UK Management College
Payroll Administrator
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Payroll Administrator
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. 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.
Key Responsibilities of the Role
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Monitor staff attendance records and ensure employees correctly clock in and clock out in line with College procedures.
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Work closely with HR, Finance, Academic Services, and managers to guarantee payroll accuracy, compliance, and adherence to deadlines.
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Maintain strong understanding of UK payroll legislation, including:
- PAYE
- National Insurance
- Tax codes
- Workplace pensions
- Student loan deductions
- Statutory deductions
- HMRC reporting requirements
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Experience with the NEST pension scheme is highly desirable.
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Demonstrate excellent organisational skills, attention to detail, confidentiality, and ability to work under pressure during payroll deadlines.
Key Responsibilities
1. Attendance and Clock-In/Clock-Out Monitoring
- Monitor daily attendance records to ensure all employees correctly clock in and out.
- Follow up with employees and managers where attendance records are missing, inaccurate, or incomplete.
- Confirm and approve working hours, overtime, absences, annual leave, and working pattern changes.
- Ensure full-time, part-time, and zero-hours employees' hours are recorded accurately.
- Maintain records of amendments and obtain appropriate signed authorisation.
- Support employees and managers in understanding attendance procedures.
- Produce attendance and exception reports for management review.
- Identify and escalate attendance discrepancies.
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2. Payroll Administration and Processing
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Assist in preparation, checking, and processing of monthly payroll.
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Collect and update payroll information for:
- Starters and leavers
- Salary changes
- Contract amendments
- Overtime
- Annual leave
- Sickness absence
- Unpaid leave
- Variable hours
- Final salary payments
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Support calculations for:
- Salary adjustments
- Holiday pay
- Arrears
- Over/underpayments
- Final payments
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Ensure payroll submissions are completed accurately and on time.
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Liaise with Finance and HR teams for data accuracy.
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Maintain payroll records securely and produce required reports.
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Work flexibly during payroll periods, including evenings/weekends if necessary.
3. UK Payroll Compliance
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Support compliance with UK employment legislation and HMRC requirements.
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Process Full Payment Submission (FPS) reporting.
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Maintain knowledge of:
- PAYE
- Tax codes
- National Insurance Contributions
- Statutory deductions
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Accurately process employee deductions.
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Assist employees with payroll tax queries, including:
- Tax code changes
- Emergency tax
- Incorrect deductions
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Liaise with HMRC, payroll providers, Finance, and stakeholders when required.
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Investigate and resolve tax and statutory deduction discrepancies.
4. Pension Administration & NEST Scheme
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Support workplace pension compliance, including:
- Auto-enrolment
- Pension deductions
- Opt-outs
- Refunds
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Respond to employee pension queries professionally.
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Maintain pension records and ensure data aligns with payroll and HR systems.
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Support employee communication on pension details.
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Coordinate pension refund requests when necessary.
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Liaise with NEST providers to resolve pension-related issues.
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Ensure compliance with workplace pension regulations.
5. Student Loan & Statutory Deductions
- Maintain knowledge of student loan and postgraduate loan deduction processes.
- Ensure correct application of HMRC-mandated deductions.
- Support employees with deduction queries.
- Process and maintain records of:
- Student Loans
- Postgraduate Loans
- NIC/PAYE/Pension deductions
6. HRIS & Payroll Systems Administration
- Maintain accurate employee records in HRIS and payroll systems.
- Update data on:
- Pay changes
- Contract amendments
- Attendance and absence records
- Pension details
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- Generate payroll, attendance, and absence reports.
- Support system improvements with HR and Finance Teams.
- Ensure employee payroll data is always accurate.
7. Employee Queries & Communication
- Act as first point of contact for payroll-related queries.
- Respond professionally and promptly to employee and manager concerns.
- Explain payroll calculations and deductions clearly.
- Provide guidance on tax, NIC, pensions, student loans, and attendance-pay queries.
- Escalate complex issues when necessary.
- Build cross-team relationships for effective collaboration.
8. Compliance, Confidentiality & Reporting
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Ensure compliance with:
- HMRC regulations
- UK employment legislation
- Pension regulations
- GDPR
- College policies
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Handle confidential data with discretion.
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Support payroll audits and compliance reviews.
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Identify risks and contribute to continuous improvement.
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Maintain accurate, defensible records.
Knowledge & Experience
Essential Requirements ✔ Previous experience in payroll administration, HR, or finance (UK-based). ✔ Experience processing full-time, part-time, and zero-hours payroll. ✔ Proficiency in payroll software and HRIS systems. ✔ Strong understanding of UK payroll, PAYE, NIC, tax, and compliance. ✔ Experience handling employee payroll queries. ✔ Ability to manage confidential records. ✔ Knowledge of FPS submissions and HMRC deadlines.
Desirable Requirements ♥ Experience in higher education, multi-site environments. ♥ NEST pension scheme knowledge.
Skills & Competencies
- Payroll accuracy & attention to detail
- Analytical & problem-solving skills
- UK payroll compliance knowledge
- Excellent communication
- Confidential & professional
- Strong organisational skills
- Time management & flexibility
- Team collaboration
- Accountability
- Passion for continuous improvement
Benefits
🎖 28 days annual leave (including bank holidays) 💼 Pension Scheme 💡 Professional development opportunities 🤝 Supportive and collaborative workplace 🚗 Free on-site parking ⬆ Career progression opportunities
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