Occupational Summary
A payroll administrator Level 3 apprenticeship prepares apprentices to process payroll for an organisation or on behalf of clients, working in-house, in payroll bureaus, bookkeeping or accounting practices across private, public and voluntary sectors. Job titles include Payroll administrator, Payroll assistant, Payroll officer, Payroll co-ordinator, Payroll adviser, Payroll bureau officer, Payroll bureau administrator, Payroll and reward administrator, Payroll associate, Assistant bookkeeper, Bookkeeper and Human resources and payroll administrator/officer. Apprentices learn to calculate net pay using payroll software and manual methods, apply statutory and contractual requirements, manage life‑event changes, handle queries and complaints, liaise with HR, Finance, clients, HMRC and The Pensions Regulator, and deliver accurate outputs to tight weekly or monthly deadlines.
This programme comprises 56 KSBs (knowledge, skills and behaviours), typically takes 18 months and has a maximum funding of £10,000. End-point assessment is by a knowledge test – underpinning concepts, a professional discussion underpinned by a portfolio, and a project report with project output.
View official Skills England source text
This occupation is found in organisations delivering in-house payroll or in a payroll bureau, bookkeeping or accounting practice providing payroll as a service. The payroll administrator may sit within another business function, for example HR or Finance or may be a stand-alone role. The role may exist in the private, public or voluntary sector for businesses of varying sizes. The role delivers a customer service to employers, clients and those they employ, so both business and customer awareness are essential.  The broad purpose of the occupation is to process the payroll for an organisation. The payroll administrator may carry out payroll tasks for their employer or on behalf of another organisation. Payroll tasks must be carried out in compliance with statutory regulations, contractual obligations and internal controls. Payroll processing tasks will be carried out using software, but a payroll administrator must also be able to perform these calculations manually. Payroll is not a regulated profession and there is no need for any professional body membership to undertake the role. In their daily work, a payroll administrator carries out processing and changes that will result in the calculation of net pay.  This also includes changes as a result of life events.  The role requires interaction with internal and external stakeholders. These may include HR and Finance teams, clients and Government departments such as HMRC and The Pensions Regulator. A payroll administrator may work within a team, often reporting to a team leader or a manager. They may have sole admin responsibilities, for example when working in a bookkeeping practice. The work is often highly pressured to deliver accurate outputs to tight timescales such as weekly or monthly payroll outputs. To deliver a high-quality service under pressure, collaboration with colleagues and an ability to prioritise and be flexible is vital. A payroll administrator will handle payroll queries and complaints from employees and other stakeholders. They may also be responsible for the accurate and timely completion of routine and non-routine payroll-related calculations and other information. Payroll is a constantly changing landscape so payroll administrators must keep up to date with key changes affecting payroll. This can include changes to legislation, guidance, or payroll software  
What's in the Delivery Pack?
Every section is tailored specifically to the ST0073 standard, using official KSB data, the published assessment plan, and sector-specific context.
KSB Interpretations
Plain-English interpretation of every Knowledge, Skill and Behaviour
EPA Preparation
End-point assessment readiness, gateway checklist and method guidance
Delivery Risks
Occupation-specific risks, mitigations and early warning signs
Delivery Model Options
Model-selection guide comparing day release, block release and front-loaded approaches
On/Off-the-Job Mapping
Which KSBs are best taught by the provider vs developed in the workplace
Initial Assessment & RPL
Starting points, prior learning recognition and programme adaptation
English, Maths & Digital
Where functional skills embed naturally and standalone qualification guidance
Employer Engagement Guide
Employer commitments, progress reviews and workplace engagement guidance
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English & Maths
English and maths qualifications must be completed in line with the apprenticeship funding rules .
Typical Job Titles
Knowledge, Skills & Behaviours
Knowledge
36- K1: how organisations operate including in terms of the UK sector in which they operate, the constraints and obligations tha...
- K2: the differing role of the payroll department to an organisation’s operation within sectors including compliance with the...
- K3: the importance of the ‘customer’ base within an organisation, such as, employees, clients etc
- K4: how the payroll department interacts with other functions within the organisation. Examples may include accounts, pensio...
- K5: how the payroll department interacts with other functions external to the organisation. Examples may include His Majesty...
- + 31 more items
Skills
13- S1: gather, analyse and process payroll data and information
- S2: resolve different types of queries that may be presented from payroll customers such as employees, clients, management, ...
- S3: deal with complaints, following processes and escalating complex situations
- S4: meet client or customer needs in line with service level agreements
- S5: provide customer service using agreed systems and processes, taking ownership for work applying agreed processes for che...
- + 8 more items
Behaviours
7- B1: Display honesty & integrity in actions and approach to the sector, organisation and profession. Respects the ethical pri...
- B2: React and actively respond to business changes and challenges, demonstrating flexibility, maintaining high standards and...
- B3: Takes a positive approach to testing information, applying professional scepticism to identify and interpret payroll ris...
- B4: Take ownership of problems through to resolution, recognising own remit and escalating as necessary
- B5: Take responsibility for continuous personal and professional development, displaying self-motivation to keep up-to-date ...
- + 2 more items
Duties (12)
undertake awareness activities to identify the business model and the sector in which it is operating. Examples may include private sector, public sector, in-house, payroll bureau, bookkeeping, agent etc, including the internal and external stakeholders so that the payroll service being delivered is suitable and appropriate for stakeholders’ needs in line with any Service Level Agreement that may exist
gather payroll-related information such as worker and payment details to ensure statutory and contractual payments can be made on time and accurately
create payroll records from the information gathered prior to payroll processing, updating and validating as appropriate using workplace systems and processes
process payroll data to ensure that workers are paid on time and accurately using payroll software and associated finance, HR and IT systems, as appropriate in the workplace. Whilst a working knowledge of systems and processes is essential, this must be underpinned by the ability to perform manual calculations
comply with payroll-related statutory and contractual obligations. Examples may include the statutory regulation and guidance surrounding Income Tax, National Insurance Contributions and workplace pensions, the employment law obligation to pay workers on time and the submission of payroll data to HMRC via Real Time Information (RTI)
adhere to organisational internal reporting deadlines and obligations using agreed systems and processes. Examples may include the use of computerised payroll software, spreadsheet packages such as MS Excel and payroll procedure manuals
communicate professionally and effectively with stakeholders internal and external to the payroll function, identifying the appropriate communication media for each situation. Examples may include ‘phone, face-to-face, E-Mail, video call etc
demonstrate in all actions and interactions the professional ethical standards relevant to the payroll profession, company values and role whilst adhering to legal requirements such as the principles of confidentiality
provide information, support and guidance to colleagues and stakeholders within the scope of the role in the pursuit of paying on time and accurately
identify the problem-solving techniques that apply in a given situation taking ownership through to resolution, escalating complex situations where appropriate
apply the effective and appropriate workplace systems and processes in line with organisational requirements within the constraints of data protection legislation, such as, the Data Protection Act
practice guided continuous self-learning and professional development to maintain and develop knowledge and skills in a profession that is constantly changing, for example through workplace learning, research and / or training courses
End-Point Assessment
Assessment Plan
Type: HTML
Version & Source
- Version
- 1.1
- End-point assessment, standard and funding band revised.
- Last changed
- 30 Mar 2023
- Earliest start
- 17 Mar 2023
- Approved for delivery
- 13 Jun 2018
- EQA Provider
- Ofqual
- Sector Subject Area
- 15.2 Administration
- Trailblazer
- TB0277
- Last checked
- 11 Mar 2026
Frequently Asked Questions
What knowledge, skills and behaviours are in the ST0073 standard?▼
The Payroll administrator apprenticeship has 36 knowledge items, 13 skills, and 7 behaviours that apprentices must demonstrate.
How long is the Payroll administrator apprenticeship?▼
The typical duration is 18 months, with a maximum funding band of £10,000.
What does a delivery guide for ST0073 include?▼
The KSB Planner delivery guide includes plain-English KSB interpretations, EPA preparation guidance, delivery risk analysis, on/off-the-job mapping, employer engagement strategies, and more — all tailored to ST0073.
Data sourced from Skills England. KSB Planner delivery guides are an interpretation and planning aid based on official published source material — not an official regulator-issued document.