Payroll Lead

Job description

Reports to: Operations Director (Head of Delivery)

Contract: Part-time (0.5 FTE)

Role Purpose

As Payroll Lead, you will manage HOST's global payroll operations — ensuring that all staff, contractors, and hosted partners are paid accurately, compliantly, and on time.

You will bring structure, care, and precision to one of HOST's most essential services: ensuring the people driving climate and social action receive the financial stability they need to do their best work.

This role supports both internal HOST staff and hosted partners, liaising across HR, Finance, and Community Support to deliver secure, compliant, and efficient payroll management. You will also help develop new systems and processes as HOST expands internationally, ensuring our operations remain smooth, transparent, and aligned with local legislation.

Core Responsibilities

1. Payroll Management

• Manage all aspects of monthly payroll for UK and international employees, contractors, and hosted partner staff.

• Prepare and process payroll changes (new hires, terminations, pay adjustments) in line with internal procedures.

• Ensure timely submission of payroll information to Finance and external providers.

• Reconcile payroll each month, identifying and resolving any discrepancies.

• Reporting cadence: Monthly payroll cycle; quarterly summary to Operations Director.

2. Compliance and Record-Keeping

• Ensure full compliance with UK employment law, tax regulations, and international payroll requirements in collaboration with external providers.

• Maintain accurate and confidential employee and contractor records.

• Support statutory reporting, including PAYE, HMRC, and pension submissions.

• Liaise with HOST's Finance Team on audits and compliance reviews.
  
  Reporting cadence: Monthly compliance report; annual payroll compliance review.

3. System Management and Improvement

• Maintain and improve digital payroll systems, ensuring data accuracy and secure integration with Finance and HR tools.

• Support the development of HOSTHub payroll features and automation processes with the Tech Team.

• Identify opportunities to simplify workflows and strengthen reporting.
  
  Reporting cadence: Quarterly system and process improvement review.

4. Contractor and International Payroll Support

• Coordinate with the Community Support and Finance Teams to process international contractor payments, ensuring correct deductions and documentation.

• Liaise with local payroll providers and Employer of Record (EoR) partners to ensure compliance in each jurisdiction.

• Track and report on cross-border payroll performance and issue resolution.
  
  Reporting cadence: Monthly report; immediate escalation of compliance concerns.

5. HR and Staff Support

• Serve as the primary point of contact for payroll queries from staff and contractors, providing clear and timely responses.

• Collaborate with the HR & Operations teams to ensure policies and processes reflect payroll updates and legislation.

• Support onboarding and offboarding processes for staff and contractors.
  
  Reporting cadence: Ongoing; monthly summary of staff queries and resolutions.

6. Risk and Confidentiality

• Identify potential payroll or compliance risks, escalating concerns to the Operations Director and Finance Manager.

• Ensure all payroll data and personal information are handled securely, in line with GDPR and HOST's data protection policies.
  
  Reporting cadence: Ongoing; quarterly inclusion in organisational risk report.

Key Relationships

Internal: Operations Director, Finance Manager, Accountant, Community Support Leads, HR & Payroll External Specialist, and Legal Lead.

External: Payroll providers, Employer of Record partners, and hosted partner representatives.

Performance Indicators

• 100% accuracy in payroll delivery and documentation.

• 100% on-time monthly payroll completion.

• All compliance and statutory submissions completed by deadline.

• 100% confidentiality maintained in payroll data handling.

• Measurable improvements in payroll efficiency and staff satisfaction.

Qualifications/Experience: Member of recognised payroll body e.g. CIPP/GPA