Payroll Administrator/Officer

The Opportunity

THE ROLE

The Payroll Administrator is responsible for the accurate, timely and compliant delivery of payroll services for The Oratory School. This is a key role within the Bursary team and requires a high degree of professionalism, confidentiality and attention to detail.

The postholder will work closely with Finance and HR colleagues, liaise proactively with Heads of Department and Managers across the School, and act as a trusted point of contact for payroll-related queries. The role is well suited to an experienced payroll administrator who enjoys working within a small, collaborative team environment.

Purpose of the Role

• To deliver a high-quality, accurate and compliant payroll service to all staff.
• To ensure payroll processes comply with current legislation, statutory requirements and best practice.
• To maintain robust payroll controls, audit trails and data integrity.
• To provide effective payroll support to the HR function and wider School community.

ACCOUNTABLE TO

The Finance Manager / Bursar

KEY RESPONSIBILITIES

Payroll Operations

• Process monthly payroll accurately and on time, including pay variations, allowances, overtime, deductions and adjustments.
• Ensure all payroll changes are properly authorised and supported by appropriate documentation.
• Maintain clear audit trails for all payroll transactions.
• Produce payroll reports, payslips and analyses as required.
• Prepare and support BACS payment files for authorisation by the Finance Manager.
• Administer RTI submissions to HMRC, ensuring compliance and accuracy.

Statutory & Contractual Payments 

• Calculate and process statutory payments including SSP, SMP, SPP and other statutory entitlements.
• Administer occupational sick pay in line with contracts and policies, liaising closely with HR on short- and long-term absence cases.
• Process termination payments in accordance with legislation and School policy.

Pensions & Benefits

• Administer auto-enrolment and workplace pension schemes, including employee communications and statutory assessments.
• Process salary sacrifice arrangements
• Produce annual P11Ds and Class 1A NIC return submission to HMRC.

Payroll Systems & Reporting 

• Maintain and update payroll systems, including year-end processing, legislative updates and system upgrades.
• Prepare payroll journals and ensure accurate interface with the finance/accounts system.
• Provide payroll data and reports for budgeting, audits, census returns and statutory reporting.
• Support external audits with payroll information as required.

Joiners, Leavers & Records

• Process payroll documentation for new starters and leavers in line with HR authorisation.
• Maintain accurate payroll records in accordance with data protection and retention requirements.
• Ensure secure electronic and manual filing of payroll records.

Compliance & Professional Standards

• Remain up to date with payroll legislation, HMRC guidance and best practice.
• Identify and implement legislative changes in a timely manner.
• Maintain strict confidentiality and handle sensitive data with discretion at all times.
• Ensure payroll activity complies with data protection requirements and internal policies.

Communication & Support 

• Act as a professional and approachable point of contact for payroll-related queries.
• Liaise with external bodies as required (e.g. HMRC, pension providers, banks).
• Support HR with payroll-related matters and data as needed.

Working Conditions

• Significant computer-based work.
• Occasional deadlines linked to payroll cycles and statutory reporting.

This job description outlines the main responsibilities of the role. It is not exhaustive. The postholder may be required to undertake other reasonable duties commensurate with the seniority of the role and the needs of the School.

HOURS

Part time, year-round (22.5 hours per week; 3 full days or 5 mornings).

SAFEGUARDING AND COMPLIANCE

The School is committed to safeguarding and promoting the welfare of children and young people. The following duties will be deemed to be included in the duties which you may be required to perform:

• Uphold and implement the School’s safeguarding policies and procedures.
• Promote a culture of vigilance and pupil welfare within their department.
• Report any safeguarding concerns promptly in line with School procedures.