Payroll Administrator Apprentice (MOC)
| Posting date: | 30 March 2026 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | Negotiable |
| Hours: | Full time |
| Closing date: | 13 April 2026 |
| Location: | Stourbridge, DY8 4JB |
| Company: | NHS Jobs |
| Job type: | Apprenticeship |
| Job reference: | C9253-26-0092 |
Summary
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.