UK Payroll Specialist

Payroll Specialist´s Job Description  

 Salary: £32,000 to £39,000

Reporting to:  

Lead Payroll Specialist/Payroll Operations Manager 

The Role  

The Payroll Specialist within the EMS Business Process Outsourcing (BPO) Payroll team is responsible for delivering payroll services for assigned clients whilst acting as a key payroll contact and providing support to Payroll Administrators and colleagues across the payroll function. 

The role holder is responsible for end-to-end payroll processing, resolving payroll issues, and ensuring payrolls are completed accurately, compliantly and in line with agreed service levels. The Payroll Specialist supports Payroll Administrators and other team members by sharing payroll knowledge, assisting with payroll-related queries, and contributing to the effective delivery of payroll services across the team. 

Working alongside Lead Payroll Specialists, Payroll Managers, and the Application Management Services (AMS), Testing, Training and Transition teams, the Payroll Specialist supports payroll changes, client onboarding activities, payroll testing and payroll process improvements. 

The role requires strong knowledge of UK payroll legislation, excellent analytical and problem-solving skills, attention to detail, and experience in end-to-end payroll processing. Knowledge of additional European payrolls is desirable. 

The Payroll Specialist must maintain confidentiality, comply with data protection (GDPR) requirements, undertake any reasonable duties as requested by their line manager, and support the accurate and compliant delivery of payroll services. 

Key Responsibilities  

Payroll Processing  

• Process end-to-end payrolls for assigned clients, ensuring accuracy, timeliness and compliance with UK payroll legislation. 
• Act as a payroll subject matter expert for assigned clients and provide guidance to Payroll Administrators and colleagues where required. 
• Investigate and resolve payroll queries, discrepancies and payroll issues raised by employees, clients and colleagues, escalating complex matters where appropriate. 
• Support payroll processing activities by assisting Payroll Administrators with payroll-related queries and issue resolution. 
• Support the onboarding of new clients, including payroll validation, knowledge transfer, testing, parallel/comparison runs, first payroll runs and transition into payroll operations. 
• Create, maintain and update payroll calendars, task schedules, operational payroll documentation and client-specific Statements of Procedure (SoPs). 
• Complete payroll reconciliations, review payroll outputs and exception reports, and ensure issues are resolved prior to payroll submission. 

Business Continuity Planning (BCP)  

• Support Business Continuity Planning (BCP) arrangements and payroll continuity procedures for assigned payroll clients. 
• Participate in BCP testing and continuity exercises and support the implementation of contingency arrangements. 
• Follow established procedures to support the continued delivery of payroll services during disruption events. 

Client Support  

• Act as a key payroll contact for assigned clients, managing payroll enquiries and providing payroll guidance. 
• Support the timely resolution of payroll queries and issues. 
• Build and maintain effective working relationships with clients. 
• Work closely with the Application Management Service (AMS) team to resolve payroll-related system issues. 
• Support payroll testing, validation activities, payroll system upgrades, client onboarding and payroll-related changes. 
• Escalate client issues, risks and concerns to the Lead Payroll Specialist or Payroll Operations Manager where appropriate. 

Team Support  

• Support Payroll Administrators and other team members by providing guidance, payroll knowledge and best practice sharing. 
• Assist Payroll Administrators with complex payroll activities, reconciliations and issue resolution. 
• Support the onboarding and training of new payroll team members. 
• Work collaboratively with Payroll Specialists, Payroll Administrators and wider business teams to ensure payroll activities are completed accurately and on time. 
• Provide operational support across the payroll team during periods of high workload, absence or business change. 

Compliance and Reporting  

• Maintain up-to-date knowledge of UK payroll legislation, tax regulations and statutory requirements. 
• Ensure payroll activities are completed in compliance with legal, regulatory, client and company requirements. 
• Prepare payroll reports, RTI submissions, reconciliations and year-end processing activities as required. 
• Maintain accurate payroll records, supporting documentation and audit trails. 
• Comply with GDPR, data protection requirements, information security standards and company policies 
• Identify and escalate payroll risks, compliance concerns and issues promptly, providing appropriate supporting information. 

Process Improvement  

• Identify opportunities to improve payroll processes, controls and working practices. 
• Support payroll testing, validation activities, payroll system upgrades and payroll changes. 
• Assist with the implementation of payroll process improvements and system enhancements. 
• Review payroll issues and trends, identifying opportunities to improve payroll accuracy and reduce recurring errors. 
• Share best practice and lessons learned across the payroll team. 

Professional Development  

• Maintain an up-to-date CPD record. 
• Keep up to date with UK and EMEA payroll legislation and payroll best practice. 
• Develop and maintain knowledge of payroll systems, processes and statutory requirements relevant to assigned clients