Payroll and HR Administrator

  • Job title: Payroll and HR Administrator
  • Job Type: 1 year Fixed term contract, full time
  • Salary: Circa £27,000 dependent on skills and experience
  • Department: HR
  • Reporting to: People Director - Supporting Payroll Manager, Recruitment Manager and HR Manager.
  • Location: Bishopswood Road, Highgate
  • Start: ASAP
  • Closing Date: 21 July 2023 at 5:00 pm
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This is an exciting role providing high quality, efficient and compliant support to the payroll and wider HR function, reporting to the People Director. The role will be split evenly with circa 20 hours a week supporting payroll and 20 hours supporting the generalist HR function. The ideal candidate will have previous administrative experience and ideally have knowledge of a payroll process and be able to react to any ad-hoc tasks that may come their way.

The Department

An excellent opportunity to join our friendly and supportive Human Resources team.

There is a supportive and welcoming atmosphere within the department that underpins our people first culture as a school. Teamwork is at the heart of everything we do and by working together, we aim to provide the very best service to our students and staff.

The Human Resources (HR) department is made up of 7 people who work together to deliver a people first vision in line with the School’s Safer Recruitment Policy, current legislation and best practice guidelines to the whole school ensuring that day to day HR functions is effectively managed.  The department are on a transformation journey to deliver proactive people solutions to our staff and develop a self service mentality across the school.


Job Description


Payroll Administration

  • Work with the Payroll & Pensions Specialist to support the processing of two monthly payrolls using EARNIE Iris payroll software
  • Liaise with the HR Department regarding monthly queries and required confirmations in respect of payroll issues
  • Support the Payroll & Pensions specialist with payroll cost allocations
  • Collate and input all information required for expenses and timesheets ready for payroll
  • Support in maintaining all necessary payroll records and process all changes including starters, leavers, and role amendment etc. This requires the need to be pro-active and to chase information if documents are missing
  • Calculate overtime, unpaid days, additional days, KIT days and other payments and deductions
  • Work with Payroll & Pension Specialist to manage cycle to work scheme, season ticket loans, salary advance and other loans to staff. Calculate interest rate changes if applicable. Explain the procedure of all the above mentioned schemes to staff from start to finish and deal with all queries
  • Ensure that the correct deductions are made in respect of National Insurance, tax and pension contributions and ensure that these sums are paid over in a timely way each month
  • Maintain and process variable deductions where necessary such as court orders
  • Be the first point of contact for payroll and pension enquiries from members of staff
  • Support in producing P60s for staff on an annual basis
  • Deal with all payroll queries and historical queries
  • Assist staff with the use of the online payslip portal
  • Carry out the quarterly payroll numbers survey

Pensions Administration

  • Support in carrying out all administration for the School’s pension schemes
  • Manage auto-enrolment obligations every month and support Payroll & Pensions specialist with re-enrolment every three years
  • Support in completing annual return for Teachers’ Pensions Agency EOYC, Pensions Trust and HMRC in accordance with their deadlines

HR Support

  • Act as a first point of contact on generalist HR queries
  • Provide clerical and administrative support to the HR Manager, including note taking, meeting notes on Employee Relations casework
  • Process documentation and prepare reports relating to all HR activities, such as staffing, recruitment, training, employee relations cases and appraisals
  • Support the Recruitment Manager and Recruitment Administrator with the preparation of job descriptions and person specifications
  • Write and post job vacancy adverts (internally and externally)via vacancy filler and the online through digital channels
  • Carry out benchmarking of roles when required
  • Support in dealing with recruitment queries and manage candidate communications
  • Create recruitment timelines, arrange interviews, meet and greet candidates
  • Support with practical assessments and managing interview process for candidates
  • Arrange and carry out site tours for candidates
  • Undertake some shortlisting and panel interviewing if required
  • Support with the drafting and sending of offer letters, new starter employment packs and contracts
  • Provide advice to employees and line managers in regard to recruitment policies and procedures where relevant
  • Support the pre-employment checks – including but not limited to Disclosure and Barring Services (DBS) checks, referencing, right to works and overseas checks
  • Ensure HR information is held and updated accurately within HR systems such as SIMS, CIPHR and Payroll portals including – pay updates, absence, annual leave
  • Be committed to working and developing best HR Practices to improve efficiency
  • Support the administration of any Learning and Development

These duties and responsibilities are intended as a guide. They are not exhaustive: the Payroll & HR Administrator will be expected to undertake any reasonable task or responsibility as required by the Payroll & Pensions Specialist, HR Manager, Recruitment Manager or People Director.

Person Specification
  • Criteria
  • How will these be tested or verified?
  • Qualifications/Experience
  • Essential:
    • Experience in operating or supporting a Payroll process
    • Worked in an administrative role
    • Previous use of HR systems and payroll/finance databases


    • Working towards a CIPD qualification or Recruitment qualification or a strong interest in gaining a relevant qualification Experience using EARNIE
    • Previously worked in HR
  • Knowledge/Skills
  • Essential:

    • Ability to work independently and prioritize a high workload
    • High level of attention to detail and accuracy
    • Good numeracy skills
    • Good language skills in order to compose correspondence
    • High level of IT skills
    • Must be able to maintain accurate records for all recruitment, payroll and pension matters


    • Understanding of the School’s pay structur
  • Personal Attributes
  • Essential:

    • Strong customer focus
    • Must be able to respect confidentiality in respect of all information relating to this post
    • Must be accurate, methodical and well organised
    • Has strong attention to detail
    • Able to work to agreed standards and deadline
    • Flexible with a ‘can-do’ approach and able to work effectively and use initiative without constant supervision


Child Protection

This role will not normally involve unsupervised contact with pupils; however in the context of his/her employment the member of staff will frequently be in the presence of children and will therefore have to have appropriate levels of training in child protection.


£27,000 Dependent on qualifications, skills and experience.

Hours of Work

This post works 40 hours per week. The normal hours of work are 8.00am – 5.00pm, Monday to Friday. There is a need to be flexible about hours in order to carry out the duties and responsibilities effectively and no additional payment is made in this respect.

Probationary Period

This appointment will be subject to the completion of a probationary period of six months to the satisfaction of the Governors.

Lunch Period

There is an unpaid lunch break of one hour.  A complimentary lunch is available in the Dining Hall.


25 days’ paid holiday entitlement plus public holidays to be taken at times agreed with the Bursar.


The School operate an Aviva Aptis pension Scheme whereby the employee contributes 5% and the employer 21%

Leisure Facilities

Subject always to the needs of pupils and School’s operations, staff are offered free access at stipulated times to the School’s sports facilities.


The need for absolute confidentiality and discretion, both within Highgate and the wider community, must be understood.

Dress Code

Teachers and support staff are expected to set an example to pupils and should dress appropriately at all times.


Smoking, including vaping, is not allowed on or immediately outside any School premises (the footprint of the buildings and the grounds) or in areas where smoking might be seen by parents or pupils during working hours.

Health and Safety

Highgate takes its obligations under the Health & Safety at Work Act seriously and the post holder will be required to comply with all aspects of Highgate’s Health and Safety Policy, particularly in relation to safe working practices.  All staff must keep up to date with Highgate’s Health and Safety Policies which are regularly updated and posted on the Staff Intranet.

Equality and Diversity

Highgate is committed to being an equal opportunities employer. To enable us to make any reasonable adjustments please let us know at application stage if you have any special requirements.

Working at Highgate

A culture of community, kindness and belonging

Highgate is a caring, open-minded community, where we promote kindness, empathy and friendship. Everyone who works and studies with us deserves to feel they are part of a welcoming environment that enables them to be themselves and to thrive as individuals.

Our community extends beyond the school, through partnerships, charity work and our commitment to equality, inclusion and sustainability. All members of our school community are encouraged to look outwards and play an active role.

In a recent ISI inspection (Dec 2021), it was noted that “Pupils show exceptional respect for, and appreciate diversity within the school and wider community, and their own and other cultures, demonstrating sensitivity and tolerance to those from different backgrounds and traditions.”

Staff wellbeing

Highgate is committed to staff wellbeing, which we promote by encouraging a strong work-life balance; trying our best to support flexible working requests; providing a nutritious complimentary lunch in the dining hall; and offering access to sporting facilities including our recently renovated swimming pool.

The Staff Wellbeing Committee, with representatives across the School, meets regularly to drive forward initiatives, and a selection of staff have been trained as Mental-Health First Aiders.

We encourage an open culture throughout our school, with regular staff surveys, action committees and opportunities to feedback. We strive for continual learning and improvement, and staff training and development is paramount. There are opportunities to participate in the wider life of our school, such as taking part in trips or societies and getting involved in partnership projects.

More details about working at Highgate can be found here:

Work with us    Aims + Ethos

Charitable work and sustainability

As an independent school, we want to use our position as a charity effectively: to make high-quality education accessible to as many children as possible – through our bursary programme at Highgate and through our work with local state schools. We have partnerships with over 60 state schools across 7 London boroughs, and we are the principal educational sponsor for London Academy of Excellence, Tottenham – an academically-selective state sixth form in a community where such opportunities are lacking.

Alongside this, our staff and pupils undertake charitable activities throughout the year. These range from staff giving up their time to neighbourhood schools and charitable organisations, focused fundraising campaigns, to pupils undertaking community work in the local area or further afield.

As a school, we have a central role to play in educating our pupils, staff and parents about the importance of environmental sustainability. We are taking positive action to adapt our operational performance to tackle the negative effects of climate change. We encourage all our staff to reflect upon their personal and professional practices, to support our environmental agenda and to make positive changes wherever possible.

Application procedure

  • Closing Date: 21st July 2023
  • Timing of interviews: w/c 10th July

Contact:  Recruitment Team are happy to answer any questions about this post.

Early Application: Applications will be considered ‘as and when’ received and we may close the vacancy if we appoint before the closing date.

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We know that more diverse teams are stronger teams, and that the more inclusive we are, the more our staff and pupils will feel a sense of belonging and will thrive. To enable us to make reasonable adjustments, please let us know of any disabilities (including neuro-divergence) when you submit your application.


As this role will have regular unsupervised contact with children you must, if appointed, comply with Highgate’s Safeguarding Policy and Staff Code of Conduct. If in the course of carrying out the duties of the post the post holder becomes aware of any actual or potential risks to the safety and welfare of our pupils, these concerns must be reported immediately in accordance with the Safeguarding Policy.  If whilst in the post, Highgate becomes aware of any safeguarding concerns to staff, pupils or the community; these will need to be followed up in line with the safeguarding policy and code of conduct which is underpinned by KCSE and other legislation. These concerns may need to be shared with other agencies.  A copy of these policies will accompany all offers of employment. Training will also be provided to all staff to support Safeguarding practice.

Please read before you apply

Highgate is committed to the safeguarding and welfare of children and applicants must be willing to undergo child protection screening appropriate to this post, including checks with past employers, the Disclosure and Barring Service and overseas police check if necessary. Candidates from overseas must provide information about their past conduct, for example, by providing documents issued by overseas teaching authorities.

Please note that this role is ‘exempt’ from the Rehabilitation of Offenders Act 1974 and therefore, you are required to declare any convictions, cautions, reprimands and final warnings that are not ‘protected’ (i.e. filtered out) as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013). Shortlisted candidates will be asked to provide details of all unspent convictions and those that would not be filtered, prior to the date of the interview.

In accordance with the latest guidance from KCSIE, we shall be conducting online searches on any candidates who are shortlisted.

Apply here