Payroll and Pensions Manager
George Heriot's School
March 7, 2022
Edinburgh, United Kingdom
Job Type
- Edinburgh
Public Sector and Not for Profit
Financial and Statutory Accounting


Rutherford Cross is delighted to be supporting George Heriot’s School to hire a Payroll and Pensions Manager. Please click here to view the full Position Profile.

The Payroll and Pensions Manager is responsible for managing the payroll system for George Heriot’s School which encompasses up to 400 academic and support staff; and for Heriot’s Centre for Sport and Exercise, a small subsidiary with 6 employees. The successful candidate will manage the payroll and pension function on the WCBS PASS system.

The organisation is looking for an experienced Payroll and Pensions Manager who is hard working and driven. The individual will oversee management and organisation for the payroll and pensions of up to 400 employees on full-time, part-time and hourly contracts as well as other terms e.g. maternity pay. You will work closely with the finance team and HR although you will have your own separate office.

Reporting to the Finance Manager, the key duties of the role include, but are not limited to:

Payroll Database

  • Maintain the Payroll and pension database on PASS (our accounting and payroll system)
  • Set up new staff members on PASS with input from HR database
  • Ensure PASS data is up to date for payroll purposes i.e. RTI submission, bank details, tax codes, pension code etc
  • Update pension, National Insurance (NI) and tax data on PASS and ensure it is compliant with latest legislation/rules
  • Answer any queries from HMRC and Job Centre
  • Produce monthly payroll and pension reports and file associated data


  • Input starters & leavers data onto PASS and produce P45’s, P46’s
  • Collect and input all timesheets and enter into monthly payroll spreadsheet
  • Liaise with HR department regarding new and leaving staff
  • Produce monthly payroll excel spreadsheet
  • Calculate monthly salary for each member of staff
  • Ensure correct rules are applied to employees as per contract
  • Enter permanent and temporary payroll data onto PASS
  • Calculate statutory maternity pay, sick pay and any salary sacrifices such as childcare vouchers or bike to work loan scheme
  • Calculate employer and employee Tax and NI
  • Produce payroll BACs file
  • Reconcile monthly payroll spreadsheet to BACs File
  • Reconcile monthly payroll control account to payroll spreadsheet Produce monthly Tax & NI summaries (P32) in a timely manner
  • Run pay slips and distribute electronically to staff
  • Answer staff queries regarding pay
  • Collect sickness, holidays and absence forms and enter into PASS if applicable
  • Send out self-cert if informed of any staff absences
  • Manual Calculations of Tax & NI
  • Update HR system as required in relation to absence, holidays etc
  • Run monthly payroll variance report and investigate if necessary


  • Administer the teachers’ pension scheme (SPPA), which is a final salary/career averaged defined benefit scheme
  • Complete all SPPA forms for new hires, leavers & send to SPPA
  • Administer the Auto-enrolment pension scheme via Royal London, which is a defined contribution scheme
  • Input new members using the pension provider’s online service for both pension providers
  • Enter monthly data from PASS to the provider’s online service and ensure payment reconciles to payroll
  • Request pension pack for all new hires
  • Calculate monthly pension contribution for both employer and employees
  • Produce monthly teachers’ pension contribution summaries and support staff pension contributions for Heriot’s in a timely manner
  • Answer any queries from the Pension Provider or SPPA

Annual Returns

  • Produce annual P60’s & P11d’s
  • Produce annual pension returns
  • Produce annual death in service return for scheme provider
  • Produce annual GTC registration subscription report

Other Duties

  • Production of monthly Statistics
  • Updating monthly spreadsheets
  • Analysis of payroll
  • Assist Finance Manager in monthly reconciliations
  • Assisting the Finance Manager and Finance team with any other ad hoc tasks as requested


Required Skills and Attributes

  • Proven experience in a similar role within a pensions and payroll environment
  • Previous experience of working with payroll and pensions databases is essential and experience and knowledge of using WCBS PASS software is a distinct advantage
  • Experience of administering pensions and payroll is essential
  • Experience of administering a final salary pension scheme is essential; specific experience of administering the Scottish Teachers Pension Scheme is desirable but not essential
  • Experience of administering an auto-enrolment pensions scheme is essential
  • IT literacy (Microsoft Word and Excel). Training will be given on our specialised system
  • Excellent interpersonal and communications skills
  • Ability to work individually and as part of a team
  • Proven ability to meet targets and deadlines
  • Professional, friendly and flexible approach to work



The position is full-time, permanent and year-round. The salary for the role is based on the Heriot’s AP3 scale, ranging from £29,245 to £35,922 dependent on experience and qualifications. This aim is reflected in the package offered, which for Support Staff, in addition to basic salary, includes:

  • Enhanced holiday allowance (37 days minimum)
  • Generous pension scheme
  • Family friendly policies
  • Annual review and opportunities for training and continued professional development
  • Travel to work schemes
  • Opportunities for involvement in the wider school community
  • Access to an Employee Assistance Programme, including a 24/7 counselling helpline and discount platform providing discounts on many supermarkets, high street stores and retailers
  • School fee remission (non-contractual and subject to qualifying conditions)


For more information please contact [email protected].

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