Payroll Apprenticeship

Level 3

Setting up and operating the payroll within the organisation in which they are employed or on behalf of another organisation.


Payroll Administrator Apprenticeship

Qualification Level

Level 3

End Point Assessment Centre


Instruction Language


Qualification Duration

18 months (this does not include EPA period)

Employer Funding & Incentives


As of the 18th March 2024 the government announced significant changes to apprenticeship funding, aimed at supporting small and medium-sized enterprises (SMEs) in their hiring of young apprentices. Prime Minister Rishi Sunak unveiled plans to eliminate SME co-investment payments for apprentices under the age of 22, alongside increasing the transfer limit of apprenticeship levy funds from 25% to 50%.

read the full article



Employers could get £1,000 each for taking on an apprentice who is either:

  • aged 16 to 18 years old, or
  • aged 19 to 25 years old and has an education, health and care (EHCP) plan or has been in the care of their local authority


What you can use the payment for
The payment is different to apprenticeship levy funds, so you can spend it on anything to support your organisation’s costs. For example, on uniforms, your apprentice’s travel or their salary. You do not have to pay it back.



Included in the Green Skills Pathway…

As part of our commitment to the environment, we are proud to offer an exciting opportunity for our apprentices. With every apprenticeship, learners will receive full funding to study our level 2 sustainability and environmental awareness short course, completely free of charge! Discover more about this fantastic course by clicking here.

To read the full Apprenticeship Standard: Click here


Who is this course suitable for?

The Payroll Administration course suits individuals interested in handling payroll for organisations. It covers compliance, software, and communication skills for various sectors. Participants learn to process payroll accurately, provide customer service, and stay updated with changes in payroll practices. Overall, the course equips them for successful payroll administration roles.



Typical job roles may include:


  • Assistant Bookkeeper
  • Bookkeeper
  • Human resources and payroll administrator
  • Human Resources and payroll officer
  • Payroll Administrator
  • Payroll Advisor
  • Payroll and reward administrator
  • Payroll Assistant
  • Payroll Associate
  • Payroll Bureau Administrator
  • Payroll Bureau officer
  • Payroll Co-ordinator
  • Payroll Officer

Role Profile (what the successful candidate should be able to do at the end of the apprenticeship)


At the end of the apprenticeship, the successful candidate will possess the following skills and abilities:


  • Proficiently process payrolls for an organisation, whether for their employer or on behalf of another entity, ensuring compliance with statutory regulations, contractual obligations, and internal controls.
  • Demonstrate business and customer awareness, delivering excellent customer service to employers, clients, and employees.
  • Utilise payroll software efficiently for processing tasks, while also being capable of performing manual calculations when necessary.
  • Handle payroll-related changes resulting from life events, ensuring accurate net pay calculations.
  • Interact effectively with internal and external stakeholders, such as HR and Finance teams, clients, and government departments like HMRC and The Pensions Regulator.
  • Adapt to various work environments, whether functioning within a team under a leader/manager or taking sole administrative responsibilities.
  • Thrive in a high-pressure work environment, delivering precise outputs within tight deadlines, such as weekly or monthly payroll cycles.
  • Collaborate effectively with colleagues, prioritise tasks, and exhibit flexibility to maintain a high-quality service under pressure.
  • Address and resolve payroll-related queries and complaints from employees and stakeholders.


These are the personal attributes and behaviours expected of all energy specialists carrying out their roles.


  • Show honesty and integrity in all actions towards the sector, organisation, and profession. Respect confidentiality principles.
  • Adapt and respond proactively to business changes and challenges, maintaining high standards and seeking clarity in instructions.
  • Approach information with a positive mindset, applying professional scepticism to identify and interpret payroll risks and issues. For example, consider statutory and contractual obligations and validate data.
  • Take ownership of problems, seeing them through to resolution, and escalate if needed.
  • Take responsibility for continuous personal and professional development, staying motivated to update knowledge and skills relevant to the job.
  • Consider sustainability in actions and approaches to the role, respecting environmental good practices. For instance, prioritise methods that contribute to minimising climate change, like promoting the use of online payslips.
  • Understand and respect role parameters, recognising how actions may impact other team members and the broader team, including equity, diversity, and inclusion.


Course Costs

Maximum Funding


Non Levy Employer 5% contribution or Employer 5% contribution


End Point Assessment Cost (Paid by Kiwi)



96 of learners say this course helped them to succeed in their Payroll careers and developed their understanding and confidence in this area.




Organisational Operations and Compliance:

  • Understand how organisations operate within the UK sector, including constraints and obligations.
  • Comply with data protection and confidentiality laws in the context of the payroll department.
  • Interactions and Responsibilities:
  • Interact with various functions within the organisation, such as accounts, pensions, IT, audit, and HR.
  • Engage with external entities like HMRC and The Pensions Regulator.

Legislation and Payroll Functions:

  • Be aware of key legislation affecting payroll, including employment law, payroll law, and pension law.
  • Understand the impact of devolution on the payroll function.

Worker Types and Payroll Treatment:

  • Differentiate between various worker types and how they impact the payroll function.
  • Comprehend the treatment of ’employee’ versus other worker types in payroll tasks.

Payroll Processes and Obligations:

  • Understand different types of pay and how they are derived.
  • Comply with HMRC requirements using Full Payment Submission (FPS) and Employer Payment Summary (EPS).
  • Follow principles of making payments to subcontractors under the Construction Industry Scheme (CIS).
  • Handle Benefits-in-Kind, Court Orders, and Gender Pay Gap Reporting.

Pensions, Statutory Entitlements, and Compliance:

  • Be aware of State Pensions, Additional Voluntary Contributions (AVCs), and employee pensions tax relief.
  • Understand workplace pensions and Auto-Enrolment processes.
  • Comply with statutory leave entitlements, statutory deductions, and new starter obligations.
  • Manage SSP and SMP and conduct manual calculations for various statutory deductions.
  • Handle gross pay to net pay calculations and leaver obligations for employees.
  • Comply with post-payroll run processes and reconciliation, including RTI submissions and obligations to internal and external organisations.
  • Understand statutory regulation and compliance of payroll processing by organisations.
  • Comply with taxation, Social Security, employment, and pensions legislation, along with related penalty regimes.
  • Utilise workplace, payroll, HR, pension, and accounting systems and processes to deliver accurate payroll processing using digital technology, computerised payroll systems, and spreadsheets for data analysis and communication.




Payroll Data and Customer Service:

  • Gather, analyse, and process payroll data and information.
  • Resolve queries from payroll customers (employees, clients, management) by explaining and documenting responses.
  • Deal with complaints following processes and escalate complex situations.
  • Meet client or customer needs within service level agreements.
  • Provide customer service using agreed systems and processes, taking ownership for work and applying agreed processes for checking.

Time Management and Communication:

  • Adhere to deadlines and process schedules, both internal and statutory, and reprioritise tasks when dealing with conflicting or changing demands.
  • Select appropriate communication media for different stakeholders (e.g., phone, face-to-face, email, letters) and recognise the advantages and risks related to each method.
  • Escalate concerns about deadlines in a timely manner, suggesting solutions.
  • Communicate and engage professionally, accurately, and appropriately while respecting data protection and confidentiality principles.

Relationship Building and Teamwork:

  • Build and maintain trust and sound relationships with stakeholders to deliver quality payroll services.
  • Develop and maintain strong working relationships with team colleagues, supporting and collaborating to achieve results, and seeking advice when appropriate within the role’s parameters.

Software and System Proficiency:

  • Use computerised payroll software and spreadsheet packages, such as MS Excel.
  • Utilise systems and processes to support the payroll function



Kiwi Education is an fantastic training provider who really does put it’s students at the heart of their delivery. Our staff have felt supported throughout their apprenticeship

– False Flag Tattoo


Area: Professional Accounting Taxation Technician AAT Apprenticeship



Our staff enrolled on courses have not only improved within their roles but with the support from Kiwi Education they have excelled and progressed from one level to a higher level. We are thrilled with the service from Kiwi Education. 

– Costa Coffee

Area: Team Leader Supervisor Apprenticeship

Enrol and pay now

Maximum Funding


Non Levy Employer 5% contribution or Employer 5% contribution


End Point Assessment Cost (Paid by Kiwi)




Any Questions

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