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Payroll Coordinator Job Description

Job Purpose -Payroll Coordinator Job Description

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Part of the team providing an efficient payroll service undertaking accurate payroll and pensions calculations, data entry, record keeping and pensions communication, to ensure timely and accurate payments are made.

To follow necessary procedures and administer all aspects of payroll input and administration for designated Units. To assist in processing the casual Fees payroll input.

Key responsibilities-Payroll Coordinator Job Description

Work will be carried out electronically using computerised systems including Zellis Resourcelink, Microsoft Office packages, Adobe Acrobat and the central database. Responsibilities include the following:

1-Administration of starters including input to the Payroll system; ensuring eligibility to work in UK, checking contracts of employment and terms and conditions to ensure correct payments are made, chasing various items of paperwork, checking bank details, checking P45s or issuing starter checklists, implementing pension deductions, making the necessary adjustments to pay and allowances for mid-month starters.

2- Administration of leavers including input to the Payroll system; ensuring outstanding holiday pay is made, checking for money owed e.g. Season Ticket Loans etc., ensuring NI exception certificates are returned to employee if necessary, ensuring courts are informed where there are attachment of earnings, making the necessary adjustments to pay and allowances for mid-month leavers, recalculating pay from anniversary date for part-time/part year contracts, raising cheque payments if necessary and issuing P45 and Pensions forms. Calculating amounts owed where overpayments have occurred and updating the payroll system when repayment is received.

3- Administration of changes to pay for existing staff, e.g. regrading, increments, overtime, court orders for attachment of earnings, acting allowances, tax code changes. Maintaining appropriate manual file records, ensuring backdated changes are calculated correctly, ensuring relevant authorisation is obtained, ensuring relevant funding is approved, and ensuring relevant forms passed to Pensions administrators.

4- Calculation and administration of temporary alterations to pay, e.g. Statutory enforcement notices (CSA, local council etc.), Student Loans, SSP and occupational sick pay, SMP and occupational maternity pay, including recalculation of pay where employees choose not to return from maternity leave.

5- Carry out month end procedures, e.g. running reports and raising cheques for monthly deductions (union subscriptions etc), assisting with checking monthly reports.

6- Input to the Fees payroll, which includes the creation of new records, ensuring that documentation is complete and that there is proper authorisation for the payment including funding, determining whether dispensations apply, checking tax details and implementing correct NI rates.

7- Liaison with all levels of staff and advising them on matters of tax and National Insurance etc., dealing with difficult customers when payments have not been made for reasons outside the control of the Payroll Office.

8- Other ad-hoc duties as they arise, including the provision of Statement of Earnings, dealing with correspondence with the tax office, Benefits Agency etc., ensuring journal entries are made where necessary, sorting and distributing the monthly and fees payslips.

Knowledge Skills Experience and Education-Payroll Coordinator Job Description



Ability to communicate courteously and clearly orally and in writing

Ability to concentrate in a busy environment

Ability to manage own time and organised own workload

Accuracy and attention to detail in work and record keeping



Knowledge of Pension Scheme Administration

Knowledge of tax and NI and other statutory Inland Revenue procedures such as SSP and SMP



Experienced computer user for data entry, calculation and the production of basic information

Used to working to strict deadlines

Previous payroll or other relevant experience (e.g. pension, accounts) gained in a busy environment



Flexible and adaptable, with a positive attitude, including a willingness to adapt to changes in duties and office procedures

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