Payroll Executive

Reports to: Payroll Supervisor / DFM / FM

Job Summary / Purpose:

The Payroll Executive plays a key role in ensuring the accurate and timely processing of the Umbrella contractor payroll and all associated group payroll operations. This includes validating timesheets, identifying discrepancies, ensuring compliance with legislation, and supporting internal and external stakeholders with payroll-related queries.

The role also contributes to a wider group Finance team functions by assisting with reporting, invoicing, system processes, and continuous improvement activities. All data and documentation must be handled securely, confidentially, and in line with relevant payroll legislation, HMRC requirements, and internal policies. The desired candidate would have 2 years of full end to end PAYE experience.

Main Duties and Responsibilities

These responsibilities ensure the accurate processing of contractor payroll, strong financial controls, and excellent service to internal and external stakeholders.

Payroll Processing & Timesheet Management

·         Process timesheets promptly, ensuring accuracy and completeness.

·         Use payroll systems, portals, and import tools to maximise automation and reduce manual entry.

·         Check Merit payroll reports to ensure complete accuracy before payroll sign-off.

·         Identify fraudulent or suspicious timesheets, including forged signatures or unusual activity, and escalate appropriately.

·         Process weekly and monthly payment runs, including RTI submissions to HMRC.

·         Ensure sign-offs are correct and authorised before processing payroll.

Payroll Compliance & Risk Management

·         Operate within all relevant legislation including HMRC guidance, IR35, AWR, Intermediaries legislation, REC Code of Conduct, and Conduct Regulations.

·         Identify and resolve overpayments using the company negative pay procedure.

Stakeholder Support & Communication

·         Handle contractor and agency queries relating to pay, hours, and payroll breakdowns.

·         Produce accurate reports for internal and external stakeholders as required.

·         Send remittance advice to contractors and ensure stakeholders receive clear, timely updates.

·         Assist with weekly payroll invoicing and other Finance tasks when required.

·         Provide support to other departments, including front and back office, when directed.

Financial Accuracy, Data Security & Record Management

·         Maintain high standards of accuracy when inputting financial and payroll data.

·         Ensure all payroll documentation is stored securely in line with data protection and confidentiality requirements.

·         Manage system updates, records, and payroll information to ensure audit-ready accuracy.

·         Nominal reconciliation when required.

·         Ensure correct submission of pensions to the relevant pension provider

·         Reconcile monthly PAYE/CIS liabilities and submit for payment

Process Improvement & Operational Efficiency

·         Drive innovation and efficiency across the payroll process, increasing automation wherever possible.

·         Identify opportunities to improve accuracy, reduce errors, and streamline payroll workflows.

General Finance Support

·         Assist with additional tasks across the group Finance team as directed by senior staff.

Competencies

Self-Management

·         Manages a high-volume workload, including weekly timesheet processing, reporting deadlines, and payroll cycles. Prioritises effectively to meet strict cut-offs.

·         Identifies discrepancies in timesheets, tax calculations, and payroll data. Takes corrective action or escalates when necessary to protect payroll accuracy.

·         Takes proactive steps to prevent errors, improve processes, and maintain high standards of accuracy, including identifying fraudulent activity and proposing solutions.

Delivering Results

·         Demonstrates strong numeracy and payroll processing skills, including PAYE, NI, tax calculations, RTI submissions, and system-based payroll operations. Accurately inputs and validates financial data.

·         Manages weekly payroll cycles reliably, ensuring tasks are completed on time and in line with internal policies and compliance requirements.

·         Evaluates timesheet trends, Umbrella Company behaviour, and payroll data to identify risks, detect discrepancies, and support informed decision-making.

Engaging People

·         Communicates professionally and clearly with contractors, Umbrella Companies, colleagues, and senior leaders. Provides explanations in a clear, concise manner.

·         Builds trust with stakeholders by providing accurate information and maintaining strong working relationships across Finance and operational teams.

·         Contributes to a supportive payroll and finance environment, sharing knowledge, assisting colleagues, and deputising when required.

Commercial Awareness

·         Works effectively in a fast-paced, deadline-driven environment. Maintains accuracy and composure when managing pressure or high volumes of data.

·         Understands how payroll accuracy impacts business reputation, cash flow, and compliance. Makes sound judgments that reflect Group policies and priorities.

·         Adheres to legislation, payroll regulations, internal policies, fraud prevention frameworks, and data protection requirements. Ensures high standards of confidentiality.