Payroll Administrator Apprentice (MOC)

Job description

Job responsibilities

As a Payroll Administrator Apprentice, you will support the payroll team in delivering accurate and timely pay for NHS staff while developing your knowledge of payroll processes, national legislation, NHS Terms and Conditions, and Trust policies.

Working under close guidance and supervision from experienced payroll staff, you will help with basic administrative tasks such as maintaining payroll records, entering routine information into the Electronic Staff Record (ESR) system, and assisting in resolving straightforward payroll queries. You will receive training to help you plan and organise your workload so that key weekly, monthly and annual deadlines are met.

This apprenticeship role is designed to help you build strong administrative skills while contributing to the efficient and reliable running of the payroll service. You will be supported to learn how to work accurately, meet deadlines, and provide a friendly and helpful service to staff.

Principal Duties & Responsibilities

1. Develop skills in processing a range of routine payroll changes, including starters, leavers, and basic pay amendments, completing tasks independently once trained and with oversight from senior payroll staff.

2. Accurately enter and update payroll information in ESR, learning to maintain data quality, follow audit rules, and apply GDPR principles while developing more confidence in system use.

3. Handle routine payroll queries more independently, using developing payroll knowledge to provide clear information, while escalating complex or sensitive issues appropriately.

4. Carry out basic payroll accuracy checks, learning how to compare reports, identify simple inconsistencies, and support compliance with audit requirements under guidance.

5. Prepare and issue standard payroll letters and forms, building confidence in producing absencerelated documents, pay notifications and statutory forms correctly and on time.

6. Upload and prepare payroll items, such as enhancements, adhoc payments, and adjustments, using ESR and Web ADI once trained, ensuring work is checked and authorised before submission.

7. Apply developing knowledge of payroll deductions, including tax, National Insurance, and pensions, to review pay records and ensure correct pension details, pay tiers and capacity codes for new starters and changes.

8. Support weekly and monthly payroll cycles, including setting up assignments, working on the unique ID report, contributing to HMRC file checks, and escalating any issues or failed items appropriately.

9. Communicate effectively and professionally, explaining straightforward payroll information to staff, using appropriate judgement for sensitive matters such as overpayments or missing pay, and seeking support when required.

10. Contribute actively to the team and the apprenticeship programme, attending meetings, completing learning tasks, supporting simple information requests, and identifying small improvements to processes as part of developing workplace skills.

11. Undertake the Level 3 Payroll Administrator Apprenticeship, completing all required learning, offthejob training, assignments and assessments, and applying newly acquired knowledge and skills to daytoday payroll tasks under supervision.

Personal Responsibilities

1. Work collaboratively within the team, promoting good working practices and a positive culture.

2. Maintain strict confidentiality of all personal information relating to staff and patients, ensuring compliance with GDPR regulations at all times.

3. Participate in annual reviews and work towards agreed objectives.

4. Complete all mandatory training and engage in required learning activities, workshops, assessments, and development opportunities.

5. Attend review meetings with the training provider and line manager as necessary.

6. Stay up to date with government requirements for off-the-job training as part of the apprenticeship program.

7. Adhere to Trust and departmental policies and procedures, ensuring professional representation of the Trust at all times.

Organisational Values

The post holder will:

Care: You will listen, be respectful and treat others with compassion and kindness.

Respect: You will behave with respect to everyone you meet and encourage an inclusive culture where we respect the contribution everyone makes.

Responsibility: You will take responsibility for yourself and your team.

Person Specification

Analytical & Judgement Skills

Essential

• Accuracy and attention to detail
• Prioritisation
• Multitasking

Desirable

• Strong organisational skills

Experience

Desirable

• Previous work experience in an administrative or customer service environment

Qualifications

Essential

• Maths and English at GCSE grade D or above (3-9), or equivalent Functional Skills at Level 1

Communication

Essential

• Good interpersonal skills
• Commitment to developing a professional approach when interacting with colleagues, patients, and visitors

Knowledge and Training

Essential

• Basic keyboard and computer skills

Desirable

• Basic knowledge of Microsoft Office applications (Word, Excel, Outlook)

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

The Dudley Group NHS Foundation Trust

Address

Corbett Outpatients

Vicarage Road

Stourbridge

DY8 4JB

Employer's website

https://www.dgft.nhs.uk/ (Opens in a new tab)