Payroll Administrator Job Description: Top Duties and Qualifications

A Payroll Administrator, or Payroll Clerk handles all duties related to payroll in an organisation or company. Their primary duties include preparing, processing and distributing employee paychecks. 


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Payroll Administrator duties and responsibilities

Payroll Administrators may work alone in a small organisation, or may oversee other payroll employees in a larger organisation. Their daily duties and responsibilities include:

  • Checking the number of hours employees have worked
  • Calculating wages and salaries
  • Issuing employees’ wages by cash, cheque or electronic transfer
  • Collaborating with the human resources department to maintain employee data
  • Calculating pay raises, shift payments and overtime compensation
  • Issuing tax forms and related documentation and assisting employees to complete them 
  • Deducting tax and insurance payments 
  • Resolving issues employees have with timesheets, payslips and other payroll matters
  • Changing employee bank records when necessary to process payments accurately
  • Initiating direct deposits


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Payroll Administrator Job Description Examples:


Example 1

We are looking for a Bookkeeper who possesses an exceptional personality and passion for personal development to join our small, friendly team and to assist and support our growing client portfolio. *The role of Bookkeeper* The candidate must be able to operate without supervision *Xero *accounting software to maintain customer records. They must also be able to prioritise and organise their work load as a majority of duties will require you to pick up and put down accounting records from a variety of clients. *The Candidate for Bookkeeper* This is an ideal opportunity for someone who is looking for a career rather than just a job, as the right candidate will receive excellent training as well as support with the development of their own career aspirations. The role requires a special person who is methodical and practical with a high level of attention to detail and a pro-active and flexible attitude to work. You will be a team player who is considered a safe pair of hands and who loves the excitement and challenge of new opportunities. The Ideal candidate will have minimum 1 year of working as a Bookkeeper/Payroll/Financial Administrator and be AAT/ICB Qualified. Part-time hours: 15-20 per week Salary: £7800 - £12480 pa Application deadline: 30/06/2021 Job Types: Part-time, Permanent Salary: £7,800.00-£12,480.00 per year Additional pay: * Yearly bonus Benefits: * Flexible schedule Schedule: * Monday to Friday Experience: * Bookkeeping: 1 year (required) * AAT/ICB Qualification (required) Work remotely: * No

Example 2

An opportunity has become available at Millfield School for an experienced Payroll Administrator to work 21 hours per week. Millfield is one of the leading UK independent schools for boys and girls, aged 2-18 years. Millfield is not like other schools and never has been. Founded in 1935, Millfield’s vision is to be the world leader for the development of children. There are nearly 1300 students at the senior school (year 9 to U6) a further 450 students at the neighbouring Prep School and approximately 1000 likeminded employees. Millfield’s size brings great opportunity and the facilities are unmatched in the UK. As a Payroll Administrator you will join a small team of 3 others, working together to process the payroll on a monthly basis. Millfield is a complex environment with many different contract types including term-time only, term-time plus and alternative hours term-time to school holidays. Specific key duties will include (but are not limited to): · Processing end to end payroll · Calculating statutory payments [website] SMP · Assisting with the pensions payroll · Answering payroll/pension queries · Producing manual salary calculations as and when requested To be successful in this role you will need to have outstanding numeracy skills, strong Excel skills and a minimum of two years payroll experience. Previous experience administering payroll within a school is advantageous, as is previous experience using ITrent HR and Payroll software. Hours of work are 21 per week, all year round. Hours of work can be shared across 5 days per week or condensed into 3 full days. In return you will receive a generous holiday entitlement, access to the school facilities and on high street shops and restaurants through the school’s Employee Assistance Programme. ***To apply for this vacancy please visit our website and complete an application form** *applications made on Indeed cannot be accepted. Part-time hours: 21 per week Job Types: Part-time, Permanent Salary: Up to £26,321.00 per year Benefits: * Bike to work scheme * Company pension * Discounted or free food * Flexible schedule * On-site parking * Sick pay * Wellness programmes * Work from home Schedule: * Monday to Friday Work remotely: * No

Example 3

This role will offer a hybrid way of working, so 2 days a week in the office & the rest from home. We’re on the lookout for an experienced Payroll Administrator to join our ever-expanding team. Part of a close knit team, you’ll support the delivery of accurate and timely payroll services to our 4500+ colleagues, across a fast growing multi-site business, whilst providing additional support to the Payroll and Benefits team. Processing. Supporting with the calculating and processing of all data for the monthly payroll for our 450+ stores, our 4 Distribution Centres, Contact Centre and Head Office which covers over 4500+ employees. You’ll process all new starters, leavers and salary amendments into our systems, ensuring the information is accurate and precise. Accuracy. Make sure all of the data entry is completed with precision and any errors are corrected. Reporting. Produce monthly intelligence and provide accurate data to the Finance function when required. Analysing and interpreting data then making proposing solutions and maintaining a focus on outcomes. Supporting. Assist in the administration of Pensions and Benefits whilst ensuring we are maintaining and delivery excellent customer experience for all our colleagues. handling requests for information and help from colleagues, HMRC, Finance, Auditors and everyone in between.

What does a Payroll Administrator do?

A Payroll Administrator collects and reviews timekeeping information and issues paychecks that are complete and correct. In the process of creating paychecks, a Payroll Administrator performs withholdings, including wage garnishments, voluntary contributions to benefits programmes and taxes. These withholdings are indicated on each paycheck so that an employee can check its accuracy. 

Payroll Administrators usually work full time in an office setting. They also work standard business hours and can work in almost every industry. 


Payroll Administrator skills and qualifications

A successful Payroll Administrator candidate will various prerequisite skills and qualifications to perform their duties effectively, these include:

  • Excellent verbal and written communication skills
  • In-depth understanding of human resources and labour rules and regulations 
  • Attention to detail and strong numeracy skills
  • Working knowledge of payroll software 
  • Strong organisational and time management skills 
  • Ability to prioritise tasks effectively 
  • Interpersonal skills


Payroll Administrator experience requirements 

Payroll Administrators should have several years of experience working in a similar or related position. Many employers typically require candidates to have two or more years of experience in payroll management. Some employers consider candidates with several years of experience in bookkeeping or accounting. In some organisations, Payroll Administrator candidates are required to have human resources experience. A senior-level Payroll Administrator position requires candidates to have several years of experience in a managerial role, especially in large organisations. Some companies require candidates to have a background in their industry. 


Payroll Administrator education and training requirements

Most large organisations prefer Payroll Administrators with a degree in business administration, accounting or finance. Some employers accept candidates who have acquired industry-recognised certifications, such as the Level 1 Certificate in Payroll, Level 1 or 2 Certificate in Bookkeeping or a Foundation Certificate in Bookkeeping. 

In some organisations, Payroll Administrators are employed via an advanced apprenticeship scheme. Small companies may accept candidates with experience in accounts and bookkeeping, provided that they have relevant GCSEs, including English and maths. For a senior-level Payroll Administrator role, many companies require candidates to have a postgraduate degree or a professional certification from The Chartered Institute of Payroll Professionals.


Payroll Administrator salary expectations

According to Indeed Salaries, the average salary of Payroll Administrator is £22,375 per year. Their actual salary varies depending on several factors, including their employer, geographical location, qualifications, experience and exact job duties and responsibilities. 


Job description samples for related jobs

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Payroll Administrator job description FAQs


What qualities make a good Payroll Administrator?

Good Payroll Administrators should have an in-depth payroll knowledge of their job as well as personal qualities required for the role including being trustworthy, honest, communicative, helpful, responsive, approachable and confidential. They should also have empathy with the payroll concerns of the employees and must remain levelheaded if employees become irate over payroll issues. 


How can you make your Payroll Administrator job description stand out?

To make your Payroll Administrator job description stand out, provide candidates with an overview of the qualities that make your company a worthy employer. Discuss your work environment and how candidates will help the company improve employee job satisfaction. Highlight the duties and responsibilities of the role and mention any industry-specific tools or training candidates need to qualify for the position. Also, mention the unique employment benefits such as pensions, sponsored holidays and subsidies for professional training. 


What makes a good Payroll Administrator job description?

A good Payroll Administrator job description is brief, straight to the point and uses simple language. It also notes opportunities for growth and upward movement in your organisation. This encourages potential candidates to see the big picture and contributes to your organisation as a whole, instead of just focusing on their specific role.


Who does a Payroll Administrator report to?

A Payroll Administrator can report to a Payroll Manager, a Payroll Supervisor and other relevant senior members of the human resources department.

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