Payroll Transformation Lead

Reports to: Deputy Finance Director / Finance Director

The Payroll Transformation Lead will play a pivotal role in leading the transformation of the school’s payroll operations as part of the implementation of a new MHR HR & Payroll system. Working at the intersection of technology, process, and people, the post‑holder will lead discovery, design, testing, implementation and post‑go‑live embedding of payroll processes, ensuring the school transitions smoothly to the new system with strong governance, data integrity and minimal operational disruption.

This fixed‑term role is critical in ensuring that the new payroll environment is accurate, compliant, user-friendly, and capable of supporting the school’s long‑term needs.

• Conduct a detailed review of existing payroll processes, workflows, payroll cycles, statutory payments (SMP, SPP, SPL, SSP), and pension administration practices.

• Analyse all employee types, pay structures, allowances, and variable elements, ensuring the new system can accommodate complexities across teaching and support staff.

• Review the accuracy and integrity of payroll data, identifying gaps, inconsistencies, and cleansing requirements prior to system migration.

• Work with HR and Finance to map all payroll inputs, outputs, reconciliations, and interdependencies, creating clear documentation to inform build decisions.

• Produce concise discovery reports highlighting risks, decision points, and required senior leadership input.

• Collaborate with the MHR implementation team, project manager, and business analyst to design efficient payroll workflows that reflect current realities while enabling future enhancements.

• Provide subject‑matter expertise on payroll legislation, Teachers’ Pensions, support staff pensions, and statutory obligations to ensure accurate system configuration.

• Define payroll rules, pay elements, calculation logic, pension schemes, auto‑enrolment triggers, and reporting structures for build within MHR.

• Work closely with HR to ensure alignment between HR and Payroll processes, especially at points of integration such as contracts, salary changes, and absence management.

• Ensure that data integrity, internal controls, approvals, and segregation of duties are embedded into workflow design.

• Design and lead payroll testing cycles including SIT, UAT, parallel run testing, scenarios, and regression testing.

• Validate that all payroll calculations (e.g., pro‑rata, overtime, allowances, deductions, pension contributions) run accurately across all employee groups.

• Document defects, work closely with the project manager and vendor on resolution, and ensure testing outcomes are fully recorded.

• Coordinate and support HR and Payroll team participation in testing, ensuring readiness for go‑live.

• Provide clear sign‑off criteria for payroll readiness, ensuring quality standards are met before deployment.

• Produce clear, engaging communications to support decision‑making and ensure stakeholders understand process changes, new workflows, and impacts on roles.

• Work closely with Payroll, HR, Finance, and IT teams to gather input, address concerns, and build ownership of new processes.

• Act as an advocate for the payroll transformation programme, helping colleagues understand the rationale for change and expected benefits.

• Develop a suite of training and support materials including quick‑guides, process maps, FAQs, video demos, and user instructions tailored to different user groups.

• Deliver training sessions and drop‑in clinics to build capability and confidence ahead of and after go‑live.

• Support the embedding of payroll changes post‑go‑live through monitoring adoption, triaging issues, and making iterative improvements.

• Ensure all payroll processes and system rules comply with HMRC requirements, pension scheme rules, employment legislation, and internal financial controls.

• Maintain comprehensive project documentation including process maps, decision logs, risks, data-migration records, and testing evidence.

• Support audit readiness by ensuring that decisions, system configurations, and process flows are clearly captured and traceable.

• Work with the Finance Director and Deputy Finance Director to define long‑term payroll ownership, responsibilities, maintenance routines, and governance structures after the project concludes.

• Significant experience delivering payroll transformation or implementing a new HR/payroll system (e.g., MHR, iTrent, SAP, Workday, Oracle, etc.).

• Strong end‑to‑end payroll expertise including statutory payments, pensions, reconciliations, HMRC compliance, and year‑end processes.

• Strong analytical skills with the ability to interpret complex payroll data, identify issues, and design effective solutions.

• Excellent communication, influencing, and stakeholder‑engagement skills, with the ability to work collaboratively across teams.

• Experience in process design, system configuration collaboration, and/or workflow mapping.

• Strong understanding of payroll controls, governance, compliance and risk management.

• Experience designing and delivering training, presentations, and user‑focused documentation.

• High level of accuracy, attention to detail, professionalism, and confidentiality.

• Experience working in an education environment and familiarity with Teachers’ Pensions administration.

• Experience working with MHR iTrent or similar integrated HR/payroll platforms.

• Experience in change management, business readiness, or operational transformation programmes.

• Payroll or HR professional qualifications (CIPP, CIPD etc.).

King’s is one of the most successful schools in the world, with outstanding academic results, first-class pastoral care and a vibrant co-curriculum. Overlooking Wimbledon Common, the school is situated in one of the most attractive parts of south east England and benefits from exceptional grounds and facilities.