The Dudley Group NHS Foundation Trust

Payroll Administrator

The closing date is 05 February 2026

Job summary

Join Our Team as a Payroll Administrator!

Are you organised, detail-oriented, and passionate about delivering excellent service?

We're looking for a Payroll Administrator to join our friendly and supportive payroll team at The Dudley Group NHS Foundation Trust.

This is your chance to play a key role in ensuring our NHS staff are paid accurately and on time - helping us keep the wheels turning in a service that truly matters.

What You'll Do

Support the payroll team with essential administrative tasks.
Maintain accurate payroll records and input routine pay changes into the Electronic Staff Record (ESR) system.
Help resolve basic payroll queries and provide great customer service.
Plan and prioritise your workload to meet weekly, monthly, and annual deadlines.
Ensure compliance with NHS Terms and Conditions, Trust policies, and national legislation.

What We're Looking For

A keen eye for detail and accuracy.
Ability to work under pressure and meet deadlines.
Strong communication skills and a customer-focused approach.
IT confidence (Microsoft Office essential; ESR experience is a bonus).
Previous payroll experience is desirable but not essential - full training will be provided. We do ask that you have some financial or HR experience.

Main duties of the job

The Payroll Administrator provides essential administrative support to the payroll team, assisting in the accurate and timely processing of payroll for NHS staff in line with national legislation, NHS Terms and Conditions, and Trust policies.

Working under the supervision of senior payroll staff, the post holder helps maintain payroll records, inputs routine pay changes into the Electronic Staff Record (ESR) system and supports the resolution of basic payroll queries. The postholder is required to plan their workload under supervision, to ensure weekly, monthly and yearly targets are being met. The role contributes to the smooth running of payroll operations by ensuring data accuracy, meeting deadlines, and delivering a high standard of customer service.

About us

At the Dudley Group our patients and staff are at the heart of all that we do and that is to provide a world class service that aligns with our vision of "excellent health care, improved health for all". We are seeking to recruit staff who share our vision and values of making Dudley Group an incredible workplace.

As part of the NHS People Promise, your wellbeing is our priority, and we are committed to ensuring our employees achieve a healthy work-life balance supported by our flexible working options and by making reasonable adjustments where possible. We believe no-one should have to sacrifice family, friends, or their personal interests for work. We are a modern employer able to attract and retain high quality staff through our commitment to the NHS People Promise.

As an employer, we foster an inclusive environment where everyone feels valued, supported, and empowered to contribute their best. We want to ensure that our workforce is representative of the population we serve. More information - inclusive practice people promise.

Dudley Group offer many opportunities for our staff to develop and grow within their roles through our Learning & OD Team. These include topics such as communication, wellbeing, team development, cultural competency, and values.

Please click below to view our EDI page: Equality, Diversity, and Inclusion - The Dudley Group NHS Foundation Trust (dgft.nhs.uk)

Date posted

22 January 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

Depending on experience Dependant on relevant experience

Contract

Permanent

Working pattern

Full-time

Reference number

253-0126-7724252

Job locations

Corbett Outpatients

Vicarage Road

Stourbridge

DY8 4JB

Job description

Job responsibilities

Principal Duties & Responsibilities

Responsible for the management of an allocation of work that includes both weekly and monthly changes as directed by Group Deputy Head of Payroll Services Pay Lead, to include basic changes to pay, bank starters, bank leavers, payments and deductions to pay.

Ensure all changes are authorised and documented in line with Trust policies and audit requirements.

Supports the processing of starters, leavers, and routine changes following standard operating procedures in line with an allocation of payroll work.

Assists in checking payroll output and reporting for accuracy in line with audit and departmental requirements under the direction of senior staff. Manages an allocation of checking as directed by the Senior Pay Lead related to own work such as basic changes, pay progression, bank starters, bank leavers and Resident Medics leaver forms.

Responsible for the issuing of employee notification letters and documents related to absence such as half pay/No pay letters, SSP end letters, SMP1 forms and SSP1 forms

Respond to routine payroll queries from staff and managers via phone, email, or in person.

Ability to communicate information to employees, who may not have knowledge of payroll policy or procedure

Provide initial responses to staff on sensitive or contentious matters such as non payment of salary or overpayments.

Ability to analyse payslips and databases following payroll queries to establish errors or discrepancies and explain these to the relevant parties and/or employee and manager.

Supports data accuracy, in particular responsible for the checking and submission of the unique ID report.

Uploads ad hoc payments into ESR both manually and using Web ADI to ensure the timely and accurate payment of agreed pay such as enhancements, fees, bank payments.

Maintain accurate payroll records and ensure data is stored securely and in line with GDPR.

Leads on the input required to the weekly payroll in regards to setting up of assignments, making manual adjustments to pay and filing.

Request previous service and absence data using the Inter Authority Transfer (IAT) process.

Apply basic understanding of payroll deductions (e.g. tax, NI, pension) when reviewing pay data and making changes to records.

Uploads all HMRC EDI files and reviews daily, investigating and manually adding as required any failed records.

Responsible for raising payments related to cheque reports through the payment outside of payroll process.

Respond to all written requests for employee information in line with GDPR such as statements of earnings, RTC and PIEL claimants, tenancy, mortgage and visa references.

Ensure pension enrolment details are correctly recorded for new starters and changes. Applying the correct pension pay tier and capacity code to pay changes.

Participate in team meetings and contribute to departmental communications.

Escalate complex non-routine queries or discrepancies to the Senior Pay Lead or Payroll Officer.

Maintain confidentiality and always adhere to Trust Information Governance standards.

To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work, which are not necessarily specified on the job description

Contribute to proposing changes related to role to improve working practices within the department.

Ability to coach and train new employees of the equivalent or lower band as required.

Working Conditions

Intense concentration with the need to be accurate and efficient for long periods at a time in a restricted position

Able to multitask and move to other areas of work as required with frequent switching of tasks.

Continuous computer work for a significant part of the working day