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Job description: Payroll
When you work in the payroll department, your big concern is getting the wages paid - correctly, and on time. You can work directly for a company's finance department, or for a bureau that provides payroll services for other companies.
As a manager, your role would include jobs like supervising and training the payroll team, creating policies and procedures, advising on tax and pay laws, analysing and reporting on financial data and managing computer software and systems. You may also have wider 'human resources' responsibilities, including running employee benefits schemes and conducting equal pay reviews.
In smaller companies, you may also carry out general payroll administration duties along with your team. These could include including calculating and issuing pay, deducting tax and national insurance, processing holiday, sick and maternity pay and expenses, plus calculating overtime, shift payments and pay increases.
At administrator level, your work would also include the tasks just mentioned, plus things such as checking how many hours employees have worked, creating records for new staff, issuing P45s and other tax forms and generally working closely with personnel departments. In some companies, you might also do general administrative work such as filing, photocopying and typing.
Hours and Environment
Full-time, you'll work a 35-40 hour working week, 9am to 5pm, Monday to Friday, with occasional overtime during busy periods. Part-time work, job sharing, flexitime and temporary work may also be possibilities.
You'll be office-based, and spend a lot of your time working at a computer.
Skills and Interests
For payroll work you should have:
- The ability to lead and motivate a team
- Good numerical and IT skills
- Good spoken and written communication skills
- An organised and methodical approach
- Logical thinking and problem-solving ability
- A high level of accuracy and attention to detail
- Good time management for meeting strict deadlines
- The ability to work well as part of a team
- Honesty and respect for confidential information.
Entry
You will usually start as a payroll administrator, and work your way up to supervisor or manager as you gain experience. You do not normally need a minimum level of qualification, but you should feel comfortable with maths.
A qualification in bookkeeping or basic accounting would help, and some employers may prefer you to have some GCSEs (A-C) including maths. You will also need a good standard of computer literacy, particularly in using spreadsheets and databases.
It may help your chances of promotion to achieve a relevant payroll qualification, such as:
- Association of Accounting Technicians (AAT) NVQ Level 2 in Payroll Administration
- Institute of Payroll Professionals (IPP) Practitioner Certificate in Payroll
- International Association of Book-keepers (IAB) Certificates in Payroll or Computerised Payroll.
See the IPP, AAT and IAB websites for more information about their qualifications and where to study.
If you do not come from a payroll background, you will find it helpful to have experience of bookkeeping, accounts or other office work. For managerial positions, previous experience as a manager or team leader in an office environment would be helpful.
You may be able to get in through an apprenticeship scheme. The range available in your area will depend on the local jobs market and the types of skills employers need. To find out more, visit www.apprenticeships.org.uk.
Training
You will usually develop your skills on the job, helping experienced staff with routine clerical and computer work. Your training may include the use of specialist payroll software such as Pegasus.
You may have the opportunity to study for qualifications while you're working, such as:
- Association of Accounting Technicians (AAT) NVQ levels 2 and 3 in Payroll Administration
- Institute of Payroll Professionals (IPP) Practitioner Certificate in Payroll
- International Association of Book-keepers (IAB) Certificate and Diploma in Payroll or Computerised Payroll.
See the AAT, IAB and IPP websites for more information about the qualifications and where to study.
To enter as a manager or supervisor, you'll be expected to have a good knowledge of payroll practices and laws before you start. Your employer will usually provide on-the-job training in company systems and procedures. External qualifications available include:
- Association of Accounting Technicians (AAT) NVQ Level 3 in Payroll Administration
- IPP Professional Certificate in Team Management
- IPP Diploma in Payroll Management
- IPP Advanced Diploma in Payroll Management
- IPP Masters Degree (MSc) in Payroll and Business Management.
You could also choose to work towards general management qualifications, such as NVQ levels 3, 4 and 5 in Management.
You should continue to develop your skills and keep up to date with payroll law throughout your career. The IPP offers a range of short courses to help you - see their website for details.
Opportunities
You could work for all kinds of larger companies or public sector organisations like local authorities or the NHS. Alternatively, you might be employed by a payroll bureau.
Annual Income
Figures are intended as a guideline only.
- Starting salaries are typically between £13,000 and £18,000 a year.
- This can rise to between £20,000 and £25,000, with experience and responsibility.
- Manager's salaries can be between £18,000 and £40,000 a year, depending on your level of responsibility and the size of your team.
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