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HR/Payroll Officer

Fairchildes Academy Community Trust

HR/ Payroll Officer

Starting Date: May 2023.

Salary: Grade 5 (scale point 13 - 15) starting point depends on experience and skills.

Salary Range: £28,269 - £29,214 per annum FTE. pro rata £18147 - £18754.

(Expecting pay rise in April 2023)

Hours: 25 hours per week, term time + 2 weeks.

Responsible to: CFO/Head of HR

An exciting opportunity has arisen for central payroll administration across the Multi Academy Trust of 3 schools. We are looking for an enthusiastic HR / Payroll Officer, who has meticulous attention to detail and a commitment to accuracy. The HR / Payroll officer will be responsible for payroll administration providing a professional, responsive and efficient services.

Purpose of the post:

  • The HR / Payroll Officer will be responsible for managing the monthly payroll processes of all 3 schools within the Trust.
  • To support the external Payroll provider for payroll and HR services.
  • To assist the CFO /Head of HR with the central service human resources.
  • To submit Work Force Census.
  • To maintain the single Central record in line with Keeping Children Safe in Education requirement
  • To undertake any other work appropriate to the level and general nature of the post’s duties

Duties of the post:


· Payroll administration of 3 schools within the trust.

· Responsible for gathering monthly payroll data and inputting into the payroll system.

· Key point of contact with external payroll provider ensuring monthly salary, expense payments, other ad-hoc payments etc. are processed.

· Maintaining accurate payroll information by collecting and processing data, checking and ensuring all payroll forms and pay actions e.g., new starter, leaver, pay changes, claims, contract variations, over time claims and expenses are processed correctly.

· Ensure starters, leavers and contract variations are processed correctly and in a timely manner

· Manage exceptions to the payroll process, including the administration of over/under payments, unpaid leave, maternity/paternity entitlements and sickness, applying and checking calculations as required.

· Validate and authorise the monthly pre-pay reports cross checking salaries against payroll data and making comments and amendments where necessary.

· Keep accurate and timely payroll record

· Liaise directly with payroll provider raising service requests/resolving any issues.

HR and Recruitment

• Draft employment related letters - e.g., job title changes, annual salary statement etc.

• Maintain HR filing system, ensuring all personnel files are kept up to date

• Assist with day-to-day and ad-hoc reporting requirements for the business

• Maintain the HR inbox, responding to queries and escalating where needed

• Draft responses for reference requests

• Organise and schedule interview process

• Prepare offer letters and employment contracts

• Track new joiner process

• Collect references and right to work documents.

• DBS check

• Set up new joiner files and ensure all on-boarding paperwork is filed correctly

• Support with the induction of new starters (permanent staff).

• Liaise directly with External provider related to HR issues.

• Keeping accurate absence and sickness records.

Key Accountabilities

Data Protection  

• Being aware of the School/Academy’s legal obligations under the Data Protection Act 2018 (the “2018 Act”) and the EU General Data Protection Regulation (“GDPR”) for the security, accuracy and relevance of personal data held, ensuring that all administrative and financial processes also comply.

• Maintaining customer records and archive systems in accordance with departmental procedures and policies as well as statutory requirements.

•Treating all information acquired through employment, both formally and informally, in accordance with the Workforce Data Protection Policy. 


• Treating all information acquired through employment, both formally and informally, in confidence.

• There are strict rules and protocols defining employee access to and use of the Academy’s databases.  Any breach of these rules and protocols will be subject to disciplinary investigation.  There are internal procedures in place for employees to raise matters of concern regarding such issues as bad practice or mismanagement

Equalities and Diversity

The Trust has a strong commitment to achieving equality of opportunity in its services to the community and in the employment of people. It expects all employees to understand, comply with and to promote its policies in their own work, to undertake any appropriate training and to challenge racism, prejudice and discrimination. This includes respecting and valuing the different experiences, ideas and backgrounds others can bring to work and to teams


• Displays commitment to the protection and safeguarding of children and young people.

• Values and respects the views and needs of children and young people.

• Demonstrates a commitment to fundamental British values and an awareness of how these can be promoted in direct work with children.

Health and Safety

Every employee is responsible for their own Health & Safety, as well as that of colleagues, service users and the public.  Employees should co-operate with management, follow established systems of work, use protective equipment where necessary and report defectives and hazards to management

To contribute as an effective and collaborative member of the School Team

• To participate in training to be able to demonstrate competence.

• To participate in first aid training as required.

• Participating in the ongoing development, implementation and monitoring of the service plans.

• Championing the professional integrity of the School Service

• Supporting Customer Focus, Best Value and electronic management of processes.

• Actively sharing feedback on School policies and interventions

Applications are invited from suitably qualified candidates and should be submitted using the school’s official application form and accompanied by a supporting covering letter – no CVs please. The application form can be downloaded at the bottom of this page. Applications should be emailed to

Potential applicants are welcome to visit the school prior to submitting an application. If you would like to arrange an appointment, or have any queries regarding this position, please contact Danielle Dymott, HR Officer on the email above.

Closing date for applications: Tuesday 19 April 2023

Interviews will be conducted shortly thereafter.

Person Specification

Job Title:

HR / Payroll Officer


Experience & knowledge:


Good standard of formal education minimum 5 GCSEs or equivalent  

A background of payroll administration preferably in education is desirable.

Excellent ICT skills and ability to utilise number of packages is essential.


Skills and abilities:


The ability to undertake a wide range of payroll and HR administrative tasks.

The ability to adapt to both varying tasks and those of a routine nature.

The ability to absorb information readily and speedily and work under pressure.

Confident communicating remotely with colleagues

Excellent verbal and written communication skills

Excellent attention to detail

Ability to prioritise workload in order to meet deadlines.

Special conditions:

Willingness to undertake further training as required for example for the software used by the school finance system.

The ability to work flexibly and ensure that essential tasks are carried out within agreed timetables.

The physical ability to perform the duties of the post with the support of aids and adaptations if necessary.

Enhanced DBS check

    Fairchildes Academy Community Trust

    Fairchildes Avenue, New Addington, Croydon, CR0 0AH
    01689 842268

    Fairchildes Primary School

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    Monks Orchard Primary School

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