Job details



Responsible to

Payroll Team Leader


Kedleston Road, Derby Campus


£11,064 per annum for the first 12 months. After, there is an increase dependant on age.

Closing date

Monday 24 January 2022

Contract type

Fixed term contract 18 months

Post type




About the role

Challenging, interesting and constantly changing, the University of Derby is an exceptional place to learn and an incredibly rewarding place to work. As an employer-provider of apprenticeships, you will have the opportunity to work alongside experienced staff to gain job-specific skills whilst being paid and you will also be eligible for time off the job to study.

Ours is an extraordinary educational environment and because we specialise in identifying and developing individual potential, you can be confident you will receive all the help and encouragement you need with an allocated Mentor to ensure successful completion of your apprenticeship.

Our combined higher and further education offering is spread over campuses in Derby, Buxton, Leek and Chesterfield and we offer a range of apprenticeships from Level 2 through to Level 7, some of which also have accredited qualifications embedded within them.

Are you looking for an opportunity to start a career in payroll? An exciting opportunity has arisen for a Level 3 Apprenticeship, working within our Payroll Team. You will work alongside the Payroll team and will be trained to assist with the delivery of the Payroll and Pension service to employees. 

This is an opportunity for you to gain experience whilst working towards a level 3 qualification as part of Payroll Team that is future focused and driven by ambition.

This is a wide-ranging role, but you will undertake duties that include entering data into the payroll system, including timesheets, new starters, leavers, variable and permanent data changes. You will run and check reports to ensure the accuracy of payments to individuals and payments to third parties.  You will also respond to a range of payroll queries from staff, external bodies and third parties. 

You will provide data to pensions schemes administrators on a regular basis within deadline, check the accuracy of submissions, reconciling payments made to the schemes and ensuring auto and contractual enrolment into pensions is carried out in line with statutory and contractual regulations.  You will also be expected to work in the wider finance department to enhance learning across the finance spectrum. Provision of data to pensions schemes administrators, auto and contractual enrolment into pensions. 

After the first 12 months of the apprenticeship, there is a salary increase dependant on age:

19-20 years: £12,621 per annum

21-22 years: £16,085 per annum

23 years plus: £17,143 per annum

Principal accountabilities

  1. Processing of variable data from University departments, colleges, subsidiaries and third parties, resolving any issues arising from the data provided. This includes, Childcare Vouchers, paid in arrears hours, Overtime and Ad Hoc Payments
  2. Set up of new employees within the University (External Personnel), Student Employment Monthly and Derby Theatre Weekly payroll ensuring all necessary documentation has been provided including eligibility to work.
  3. Checking of audit reports that monitor changes to the Payroll software by Human Resources, and advising Human Resources of discrepancies and assisting in resolving related issues
  4. Downloading of FBI data form HMRC and resolving any issues
  5. Calculate and process Statutory and Occupational Sick Pay, Statutory Maternity, Paternity and Adoption Pay, in accordance with University Terms and Conditions and Statutory regulations.
  6. Calculation of payroll and running of payroll reports, checking outputs are in line with both statutory and organisational regulations and assisting in the preparation of monthly payroll reports for sign-off.
  7. Assisting in the correction of pay discrepancies either by under or overpayment including reworks of employee YTD positions for HMRC and Pension reporting
  8. Responsible for the preparation completion of the pension returns for both Local Government and Teachers Pension schemes including individual returns for employees, monthly and annual returns and ad hoc requests from the University or third-party pension bodies
  9. Provide a high level of active support and customer service in the provision of information to third parties and other stakeholders including employees and members of the University including advice on technical matters concerning PAYE & NI statutory regulations.
  10. Creation of simple Impromptu reports and Excel spreadsheets for ad hoc purposes.
  11. Maintaining close relationships with other stakeholders connected to the Payroll departments activities via SLA agreements and undertaking regular meetings to discuss and implement improvements.
  12. Any tasks as required from time to time by Senior Management within the Finance Department.
  13. Cover for all members of Payroll Team as required.
  14. Maintain via CPD an up-to-date knowledge of any developments that could impact upon the University payroll ability to deliver an accurate and timely payroll and any necessary information to third party stakeholders.
  15. Any other duties commensurate to the role.

Person specification

Essential Criteria



Skills, knowledge and abilities

Desirable Criteria



As well as competitive pay scales, we offer generous holiday entitlement. We also offer opportunities for further salary progression based on performance, and the opportunity to join a contributory pension scheme.

Find out more about pay and benefits

How to apply

You can apply by submitting an online application. Once you have signed in or registered with us you will be able to begin your application. If you are creating an account for the first time, please ensure you provide an email address that you access regularly as this will be our main means of contacting you regarding your application.

If you require any assistance, including the provision of any documentation in an alternative format, please contact the Recruitment team at

Please note all applications must be submitted online by Midnight GMT on the closing date of the vacancy.

Important information

Please note that unfortunately, this role will not attract sufficient points to obtain a sponsored Skilled Worker visa under the UK Visas & Immigration points based immigration system; however, applications are welcome from candidates who do not currently have the right to work in the UK, but who would be eligible to obtain a valid visa via another route..

Please consult the Home office website for further information.


Our number one priority is to keep our staff, students and community safe as we continue to work through the pandemic. Upon appointment, full training will be given on the Health and Safety processes we follow.

Find out how we are ensuring the safety of our staff, students and community

Further details

Download Apprentice Payroll Assistant job descriptionDownload Apprentice Payroll Assistant job description

Six students walking in a line outside One Friar Gate Square, talking to each other and smiling

Why join Derby?

Challenging, interesting and constantly changing, the University of Derby is an extraordinary place to learn and an incredibly rewarding place to work.

Find out more about working at the UniversityFind out more about working at the University

We are committed to safeguarding and promoting the welfare of children and vulnerable adults and expect everyone who works for us to also share this commitment and to treat people with courtesy and respect.