Finance, People and Payroll Senior Coordinator
Salary £ 27,000 - £29,744 (pro rata and dependant on experience)
Kedleston Road (with travel to other Derby sites, as and when required)
Vacancy listed 14/04/2026
Application deadline 15/05/2026
Details
Job Title                            Finance, People and Payroll Senior Coordinator


Report to                          Head of Finance

Place of Work                  Kedleston Road

Hours of Work                Part time 28 hours per week

PURPOSE OF ROLE

To assist the Head of Finance in the smooth running of the Union Finance Department. 

The Finance, People and Payroll Senior Coordinator is responsible for the accurate and timely processing of payroll, helping to maintain precise financial records, and ensuring compliance with all relevant payroll regulations. This role involves collaborating with the Human Resources team to manage employee data and contribute to the smooth operation of the wider finance team.

The post holder will assist in the preparation of accurate and timely Financial Management accounts and oversee the Sales Ledger and Finance Coordinator role ensuring that the sales ledger invoices are accurate and income is received. 

They will pay attention to detail and can work in a busy environment and to tight deadlines. It is expected that they will provide cover for the finance team in periods of absence as other team members would be expected to provide cover for this role under the same circumstances.

As a member of the Union of Students the post holder will contribute to and support the delivery of our Strategic Plan.

MAIN RESPONSIBILITIES
Payroll Operational Management

·       To be responsible for the administration of two Company payrolls (permanent and student staff).

·       Ensure compliance with all legal and financial requirements.

·       To provide information and guidance to all staff as required.

·       To work closely with the Head of Finance to ensure the smooth operation of all other financial matters as required.


Key tasks – SAGE Payroll

·       Processing of monthly staff (permanent) and 4 weekly (student staff) payrolls.

·       Calculate gross pay for staff and update as appropriate, taking into account any changes advised by HR.

·       Advise HR of legislative changes of HMRC and Pensions.

·       Set up new starters on the payroll system and assign them to financial management cost centres.

·       Update payroll and e-submit payments to the banking system.

·       Enter time sheets for the 4 weekly payroll, including the calculation for holiday pay.

·       Monthly accrual of wages and holiday pay.

·       Submissions to HMRC using R.T.I, including P32 and PAYE.

·       Salary and wages journal preparation. Timely monthly pensions scheme payments

·       Maintain a log of all employees with a car parking permit, make the appropriate payroll adjustment and notify the University with the total Union deduction amount every 6 months.

·       Maintenance of healthcare scheme, records and monthly payments.

·       Reconciliation of monthly control accounts (wages, PAYE, pension).

·       HMRC year-end P60’s, P11d’s and P45’s as appropriate.

·       Class 1a NI annual contributions calculation and payment to HMRC.

·       Pensions Annual Review (Royal London).

·       TPR submissions for re-enrolment (The Pensions Regulator) – a legal requirement every 3 years.

Key tasks – Human Resources

·       Manage documentation for new starters & leavers

·       Pro rata holiday calculations and trigger additional days holidays for 3 years and 5 years service 

·       Right to work checks

·       Probationary period – new members added to Westfield/ leavers removed

·       Sickness monitoring – trigger notice to CEO after 3rd Absence within 12-month period

·       Basic HR reporting – providing workforce data or absence summaries when requested

·       Car parking permits notification and provision cost 6 monthly

·       Maintain and update both electronic employee records (Breathe) & the HR Master spreadsheet (Pal Leaders) 

·       Employee queries – be the first point of contact for routine HR-related questions

·       Undertake other HR‑related administrative duties as required to support the effective running of the organisation

 
Financial Management 

·       To provide support to the Head of Finance in the provision of high-quality financial management reports.  

      
Key tasks

·       They will be responsible for producing high-quality and relevant Cost Centre Reports to a strict monthly timetable within policies and procedures agreed with the Head of Finance.

·       Ensure that all input journals are complete and accurate in accordance with agreed procedures and processes and are input into the system to meet the monthly and year end timetables.

·       Oversee the Sales Ledger and Finance Coordinator role ensuring that the sales ledger invoices are accurate and income is received as expected. 

·       Highlight any financial concerns or issues to the Head of Finance as they become known so corrective action can be managed as a team.

·       Assist the Head of Finance in the production of finance information in support of Business Cases developed by Union Managers or the Senior Leadership Team.  

·       Be proactive in helping the Head of Finance support various improvement schemes within the Union teams. The aim being to continually improve and challenge existing ways of working to provide an efficient and effective support to the Union and students.

 
Other requirements 

·       To ensure that all data is produced accurately, on time and in an appropriate format.


·       To adhere to the strict deadlines both internally & externally for all set tasks.

·       To ensure all cross charges are actioned.

·       Complete daily financial operational duties as required to be shared with Finance team.

·       Assist in data preparation for year-end annual audit.

·       Work with Union colleagues to ensure cash collection procedure is adhered to.

·       Develop and deliver finance training to non-finance managers to improve financial awareness and importance. 

·       Support the delivery of the organisation’s strategic plan including operational plans.

RESPONSIBILITIES

The principal role and responsibilities will change from time to time and the post holder is required to undertake any additional duties as deemed appropriate.

GENERAL

All Union employees are expected to work within the ethos of the Union and strive to achieve the following:
1.  To work at all times within relevant legislation as well as structures, policies and procedures.

2.  To work co-operatively with other Union staff and officers, as well as relevant external organisations’.
3.  To adhere to the highest standards, especially of customer service and safety.
4.  To seek to continually develop and improve Union facilities and services.
5.  To keep up-to-date with sector developments, local competition and students views/needs, where necessary  undertaking market research to generate such information.
6.  To undertake necessary training and to attend all meetings as requested.
7.  To promote a positive and professional image of the Union to its members, customers, stakeholders and other external people.
8.  To positively contribute to the organisation’s ethical & environmental ethos of best practice.
9.    To contribute to the Unions Strategic Priorities

10.  To perform any other additional reasonable duties as deemed appropriate.

 Staff are required to have a Personal Development Plan and to participate in training, meetings or conferences considered relevant to their job.

Staff must carry out their duties with full regard to the rules policies and procedures and conditions of service contained in the staff information guide.
 
A condition of the employment is that all staff are expected to assist in key events throughout the year e.g. Welcome, Elections and any other key events if necessary. Staff are expected to portray a positive image both internally and externally of the Union by displaying standards of service integrity, punctuality, politeness, and professionalism.

This list is not exhaustive and is a general indication - the role holder will be expected to complete any reasonable task requested of them.
Benefits

28 days holiday entitlement (pro rata), and circa approximately a further 11 days (pro rata) for Bank Holiday and University Closure days
Following successful probation, Westfield Health Package

Notes

To download the recruitment pack please refer to our website, link is www.derbyunion.co.uk/jobs If you have any queries about the role please contact kay.jones@derbyunion.co.uk

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