Payroll Specialist - Part time (3 days per week)

We are Vitesse – the treasury and payment partner of choice for insurance. Join the team re‑defining the payments space. At Vitesse, we’re more than just a payments platform – we’re the trusted financial infrastructure connecting the global insurance ecosystem. Tailor‑made for insurers, brokers, MGAs, and TPAs, our unified platform optimises claims funds, enables real‑time global payments, and delivers full financial control. Our impact is real: over $20 billion in payments across 200+ countries, hundreds of millions returned to insurers’ balance sheets, and counting.

YOUR MISSION

The Payroll Specialist is responsible for managing the full end‑to‑end payroll process, ensuring employees are paid accurately and on time. This role oversees payroll operations, pension contributions, quarterly incentive schemes, and the effective management of the payroll platform, while working closely with the People and Finance teams and key stakeholders to maintain data integrity and compliance. The ideal candidate will have strong financial acumen, a solid understanding of payroll accounting, reconciliations, and financial controls, alongside exceptional attention to detail and a consistently high level of accuracy. You will have excellent written and verbal communication and stakeholder management skills, as well as a high level of integrity and confidentiality. You will demonstrate an ownership mindset, taking full accountability for payroll and incentive delivery while continuously seeking improvements. You will be systems‑savvy and confident managing payroll platforms, highly organised and able to meet strict deadlines, and a strong collaborator who works effectively with HR, Finance, and stakeholders across the business. You will also be proactive in problem‑solving and maintain a strong focus on compliance. A CIPP qualification or equivalent is desirable, along with experience in a fast‑paced or scaling organisation and exposure to process improvement or system implementation projects.

KEY RESPONSIBILITIES

• Manage the complete global payroll cycle from data collection through to payment processing, ensuring accurate and timely monthly payroll.
• Validate payroll inputs including salaries, bonuses, overtime, deductions, and benefits.
• Perform payroll reconciliations and resolve discrepancies promptly.
• Ensure compliance with all statutory regulations and reporting requirements – both locally and globally.
• Administer all quarterly incentive schemes, ensuring accurate calculation and timely payment.
• Collaborate with key stakeholders across the People Team, Finance, and other teams to validate incentive data and ensure alignment with scheme rules.
• Maintain clear documentation and audit trails for all payroll and incentive payments.
• Identify and resolve discrepancies in incentive calculations.
• Administer pension schemes, including enrolment, contributions, and reporting.
• Ensure accurate calculation and submission of employer and employee pension contributions.
• Liaise with pension providers and ensure compliance with auto‑enrolment requirements.
• Own and manage the payroll platform, ensuring data accuracy, integrity, and system optimisation.
• Act as the subject‑matter expert for payroll systems, troubleshooting issues and driving continuous improvements.
• Work closely with the People team to ensure accurate employee data and smooth onboarding and off‑boarding processes.
• Partner with Finance on payroll reporting, reconciliations, and audits.
• Respond to employee payroll queries in a timely and professional manner.
• Ensure adherence to all relevant legislation, including tax, National Insurance, and employment laws.
• Prepare and submit statutory filings and year‑end reports.
• Support internal and external audits related to payroll.

QUALIFICATIONS

• 5‑10 years of experience managing end‑to‑end payroll.
• Strong financial acumen with a solid understanding of payroll accounting, reconciliations, and financial controls.
• Exceptional attention to detail with consistently high levels of accuracy.
• Proficiencies in managing and optimising payroll platforms.
• A collaborative approach working effectively with HR, Finance, and key stakeholders.
• Proactive problem‑solving skills with the ability to identify and resolve issues efficiently.
• Strong focus on compliance and up‑to‑date knowledge of payroll legislation.
• Highly organised, able to manage multiple priorities while meeting strict deadlines.
• Experience administering bonus or incentive schemes.
• Strong knowledge of payroll legislation and pension administration.
• Experience with payroll systems.
• Advanced Excel skills and strong data‑handling capability.
• Excellent communication and stakeholder management skills.
• High level of integrity and confidentiality, fully compliant with local payroll and tax legislation.
• CIPP qualification or equivalent (desirable).
• Previous experience using HiBob (desirable).
• Experience in a fast‑paced or scaling organisation (desirable).
• Exposure to process improvement or system implementation projects (desirable).

BENEFITS

• 25 days Holiday per year (increase by 1 day per year up to 30 days max) + Bank Holidays.
• Hybrid working arrangements.
• Contributory pension scheme.
• Enhanced parental leave.
• Cycle‑to‑Work Scheme.
• Private medical insurance through Vitality.
• Access to Oliva, our mental‑health therapy partners.
• Discounted gym membership.
• Financial coaching with Octopus Wealth.
• 2 days of volunteering leave per year.
• Sabbatical after 5 years of service.
• Life assurance – MetLife (UK employees only).
• Ongoing learning and development to support your career goals.

We understand that everyone has their own work rhythm, and we believe in a flexible working schedule that supports a healthy work/life balance. We offer a hybrid work approach with 2 days minimum in the office in our London St Paul’s office.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER

We are committed to creating an inclusive environment that enables everyone to perform at their best, where we recognise the rights of all individuals to mutual respect and where there is an unbiased acceptance of others. Our policies and practices aim to promote an environment that is free from all forms of unfair discrimination and values the diversity of all people. At the heart of our policy, we seek to treat people fairly and with dignity and respect.

If you need any reasonable interview adjustments please let us know by contacting our Head of Talent at clara.moretti‑parker@vitesse.io.