Payroll Administrator

• Job title:Payroll Administrator
• Job Type:Part time (3 days per week) 1 year FTC Mat cover July 2026 - July 2027
• Salary:£16,200 - £18,000 (£18,453- £20,503 if full pension flex benefit is utilised) - FTE £27,000 - £30,000
• Department:HR
• Reporting to:Payroll and Pensions Specialist
• Location:Bishopswood Road, Highgate
• Start:ASAP
• Closing Date:22 June 2026 at 5:00 pm

This is an exciting role providing high quality, efficient and compliant support to the payroll function within the HR team, reporting to the Payroll and Pensions Specialist. 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.

At Highgate, our HR team is on an exciting journey of transformation. Our vision is to build a trusted, people-centred HR function that supports every member of our school community to succeed, now and in the future.

We aspire to be:

• Reliable and compliant — safeguarding records and ensuring integrity across all schools.
• Supportive and empowering — fostering wellbeing, inclusion, and respect.
• Efficient and modern — leveraging digital systems and data-driven insights.
• Strategic and forward-looking — anticipating future staffing needs and shaping culture.
• A trusted partner — providing professional, accessible advice and acting as a stable pillar in a dynamic environment.

What this looks like in practice:

Over the next few years, we are implementing digital-first HR processes, standardising staff records, and building a robust data foundation to inform workforce planning and improve staff experience. We aim to deliver a responsive HR service that is easy, transparent, and consistent, while driving initiatives that enhance wellbeing, inclusion, and professional growth.

By joining us, you’ll play a key role in building strong, efficient HR processes and helping us evolve into a strategic partner that shapes culture, talent, and leadership for the future.

Job Description

MAIN RESPONSIBILITIES

• Work with the Payroll & Pensions Specialist to support the processing of two monthly payrolls using EVERY 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 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
• Process expenses via the new finance system Accounts IQ
• Carry out the quarterly payroll numbers survey

These duties and responsibilities are intended as a guide only. They are not exhaustive: the Payroll Administrator will be expected to undertake any reasonable task or responsibility as required by the Payroll and Pensions Specialist.

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

  Desirable:

  • Previously worked in HR
• Skills/Knowledge

• 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 payroll and pension matters

  Desirable:

  • Understanding of the School’s pay structure
• 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 deadlines
  • Flexible with a ‘can-do’ approach and able to work effectively and use initiative without constant supervision

Location | Highgate Village, adjacent to Hampstead Heath, with quaint shops and easy connections across London.

Pension | AVIVA workplace pension scheme offered with a generous 26% employer contribution, with the ability to flex up to 16% of this as additional non-pensionable salary, employees contribute a minimum of 5%.

Personal development | Comprehensive induction support for new staff. Focus on continued professional development for all employees.

Leisure facilities | Free access, at stipulated times, to our sports facilities, including a fitness suite and swimming pool (recently refurbished).

Lunch | A complimentary lunch.

Help with sustainable travel  | Access to the Cycle to Work Scheme and a Season Ticket Loan scheme for public transport.

Family-friendly policies | Highgate appreciates that employees sometimes have family commitments so we try to be as supportive as possible, for example with enhanced maternity pay (8 weeks’ full pay, then 10 weeks’ half pay) and paid dependant leave.

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.

Following a visit from the Independent Schools Inspectorate (ISI) in September 2024 to assess Highgate’s regulatory compliance and school standards, we are pleased to share the inspection findings, which reports compliance in all five areas and a ‘significant strength’ in our teaching expertise.

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:

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.

• Closing Date:22nd June 2026
• 1st Interview:ASAP

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.

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 KCSIE 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.

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. DBS Privacy Policy

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. DBS Code of Practice

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