Payroll Manager

Payroll Manager

Location Newcastle
Job Type Permanent

Job Description

The Payroll Manager plays a critical role within Coleman James and is integral to the growth and  organisational development of the business; the post holder will be fundamental in implementing internal processes and systems to bring the payroll function in-house (this is currently outsourced).   

Responsible for managing Contractor and PAYE payroll to ensure workers are paid in a compliant and timely fashion and all associated reporting requirements.

The ultimate aim is for the post holder to bring the full Accounts function in house and lead and develop a Team to support all financial aspects of the business, therefore it is essential that the post holder is willing to grow and undertake development to fulfil the ambitions of the business in this area.

Payroll Duties

  • Cross checking agreed pay & charge rates are accurately entered into the job on Bullhorn
  • Managing timesheet process & chasing missing timesheets in to ensure deadline is hit as well as process weekly PAYE payroll within deadlines and preparing Payroll journals
  • Submitting all required information to HMRC and ensuring effective flow of information to Umbrella companies to enable payment to Contractors/CIS 
  • Preparing Bacs, invoices, payslips 
  • Processing amendments and ensuring repayment of season ticket loans, advances etc 
  • General payroll and pension administration as required
  • Investigating and resolving payroll queries, 
  • Send copy invoices/timesheets or confirmation of hours to clients as required 
  • Update RG with contractor numbers split by division on a monthly basis
  • Processing Payroll year end and proactively keeping up to date with changes in payroll legislation

Record Keeping

  • Become the ’champion’ in relation to use of company finance systems and client portals 
  • Cleansing and maintaining Finance system adhering with GDPR and HMRC stipulations
  • File Performance Reports (RG prepare) for Consultants into individual’s folder on S drive monthly


  • Weekly updating of ‘facility’ system to reflect debtors ledger, ensuring data stored as audit trail
  • Produce weekly gross margin report, resolving anomalies against contractor spreadsheet  
  • Prepare ad hoc reports for senior management in relation to areas in scope of role  
  • Update whiteboards ahead of weekly wrap up with latest performance data 


  • Managing Finance inbox ensuring it is cleared daily and responding to emails within 24 hours
  • Any relevant duties allocated by line manager.
  • Be aware of and adhere to all policies and procedures, in particular the Company’s Health & Safety,      Modern Slavery and GDPR Polices
  • Training colleagues as required
  • Systems and process development and improvements
  • Liaise with software support company to ensure smooth running/maintenance of Finance packages 
  • Ensure Finance systems are compliant and updated in line with current legislation
  • Be aware of and adhere to all policies and procedures, in particular the Company’s Health & Safety, Modern Slavery and GDPR Polices

Candidate Profile

Necessary Experience

  • Good interpersonal skills and the ability to work independently and take initiative as well work as part of a team
  • Excellent written and verbal communication skills, as well as excellent time management and organisational skills 
  • Outstanding customer service skills
  • A friendly and professional telephone manner and strong attention to detail
  • Working knowledge of Microsoft Office packages

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