Job info	Job info details
Job title	Payroll & HR Officer
Strategic team/Directorate	Corporate Services
Service	HR & Payroll
Business unit	Human Resources
Responsible to (day to day issues)	HR Business Services Manager (HR & Payroll)
Accountable to (line manager)	HR Business Services Manager (HR & Payroll)
Salary grade	F
JE ref	JOT216

1. Key purpose of job

• To deliver an accurate, compliant and customer-focused Payroll, Recruitment and HR administration service across Torbay Council, Local Authority Schools and external customers, ensuring statutory, contractual and organisational requirements are met.
• To act as a first point of contact for payroll, HR systems and recruitment administration enquiries, providing accurate advice, guidance and system support, and escalating complex or high-risk issues appropriately.
• To process payroll, pension and employment data accurately and within defined timescales, applying relevant legislation, service conditions and professional judgement to ensure payroll integrity.
• To work independently and/or collaboratively within the Payroll and HR team to prioritise workloads, meet daily, weekly and monthly deadlines, and contribute to the continuous improvement of payroll, HR systems and associated processes.

2. Anticipated outcomes of post

• Payroll, pension and employment changes are processed accurately and on time with minimal errors or corrective action required.
• A professional, responsive and customer-focused Payroll and HR service is consistently provided to employees, managers, schools, external customers and stakeholders.
• Pension data submissions, including LGPS monthly returns, are accurate, complete and fully compliant with statutory and audit requirements.
• HR, Payroll and system enquiries are resolved efficiently at first point of contact wherever possible, with appropriate escalation of complex issues.
• Recruitment administration activity is compliant with Safe Recruitment requirements, establishment controls and Council policies.
• Recruitment activity is supported by high‑quality, consistent and professionally presented job adverts and documentation, reflecting agreed employer brand standards and supporting effective attraction of candidates.
• Clear audit trails and accurate records are maintained, supporting internal and external audit activity and strong financial governance.

3. List key duties and accountabilities of the post

• As an employee of Torbay Council, the post holder is required to safeguard and promote the welfare of children and adults in line with Council safeguarding policies and procedures. The Designated Senior Lead for Safeguarding is the Chief Executive and Director of Children’s Services.
• Input, validate and maintain payroll and HR data within HR and payroll systems in accordance with statutory and contractual requirements.
• Carry out payroll calculations including statutory and voluntary deductions, overpayments and underpayments.
• Complete payroll statutory forms and returns within prescribed deadlines, ensuring accuracy, compliance and clear audit trails.
• Validate payroll data and checks prior to submission of BACS files, ensuring payments are accurate, authorised and compliant with payroll controls.
• Authorise and process pension deductions and support LGPS administration including monthly returns.
• Undertake National Minimum Wage and salary validation checks.
• Act as first point of contact for payroll, HR systems and recruitment administration enquiries, resolving routine and non‑standard issues within agreed frameworks, and escalating complex or high‑risk matters where appropriate.
• Support recruitment administration ensuring Safe Recruitment and Right to Work compliance, including reviewing and advising on job adverts and supporting documentation to ensure accuracy, consistency, and alignment with Council standards, employer brand and tone of voice.
• Prepare and issue employment documentation including letters of appointment and statements of particulars, ensuring accuracy, compliance with employment legislation and adherence to Council policies.
• Maintain accurate payroll records and audit trails and support internal and external audits.
• Ensure compliance with Financial Regulations, Data Protection legislation and Information Governance requirements.
• Process payroll-related financial transactions, including orders and invoices within financial systems, in accordance with Financial Regulations and agreed procedures.
• Carry out peer checking/quality assurance of payroll and HR processing within the team to maintain accuracy, consistency and compliance.

4. Budgetary/Financial Responsibilities of the post

• None. 

5. Supervision/Line Management Responsibilities of the post

• None. 

6. Working environment and conditions of the post

• The post holder is required to work primarily as a permanent home worker, operating remotely using Council‑provided systems and equipment.
• The role involves sustained work with HR and payroll systems, responding to customer enquiries and processing payroll, recruitment and HR administration activity to daily, weekly and monthly deadlines.
• The post holder must be able to work effectively and securely in a homeworking environment, maintaining confidentiality, data security and professional standards, while remaining accessible to colleagues, managers and customers through digital communication channels.
• Occasional attendance at Council workplaces may be required for meetings, training or service requirements.
• The role requires a high degree of organisation, resilience and self‑management to maintain service standards and customer responsiveness within a remote working environment.
• The role involves handling sensitive and sometimes distressing pay queries, requiring calm communication and professional judgement.

7. Physical demands of the post

• Normal physical effort.

8. Specific resources used by the post

• Normal Office Equipment, PC, Printer, Scanner and associated Office equipment, Fims, Resourcelink, MyView, iLearn, Occupational Health, Pinpoint, Pensions.

9. Key contacts and relationships

External

The post holder will have regular contact with a range of external stakeholders, including:

• Employees, job applicants and members of the public, providing payroll, HR systems and recruitment-related information and support.
• Local Authority Schools, Academies and external customers, including Headteachers, Governors, administrators and employees, in relation to payroll, pensions and recruitment administration.
• Payroll, pensions and recruitment-related organisations and official bodies, including HMRC, the Department for Work and Pensions, pension scheme providers and occupational health providers.
• Trade Union representatives and other professional bodies, as required.
• External providers and contractors involved in payroll, recruitment or HR service delivery.

Internal

The post holder will work closely with:

• Colleagues within the HR and Payroll service.
• Managers and employees across the Council, providing advice, guidance and operational support.
• Senior officers and service managers, as required, in relation to payroll accuracy, compliance and service delivery.
• Trade Union representatives and Elected Members, where appropriate.

10. Other duties

• To undertake additional duties as required, commensurate with the level of the job.

Other Information

• All staff must commit to the Workplace Equality, Diversity and Inclusion Practice and Policy.
• Torbay Council is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for.
• The post holder is expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. And are aware that the Chief Executive and the Director for Children’s Services are the Safeguarding Leads for the Council.
• The post is eligible for both hybrid and permanent home working.
• You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
• The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement. 
• The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
• The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
• The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes.
• If this post is customer facing, it will require the ability to fulfil all spoken aspects of the role with confidence and fluency in English.
• If you are required to access a government system such as HMRC, DWP or The Public services network (PSN) as part of your role with the Council you will be required to complete a basic disclose with your line manager before you can access these systems. Your manager will be required to complete a verification form that confirms your identity, nationality and immigration status, employment history and unspent convictions (third party).
• If you are required to use your own vehicle on Council business or drive a council vehicle you will be asked to provide information on any driving endorsements by accessing gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.

Person Specification

Note for Candidate

All Candidates

The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement. In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.

Candidates who consider that they have a disability

Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.

If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.

Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.

If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.

Job info	Job info details
Job Title	Payroll & HR Officer
Strategic team/Directorate	Corporate Services
Service	HR & Payroll
Business unit	Human Resources

Skills and effectiveness

Essential skills and effectiveness

• Ability to provide a professional, customer-focused service, communicating clearly and confidently with a wide range of internal and external customers.
• Ability to manage and prioritise a varied workload accurately, meeting daily, weekly and monthly deadlines within a payroll and HR environment.
• High level of numeracy and accuracy, with the ability to carry out payroll calculations and identify discrepancies.
• Ability to apply judgement when dealing with payroll, HR and pensions queries, resolving routine issues and escalating complex or high-risk matters appropriately.
• Strong organisational skills with attention to detail and a methodical approach to work.
• Ability to work effectively both independently and as part of a team.
• Demonstrates an understanding of payroll processes and procedures.
• Ability to problem solve, create & implement solutions.
• Ability to fulfil all spoken aspects of the role with confidence and fluency in English.

Desirable skills and effectiveness

• Ability to interpret data and produce basic payroll or HR information reports.
• Experience of identifying and contributing to improvements in payroll, HR or administrative processes.
• Experience of working within a payroll environment supporting a workforce of 1,000+ employees.
• Experience using Zellis (Northgate Arinso) or a comparable integrated HR/payroll system.

Knowledge

Essential knowledge

• Working knowledge of payroll processes, statutory pay requirements and payroll legislation.
• Understanding of HR policies and procedures, including Safe Recruitment practices and employment terms and conditions.
• Awareness of data protection principles and the importance of confidentiality within an HR and payroll context.
• Proficient in the use of Microsoft Office applications, particularly Excel, Word and Outlook.

Desirable knowledge

• Knowledge of payroll and pensions administration within a Local Government environment.
• Understanding of Local Government pay and conditions of service.
• Knowledge of LGPS pension processes and requirements.
• Advanced Excel skills.

Experience and achievements

Essential experience and achievements

• Experience of working within an HR, payroll or related administrative environment.
• Experience of providing advice or information to customers in relation to payroll, HR or employment matters.
• Experience of working to strict deadlines and managing competing priorities with accuracy.

Desirable experience and achievements

• Experience of supporting schools, academies or multi-employer payroll arrangements.
• Experience of working in a hybrid or agile working environment.
• Experience supporting payroll or HR audit activity.

Qualifications/professional memberships

Essential qualifications/professional memberships

• Educated to GCSE or O-Level standard or equivalent (including English and Mathematics).
• A recognised Payroll or HR qualification to NVQ level 3 or equivalent.

Desirable qualifications/professional memberships

• Educated to A Level standard or equivalent.
• Membership of the Chartered Institute of Payroll Professionals (CIPP) or Chartered Institute of Personnel and Development (CIPD).

Other requirements

Other requirements of the job role

• Commitment to safeguarding and promoting the welfare of children and young people in line with Council policies.
• Ability to travel as required to carry out the duties of the role.
• Ability to work flexibly, including the ability to accommodate homeworking arrangements.