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Payroll Coordinator
Location: Exeter, UK (Hybrid - 1 day per week onsite required)
Contract: 2 years (24 Months)
Working Pattern: Full-time (37 hours per week - Monday to Friday - 8:30 AM to 5:00 PM)
Job Purpose
We are seeking an experienced Payroll Coordinator to join our Employee Services team, delivering a comprehensive, accurate, and customer-focused payroll service to employees, managers, elected members, maintained schools, Multi Academy Trusts, and external public sector organisations.
Working across multiple payrolls with varied terms and conditions, you will be responsible for ensuring payroll data is processed accurately and on time, supporting monthly payroll cycles, managing complex contractual and organisational changes, and providing expert advice on payroll legislation and employment matters. This role requires excellent attention to detail, strong problem-solving skills, and the ability to work to strict monthly deadlines while maintaining compliance with statutory requirements.
Key Responsibilities
- Process payroll data accurately and efficiently using the HR and Payroll Management System (HRMS).
- Prepare and run multiple monthly payrolls, ensuring all payroll deadlines are achieved.
- Process contractual changes including salary amendments, redeployments, market supplements, restructures, TUPE transfers, and organisational changes.
- Perform complex payroll calculations including overpayments, sickness pay, family leave, annual leave, emergency payments, pension adjustments, and Third Party Accident Claims.
- Ensure Full Payment Submissions (FPS), BACS files, payslips, P45s, and statutory submissions to HM Revenue & Customs are completed accurately and on time.
- Maintain payroll calendars and coordinate payroll schedules to ensure all activities are completed within agreed timescales.
- Maintain organisational structures within the HRMS, including restructures, academisation, federation changes, and production of organisational charts.
- Complete employment checks for employees transferring under TUPE where required.
- Provide expert advice and support to employees, managers, schools, and external customers on payroll, pensions, taxation, National Insurance, salary calculations, annual leave, sickness, and employment-related queries.
- Respond professionally to telephone, email, and written enquiries, resolving complex payroll issues.
- Support User Acceptance Testing (UAT) for payroll system developments, upgrades, and enhancements.
- Train, coach, and mentor new members of the payroll team.
- Build strong relationships with internal departments and external customers, ensuring a high-quality payroll service.
- Assist in investigating and resolving customer complaints and service issues.
- Contribute to continuous improvement by reviewing payroll processes, policies, and procedures, recommending enhancements where appropriate.
- Ensure compliance with payroll legislation, HMRC regulations, organisational policies, and best practice.
- Deputise for the Payroll Team Leader when required.
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Essential Skills & Experience
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- Previous experience working within a Payroll, HR, or Finance function.
- Strong payroll processing experience within a busy payroll environment.
- Experience working to strict deadlines while maintaining high levels of accuracy.
- Excellent customer service and helpdesk support experience within a large organisation.
- Good understanding of payroll legislation and HMRC regulations.
- Knowledge of payroll best practices and statutory compliance.
- Strong communication skills with the ability to explain complex payroll matters clearly.
- Good working knowledge of Microsoft Office, including strong Excel skills.
- Experience using HR and payroll systems.
- Excellent organisational, analytical, and problem-solving skills.
- Ability to work independently while contributing effectively within a team.
Desirable Skills & Experience
- Experience working within the public sector.
- Experience using iTrent or similar HR and Payroll systems.
- Knowledge of payroll software maintenance, testing, and system upgrades.
- Payroll qualification or completion of a recognised payroll course.
- Evidence of continuing professional development (CPD).
- Knowledge of payroll operations, pay and grading, and employment compliance.
- Understanding of wider statutory employment legislation.
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