Payroll Administrator

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.

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.
• Payroll Administration and Processing
  • 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, and final salary payments.
  • Support the calculation of salary adjustments, holiday pay, arrears, overpayments, underpayments, and 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.
• UK Payroll Compliance, Tax, National Insurance and FPS Submissions
  • 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, and payroll reporting requirements.
  • Process employee deductions accurately and in line with legislation.
  • Support employees with payroll-related tax queries.
  • Assist with queries relating to tax code changes, emergency tax, incorrect deductions, and 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.
• Pension Administration and NEST Pension Scheme
  • Support workplace pension administration and compliance.
  • Administer auto-enrolment, employee pension deductions, pension opt-outs, and 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.
• Student Loan and Statutory Deductions
  • 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, and other statutory deductions.
• HRIS and Payroll System Administration
  • 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, and 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.
• Employee Queries and Communication
  • 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, and attendance-related pay queries.
  • Escalate complex payroll matters where appropriate.
  • Build positive working relationships across departments.
• Compliance, Confidentiality and Reporting
  • Ensure payroll activities comply with HMRC regulations, employment legislation, pension regulations, GDPR, and 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.