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Payroll and Benefits Manager

This post is responsible for overseeing and managing the payroll and financial benefits of the University of Worcester group.

This includes ensuring that all payroll compliance obligations are met, and the impact of new legislation or other payroll-related changes are understood, communicated and implemented.

The role requires the individual to use their technical expertise and operational knowledge to work strategically with other departments in achieving an effective and efficient payroll process and producing payroll-related management information to meet the organisationís needs.

Closing date: Monday 01 May 2017

Reference number: FIN1704-3249

Job details

Job details

£25,298 - £31,076 with opportunity to progress to £33,943 a year.
Full time 37 hours
As soon as possible
Responsible to
Principal Accountant - Operational Finance
Responsible for
Payroll Assistant
Interview date


For more information about the department visit the Finance website.



The Finance department is one of the central administrative support departments of the University. The role of the Finance department is to provide a comprehensive range of financial services to the University to cover all aspects of financial compliance and pro-active financial support and added value to all other departments, staff and students.

Main duties

Main duties

Team Leadership

1. To plan, organise and co-ordinate the activities of the payroll team.

2. To agree and cascade objectives to be delivered by the payroll assistant.

3. To set performance standards and establish procedures to effectively supervise and monitor staff performance.

4. To undertake annual appraisals for the payroll assistant and support staff development.

5. To review and improve current systems and procedures to increase efficiency.

6. To manage effectively the demands of internal and external work flow.

Payroll Management

1. To oversee and manage the monthly payroll for the University and its subsidiaries. This includes creating, maintaining and updating of pay records, monthly submissions for RTI, PAYE, NIC and Pensions, and reconciliation and reporting of the monthly payments to HMRC and the Pension Providers, ensuring they are accurate and on time.

2. To liaise with staff across the University and within Finance to ensure effective and efficient provision of service. Work closely with HR on the development of employee-related management information and key performance indicators, both at a high and a detailed level. Develop a monthly reporting pack on payroll information.

3. To keep up to date with legislation with regard to PAYE, NIC and Pension and advise the management accounts team, the Director of Finance and Resources and the Deputy Director of Finance of any rates changes and the financial implications they may have on total payroll cost for budgeting and forecasting purposes. Work with the Principal Financial Accountant on developing the Universityís Pensions strategy.

4. To work closely with the Tax and Insurance Specialist and HR on legislative changes in employment status and benefits in kind and their impact on the University, and help to drive communication of changes throughout the organisation.

5. To develop and maintain payroll and expenses policies and procedures. Develop and maintain a FAQís fact sheet to advise new and current staff members on PAYE, NIC and Pension and the University procedures with regard to remuneration.

6. To take primary responsibility for all Statutory Returns to HMRC, Local Government Pension Scheme, Teachers Pension and USS Pension, ensuring accuracy, timeliness and compliance with the relevant regulations and legislation. Work closely with external audit with regard to the Teacherís Pension End of Year Certificate, ensuring the completed and signed certificate is submitted within the strict deadline.

7. To manage and develop the payroll system and the expenses system, identifying areas for improvement in efficiency and effectiveness, such as use of workflow, rationalisation of payment elements etc. Drive forward required changes to systems with the Finance Development Officer and the external systems providers.

8. To take responsibility for operational planning, prioritising day-to-day work to ensure that the strict payroll timetable is adhered to and all staff are paid accurately each month, whilst also meeting deadlines for submission of annual returns, eg Pensions, P60ís, P11Dís.

9. To take responsibility for the accurate input of personal records and payment elements, develop methods for audit and exception reporting and cross-checks to ensure a high level of accuracy at all times. Ensure that changes to salaries due to changes in legislation, annual increments etc. are implemented to meet the required deadlines.

10. To perform the monthly payroll reconciliation to the general ledger and the monthly gross to gross payroll movement analysis, identifying, investigating and resolving reconciling items, and providing explanation and commentary for review by the Deputy Director of Finance.

11. To assess and make decisions with regard to advance payments of salary and the impact of any underpayments, ascertaining the impact on the employee. Educate department managers and work closely with them to improve processes and procedures in relation to all elements of payroll to ensure a high level of service to all members of staff.

12. To investigate and correct complex payroll discrepancies and errors, sharing the knowledge and recommendations with the payroll assistant and put processes in place to ensure that any errors do not occur again.

13. To provide a comprehensive in-house help desk service for queries raised by staff and managers across all grades and students with regard to remuneration, tax, NIC and pension. This will include explaining procedures and legislative issues around the complexities of PAYE, SSP, Pension and Maternity in a simple to understand format, including staff and students where English isnít their first language. Monitor skill levels and identify training and support needs.

14. To initiate continuous improvement to the quality of the service to employees, ensuring customer satisfaction is a key component and that all standards are robustly monitored and maintained.

15. To attend sector specific Payroll Special Interest Groups (SIGs), for developments sharing information and experience with other users of the same payroll and expenses software. Ensure that the Universityís view of the appropriate development of the payroll functionality of the software is clearly stated and appropriate influence is voiced within SIGs.

16. To represent the University at Payroll & Expenses and LGPS Pension User Groups, ensuring that knowledge sharing is utilised and best practice is implemented at all times.

*Maintain personal and professional development to meet the changing demands of the job; participate in appropriate training activities and encourage and support staff in their development and training.

*Take steps to ensure and enhance personal health, safety and well being and that of other staff and students.

*Carry out these duties in a manner that promotes equality of opportunity and supports diversity and inclusion, and takes into account the University's commitment to environmentally sustainable ways of working.

Person specification

Person specification

Please provide evidence of how you meet each of the essential criteria.

Essential Criteria

1. Education to a minimum of 5 GCSEís (or equivalent) with evidence of numeracy and literacy skills eg qualifications in Maths and English.

2. Payroll Qualified at certificate/diploma level (or qualified by experience)

3. Up to date knowledge of all legislative requirements for payroll

4. Recent relevant experience in a similar role.

5. Proven ability to work under pressure and ensure deadlines are met.

6. Excellent written and oral communication skills with the ability to understand and explain payroll processes and procedures to a wide range of people.

7. A good level of IT skills including finance systems, Excel, Outlook and PowerPoint.

8. Strong interpersonal skills, demonstrating the ability to work with colleagues at all levels, particularly within Finance and HR

9. Highly numerate, with the ability to collate and analyse large amounts of data/information

10. Accuracy and attention to detail.

Desirable Criteria

1. Member of the Chartered Institute of Payroll Professionals

2. Experience of developing and delivering successful training

3. Experience of working in the UK Higher Education Sector

4. Experience of public sector pension schemes, particularly LGPS, TPS and USS

Applications from Non EEA Workers:

Prospective applicants are advised to ensure that they are eligible to work in the UK without restriction.

Prospective applicants in points-based system immigration routes should assess their circumstances against the published criteria, which are set out on the GOV.UK website at†

Visit† for more information on how you can use a qualification from outside the UK to meet the requirements of the immigration rules.

Unspent convictions, cautions and bind-overs

The University is strongly committed to the fair treatment of its staff and potential staff, regardless of race, gender, religion, sexual orientation, responsibility for dependants, age, physical/mental disability or offending background.

In line with the University's policy on the Recruitment of People with a Criminal Record, shortlisted candidates are required to provide information of any unspent convictions, cautions and bind-overs. Applicants are advised to seek independent advice if there is any doubt about the status of a previous conviction, caution or bind-over. Disclosures will only be considered at the point when an offer of employment is made. The existence of a criminal record will not in itself prevent you from gaining employment.

This is a description of the job as it is presently constituted. This job description is intended to enable a flexible approach to be offered working across the University as required. It is subject to review and amendment in the light of changing needs of the University and to provide appropriate development opportunities. Members of staff are expected to participate fully in discussions about changing requirements and it is the University's aim to reach agreement to reasonable change. If agreement is not possible, it reserves the right to require changes to the job description after consultation with the individual concerned.

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