Role Purpose
The Senior Payroll Assistant provides a comprehensive payroll, pensions, audit, and administrative service within the HR Department. The role ensures employees are paid accurately and on time, statutory requirements are met, and internal audit and financial regulations are adhered to. The postholder will support month-end payroll processes, prepare payroll reports, and contribute to departmental priorities as part of a small team.
Key Responsibilities
Payroll Processing & Data Management
*Manage an allocated set of employee payroll records, ensuring accurate and timely payment in line with organisational policies.
*Input payroll changes into HR and payroll systems accurately and within strict deadlines.
*Maintain knowledge of employee Terms & Conditions, with particular focus on pay-related matters.
*Ensure payroll data and records are stored securely and comply with statutory retention requirements.
Queries, Advice & Customer Service
*Log, investigate, and resolve payroll and pension enquiries received by telephone, email, or post.
*Handle more complex payroll cases and escalate unresolved issues to the Payroll & Pensions Manager where necessary.
*Provide payroll and system advice to managers and employees within agreed parameters.
*Respond to reference requests (e.g., mortgage or tenancy) in line with confidentiality and procedural standards.
Pensions Administration
*Request pension estimates and liaise with pension providers and local authority partners.
*Support accurate reporting, reconciliation, and compliance around pension contributions.
Audit, Compliance & Month-End
*Complete monthly payroll audit checks and produce statutory outputs.
*Ensure monthly payroll reconciliations are accurate and completed on time.
*Assist with month-end payroll processing and undertake full payroll runs in the manager’s absence.
*Produce statutory returns, including National Statistics submissions.
*Support responses to Freedom of Information requests within agreed timescales.
Team Support & Development
*Support the Payroll Manager with reports, statistical data, and system development.
*Provide guidance and training to the Payroll Assistant where required.
*Assist with departmental documentation, process improvements, and procedure updates.
*Provide cover for colleagues during periods of absence.
*Participate actively in team briefings and departmental communication.
General Administration
*Ensure accurate filing, archiving, and maintenance of confidential records.
*Produce high-quality spreadsheets and documents as required.
*Ensure accurate distribution of payroll information to employees.
Person Specification
Essential Knowledge & Skills
*Strong IT capability, including all Microsoft Office applications (particularly Excel).
*Ability to organise and prioritise a busy workload.
*Excellent communication skills – verbal, written, and interpersonal.
*Solid understanding of UK payroll legislation and statutory requirements.
*Exceptional attention to detail with high numerical accuracy.
*Confident liaising with internal colleagues and external partners.
Essential Qualifications
*GCSE (or equivalent) in Maths and English at Grade C/4 or above.
Essential Experience
*Demonstrable experience in payroll, ideally within a large or complex environment.
*Experience using SAP or other ERP payroll systems.
*Proficient Excel user, capable of working with formulas, nested logic, data matching, and large datasets