Payroll Administrator

Payroll Administrator

Reports to: Head of Group Payroll

Hours 37.5 hours, Monday to Friday

Location: Hybrid - Reading, Berkshire

ABOUT TRUSTMARQUE ULTIMA

Trustmarque Ultima is the result of the recent merger between the Trustmarque and Ultima Groups, bringing together two leading technology businesses with a shared commitment to customer success, innovation, and excellence. Our combined organisation offers enhanced capabilities, broader career opportunities, and an exciting environment where talented people can thrive and help shape the future of technology services in the UK and beyond.

ROLE PURPOSE

Following a restructure of the Group’s payroll function to coincide with the go-live of our new Rippling HRIS platform, an opportunity has arisen for a Payroll Administrator to join the team and take day-to-day responsibility for two payrolls covering 650 colleagues.

The Payroll Administrator supports the accurate, timely and controlled delivery of payroll across Trustmarque Ultima. The role is responsible for maintaining payroll data, processing employee changes, validating payroll outputs, completing reconciliations and responding to payroll queries. Working closely with the Head of Group Payroll, HR, Finance and external payroll providers, the post holder will help maintain reliable payroll records, clear audit trails and a consistently high standard of employee service across the Group.

MAIN DUTIES AND RESPONSIBILITIES

Payroll Processing and Administration

• Collect, check and process payroll inputs, including starters, leavers, salary changes, variable pay, benefits, deductions and bank detail changes
• Maintain accurate employee payroll records within the relevant payroll and HR systems
• Support payroll processing across the Group and help ensure agreed payroll timetables and cut-off dates are met
• Prepare and retain clear supporting documentation and audit trails for all payroll changes

Payroll Validation and Reconciliations

• Validate payroll inputs and outputs for completeness and accuracy before approval
• Prepare payroll reconciliations, including gross-to-net, headcount, payroll-to-ledger and variance analysis
• Investigate unusual movements, errors and exceptions and escalate material issues promptly

Compliance and Controls

• Follow documented payroll processes, approval requirements and segregation of duties
• Assist with statutory submissions, year-end activities and information requests in the jurisdictions supported
• Maintain payroll records in line with data protection, retention and confidentiality requirements
• Provide accurate evidence for internal and external audit requests

Employee, Stakeholder and Provider Support

• Respond to payroll queries from employees and managers in a timely, clear and professional manner
• Work closely with HR and Finance to resolve data, payment and accounting queries
• Liaise with external payroll providers and track outstanding actions through to resolution
• Escalate sensitive, complex or high-risk matters to the Head of Group Payroll

Process Improvement and Team Contribution

• Keep procedures, checklists and process documentation current
• Identify recurring issues, control gaps and opportunities to reduce manual activity
• Support payroll system changes, testing, parallel runs and implementation activity as required
• Contribute to team objectives and provide cover during busy payroll periods

ESSENTIAL KNOWLEDGE, SKILLS & EXPERIENCE

• At least 2 years’ experience in a payroll administration or payroll processing role
• Practical understanding of end-to-end payroll processes, controls and payroll timetables
• Experience handling starters, leavers, pay changes, deductions, benefits and payroll queries
• Good Microsoft Excel skills, including reconciliations, lookups and analysis of payroll data
• High level of accuracy, organisation and attention to detail
• Ability to work to fixed deadlines and manage competing priorities in a confidential environment
• Clear written and verbal communication skills with a strong customer-service approach
• Ability to identify inconsistencies, investigate issues and escalate appropriately

DESIRED KNOWLEDGE, SKILLS & EXPERIENCE

• Experience working with cloud-based payroll or HR systems, such as Rippling, ADP, Sage Payroll or an equivalent platform
• Experience supporting payroll across more than one country or legal entity
• Thorough knowledge of UK payroll requirements
• Experience working with outsourced payroll providers
• Experience preparing payroll journals, balance sheet reconciliations or audit support
• Relevant payroll, bookkeeping or finance qualification

KEY COMPETENCIES REQUIRED FOR ROLE

• Accurate – you take ownership of data quality, check your work carefully and recognise that small payroll errors can have a significant employee impact
• Organised – you plan around fixed payroll deadlines, keep clear records and follow actions through to completion
• Collaborative – you work constructively with Payroll, HR, Finance, managers and external providers to resolve issues
• Discreet – you handle personal and pay information with sound judgement and strict confidentiality
• Analytical – you are comfortable reconciling data, investigating variances and identifying the root cause of issues
• Customer-focused – you communicate clearly, respond professionally and treat payroll queries with care and urgency
• Adaptable – you remain dependable during system, process and organisational change
• Improvement-minded – you look for practical ways to strengthen controls, simplify processes and improve service

Why join Trustmarque Ultima?

Joining Trustmarque Ultima means becoming part of a business where people genuinely make the difference. We're passionate about developing our people, celebrating success and creating an environment where everyone can thrive.

Our values underpin everything we do:

🤝 Team – We collaborate, support one another and achieve more together.

⭐ Excellence – We strive to deliver exceptional outcomes for our customers and each other.

🚀 Empowerment – We trust our people, encourage innovation and provide opportunities to grow.

Alongside a competitive salary and benefits package, you'll have the opportunity to work with some of the UK's most talented technology professionals while building a rewarding career in one of the country's leading technology solutions providers.

Ready to join us?

If you're passionate about accurate payroll delivery, excellent employee service and continuous improvement, we'd love to hear from you.

Apply today and help shape the future with Trustmarque Ultima.