Payroll Administrator

At the Ellison Institute of Technology (EIT), we’re on a mission to translate scientific discovery into real world impact. We bring together visionary scientists, technologists, engineers, researchers, educators and innovators to tackle humanity’s greatest challenges in four transformative areas:

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• Artificial Intelligence & Robotics

This is ambitious work - work that demands curiosity, courage, and a relentless drive to make a difference. At EIT, you’ll join a community built on excellence, innovation, tenacity, trust, and collaboration, where bold ideas become real-world breakthroughs. Together, we push boundaries, embrace complexity, and create solutions to scale ideas from lab to society. Explore more at www.eit.org.

We are seeking a highly organised and detail-oriented Payroll Administrator to support the Payroll Manager in delivering accurate and timely payroll and benefits administration. As the second member of the payroll team, the role will work under the direction of the Payroll Manager, with a strong emphasis on payroll and benefits administration, volume data input, data accuracy, record checking and pre-payroll processing audit support. The role will act as the second point of contact for payroll queries, support resolving routine enquiries within agreed procedures and escalating complex matters to the Payroll Manager.

EIT currently works with a third-party payroll provider to deliver payroll services to employees. Over the next 12–24 months, payroll records and data are expected to move to Oracle Fusion, with the potential to transition to in-house payroll processing. Under the direction of the Payroll Manager, the Payroll Administrator will support these workstreams through data preparation, cleansing, validation, testing and administrative support.

• Support the Payroll Manager with the monthly payroll cycle by collecting, checking and entering payroll data accurately and within agreed cut-off dates.
• Prepare payroll input files and supporting documentation for review by the Payroll Manager and liaise with the third-party payroll provider on routine data queries under their direction.
• Input and update authorised payroll changes, including new starters, leavers, salary changes, bank details, variable payments, absence information and deductions, checking effective dates and supporting approvals.
• Act as the second point of contact for payroll queries, provide routine information and track enquiries through to resolution, escalating discrepancies and complex queries to the Payroll Manager.
• Maintain complete and accurate payroll records, ensuring each amendment is supported by the required documentation and a clear audit trail.
• Support payroll-related communications, including payslip queries, pay changes and payment notifications, using approved information and templates.
• Prepare routine payroll reports, spreadsheets and data extracts for review by the Payroll Manager and use by HR and Finance.
• Support the administration of statutory payments, pension contributions and payroll deductions in line with established procedures, referring technical or compliance questions to the Payroll Manager.
• Maintain payroll calendars, checklists and action logs, follow up missing information and flag any issues that may affect payroll deadlines.

• Check payroll inputs against HR records and source documents, including names, employee numbers, amounts, payment details and effective dates; seek clarification before processing incomplete or inconsistent information.
• Carry out regular data audits and checks for missing records, duplicate entries and discrepancies between HR, payroll, pension and benefit datasets.
• Support monthly payroll reconciliations and pre-payroll checks by comparing current and previous payroll data, investigating routine differences and presenting exceptions to the Payroll Manager for review.
• Record identified errors and proposed corrections, obtain the required approval and recheck amended data before resubmission.
• Collate payroll evidence and maintain orderly records for internal and external audits, following confidentiality, access and record retention procedures.

• Experience in payroll administration and data input, typically gained over two or more years, with a practical understanding of the monthly payroll cycle.
• Strong numerical skills and exceptional attention to detail, including the ability to identify incorrect amounts, dates, missing information and inconsistencies in payroll data.
• Excellent organisational skills, with the ability to complete high volumes of routine administration accurately and meet payroll deadlines.
• Ability to prioritise assigned tasks under the direction of the Payroll Manager, follow documented procedures and escalate issues promptly.
• Clear communication skills and a helpful, professional approach to routine employee and provider queries.
• High levels of integrity, discretion and confidentiality when handling sensitive employee and pay information.
• Proficiency in Excel and payroll or HR systems, including accurate data entry, spreadsheet checks and maintenance of electronic records.

• Experience using Excel lookups, filters and pivot tables to compare payroll datasets and identify discrepancies.
• Experience supporting an outsourced payroll service, using Oracle Fusion, or assisting with payroll data migration and system testing.
• A payroll qualification, such as a Payroll Technician Certificate, or willingness to work towards one; experience supporting payroll audits or reconciliations.

• You must have the right to work permanently in the UK with a willingness to travel as necessary. In certain cases, we can consider sponsorship, and this will be assessed on a case-by-case basis.
• You will live in, or within easy commuting distance of, Oxford (or be willing to relocate).