroll matters where appropriate.
- Build positive working relationships across departments.
- Ensure payroll activities comply with:
- HMRC regulations
- Employment legislation
- Pension regulations
- GDPR
- College policies and procedures
- Handle confidential payroll information with professionalism and discretion.
- Support payroll audits and compliance reviews.
- Maintain accurate records and documentation.
- Identify payroll, attendance, and compliance risks.
- Contribute to continuous improvement initiatives across payroll and HR operations.
• Previous experience in payroll administration, HR administration, finance administration, or a similar role within the UK.
• Experience processing payroll for full-time, part-time, and zero-hours employees.
• Experience using payroll software and HRIS systems.
• Knowledge of UK payroll legislation and processes.
• Experience handling payroll queries and employee deductions.
• Experience maintaining confidential employee records.
• Understanding of payroll deadlines and compliance requirements.
Essential Requirements
Good understanding of UK payroll processes.
Knowledge of:
- PAYE
- National Insurance
- Tax codes
- Statutory deductions
- Payroll legislation
- Experience using payroll systems and HRIS platforms.
- Understanding of FPS submissions and HMRC reporting requirements.
- Knowledge of workplace pension schemes and auto-enrolment regulations.
- Understanding of student loan and postgraduate loan deductions.
- Strong attention to detail and accuracy.
- Excellent communication and interpersonal skills.
- Strong organisational and time management skills.
- Ability to manage confidential information appropriately.
- Competent in Microsoft Office, particularly Excel and Outlook.
- Ability to work under pressure and meet strict deadlines.
- Flexibility to work additional hours where required.
• Experience working within Higher Education, Further Education, or a multi-site organisation.
• Experience using the NEST Pension Scheme.
• Experience monitoring attendance and clock-in/clock-out records.
• Experience processing variable-hours payroll.
• Experience dealing directly with HMRC payroll queries.
• Experience producing payroll, attendance, and exception reports.
• Payroll qualification or relevant HR/Finance qualification.
• Experience using HR systems such as Employment Hero, PeopleHR, BrightHR, or similar.
Skills & Competencies
• Payroll accuracy and attention to detail.
• Strong analytical and problem-solving skills.
• Knowledge of UK payroll compliance.
• Excellent communication skills.
• Confidentiality and professionalism.
• Strong organisational skills.
• Effective time management.
• Ability to prioritise workload.
• HRIS and payroll systems expertise.
• Teamwork and collaboration.
• Accountability and reliability.
• Flexibility during payroll deadlines.
• Commitment to continuous improvement.
Benefits
• 28 days annual leave (including bank holidays)
• Pension Scheme
• Professional development opportunities
• Supportive and collaborative working environment
• Free onsite parking
• Career progression opportunities
Additional Information
The Payroll Administrator will work closely with HR, Finance, Academic Services, line managers, and employees to ensure payroll, attendance, pension, tax, and deduction-related information is accurate and submitted on time.
As UK Management College employs full-time, part-time, and zero-hours workers, the post holder must proactively follow up on missing attendance records, clarify working hours with managers, resolve payroll discrepancies, and maintain accurate payroll records.
This role is primarily campus-based and requires flexibility during key payroll periods to ensure payroll deadlines are achieved while maintaining high standards of accuracy, confidentiality, and compliance.
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