Reference Quantity: ST0073

Particulars of normal

Position / Occupation:

Payroll Administrator


Typical job titles

Payroll Administrator / Payroll Junior / Payroll Assistant / Payroll Officer / Payroll Clerk / Payroll Advisor / Payroll Govt / Payroll Analyst / Reward Administrator / Bureau Administrator / HR and Payroll Officer


It’s anticipated candidates will sometimes full the apprenticeship inside 18 to 24 months



Occupational Profile:

Payroll Directors will, sometimes, have accountability for organising and working the payroll inside the organisation during which they’re employed or on behalf of one other organisation.  The position could also be situated inside a enterprise / organisation or in a payroll bureau, bookkeeping or accounting apply, or skilled companies firm.  The job might sit inside the HR or Finance perform.

In medium to giant organisations, a Payroll Administrator may go as a part of a group, usually reporting to a group chief, supervisor or supervisor.  In smaller organisations, a Payroll Administrator could also be a stand-alone position with sole accountability for the payroll perform. Moreover, and relying on their position inside the organisation, a Payroll Administrator can also have accountability for the correct and well timed completion of routine and non-routine payroll-related calculations and different info. 

The primary duties might sometimes embrace:

  • Gathering, creation and processing of payroll-related info to make sure staff are paid on time and precisely. This will likely be through payroll software program, although it’s use should be accompanied by the power to carry out this manually
  • Compliance with legislative and contractual obligations
  • Inside and exterior reporting of payroll info to deadlines
  • Efficient and applicable communication with staff and related stakeholders
  • Working to related moral {and professional} requirements in a legislative and regulatory setting that’s consistently altering

Competence inside the payroll occupation is demonstrated on this Commonplace by the required Information, Abilities and Behaviours detailed under.

Entry Necessities:

Apprentices with out Degree 2 English and maths might want to obtain this degree previous to taking Finish Level Evaluation. For these with an training, well being and care plan or a legacy assertion, the apprenticeship’s English and maths minimal requirement is Entry Degree 3.  British Signal Language qualification are a substitute for English {qualifications} for whom that is their major language

Hyperlink to Skilled Registration and Development:

Upon profitable completion of the apprenticeship apprentices might method a spread of Skilled Our bodies for recognition inside the payroll sector. As a result of in depth variety of Skilled Our bodies accessible no particular person entity has been singled out by the Institute

Completion of the Payroll Administrator Apprenticeship might present development alternatives to extra senior positions reminiscent of Crew Chief, Supervisor or Supervisor inside Payroll, or to maneuver to associated roles in departments reminiscent of HR, Finance or Pensions.

On completion of the Apprenticeship, a reliable Payroll Administrator will meet the next necessities:


What’s required for occupational competence?

Enterprise and Buyer Consciousness

The payroll perform is totally different relying on the sector during which the organisation is working.  To create, course of, validate and report payroll-related info, it’s important to know the setting during which the organisation exists.  For instance, is the position within the non-public or public sector, is it a bureau-type operation, inside perform and so forth.  

Perceive and respect that this consciousness info is essential to recognising buyer and provider wants and obligations, each inside and exterior



The general objective of the perform is to course of payrolls on time and precisely.  This requires a large overview of many alternative actions that can or could also be encountered.  For instance:

  • The legislative framework surrounding payroll, employment and pensions
  • Devolution within the UK
  • The various kinds of staff within the UK
  • The various kinds of pay that exist (gross, taxable, Nationwide Insurance coverage relevant and so forth), statutory funds and deductions, Court docket Orders and the Building Business Scheme (CIS)
  • Actual Time Data (RTI)
  • Advantages-in-Variety
  • Gender Pay Hole Reporting

Acquire familiarity, data and an understanding of those core components


The Payroll and Pension professions are intrinsically linked.  Obtain an outline of the pension panorama because it impacts payroll, for instance the various kinds of schemes, the UK techniques of tax aid and the relevance of the State Pension. 

Additional, a broad understanding and appreciation of the construction of office pensions / Auto-Enrolment is key.  This contains the important thing guidelines, roles and administration obligations as per steerage produced by The Pensions Regulator


 To make sure the organisation meets its payroll-related statutory and contractual obligations, perceive the technical points of payroll for the correct calculation of gross by to internet pay.  This contains the calculation of the statutory funds and deductions, together with voluntary deductions

Regulation and Compliance

Payroll is ruled by regulation and compliance requirements which should be utilized within the office.  

A Payroll Administrator will perceive the right way to apply the regulatory, compliance and legislative setting for the technical payroll points above.  That is in respect of the affect of their position for each the organisation and the payees, together with information safety / confidentiality

Techniques and processes


Payroll info is created, verified and reported through a mixture of techniques and processes, such because the payroll software program itself, finance, HR and IT techniques.  A working data of those is key to an administrator’s capability to carry out their position on the office.

A Payroll Administrator will likely be proficient within the techniques and processes which are relevant of their position, together with not less than one piece of computerised payroll software program and spreadsheet bundle, reminiscent of Microsoft Excel


What’s required for occupational competence?

Planning and Prioritisation

Proactively takes accountability for planning, organising and prioritising their workload and time in an effort to efficiently obtain outcomes inside deadlines. Positively performs in pressurised conditions responding to modifications the place mandatory. Recognises the place points should be escalated


Utilizing the Information necessities in ‘Payroll’ as they apply on the office, appropriately judges and interprets info to make efficient selections on information processing. That is with the general intention of making certain payroll deadlines are met. Assumes possession by to decision, escalating complicated conditions the place applicable

Makes use of Techniques and Processes

Demonstrates the power to establish and successfully use the suitable office techniques and processes required to finish duties.  For instance, to put in writing letters, ship and obtain E-Mail, analyse, enter and report on payroll-related information. Instance techniques might embrace MS Workplace, or equal, and the payroll software program used within the office

Produces High quality and Correct Data

Successfully apply Information to constantly ship prime quality, correct information and knowledge in a well timed trend. Demonstrates the related use of agreed office techniques and processes to ship high quality service to prospects on a spread of payroll-related queries and necessities

Crew Working and  Collaboration

Inside the organisation, recognises and demonstrates their very own position inside the group and the affect of their actions on others working in it. Persistently collaborates and helps colleagues inside the group to realize outcomes while additionally having the ability to work independently. Builds and maintains optimistic relationships inside their very own group and throughout the organisation

Communication and Engagement

Exterior to the organisation, recognises stakeholders and demonstrates applicable skilled communication and engagement strategies. For instance, this will embrace staff if the payroll perform is carried out in-house or might embrace purchasers if working in a bureau-type operation. Additional, it will embrace liaison with payroll consultant our bodies and stakeholders reminiscent of HMRC and The Pensions Regulator. Take care of queries in an environment friendly {and professional} method, making certain optimistic relationships are constructed and maintained


What’s required for occupational competence?

Ethics and Integrity

Truthful, honest and reliable in all actions and interactions, sustaining confidentiality always. Persistently respects others and meets the moral necessities of the payroll career


Listens, learns and adapts positively to altering priorities and dealing necessities. Accepts change and demonstrates the flexibleness to keep up excessive skilled requirements in a altering setting

Skilled Scepticism

Has the power and confidence to make use of sound questioning and verification methods on receipt of payroll-related info within the office.  That is with the general objective of being alert to any potential misstatement of factual info on account of error or fraud

Proactivity and Enthusiasm

Shows vitality and enthusiasm in performing the position, staying resilient beneath stress. Takes accountability for his or her work, accepting suggestions and dealing positively with setbacks and challenges once they happen. Takes accountability for their very own private improvement

Skilled Growth

Adopts a optimistic method to sustaining and growing data and expertise by a spread of strategies, for instance office studying, analysis {and professional} programs. Embraces alternatives for steady skilled improvement and actively information improvement in each their present position and all through their profession within the payroll career


Assessment Date:

To make sure it continues to replicate employer necessities, the Commonplace will likely be reviewed after a most of three years or when vital change is required. 

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