Payroll Admin

Position Description – Payroll Administrator

Position Title: Payroll Administrator
Reports To: Payroll Manager
Location: Brisbane
Employment Type: Fixed-Term Contract (3 Months) – Part Time

Hours: 22.5 hours per week – Monday, Tuesday & Friday.

Purpose of the Role

The Payroll Administration Officer is responsible for maintaining accurate, secure and up-to-date employee personnel files in support of payroll and HR operations. While this role does not process payroll, it plays a critical part in ensuring documentation integrity, compliance, privacy, and efficient information flow between Payroll, HR, and operational teams.

This position ensures all new employee records—including contracts, employment changes and confidential correspondence—are collected, verified, filed and maintained in accordance with organisational policies, legislative requirements, and audit standards.

The role contributes to the overall People & Culture strategy by ensuring payroll accuracy, maintaining data integrity, and supporting continuous process improvement across the employee lifecycle.

Key Responsibilities

Personnel File Management

• Ensure all required documentation is collected, validated, and filed upon onboarding.
• Regularly review employee files to confirm completeness and compliance.
• Ensure confidentiality and appropriate access control for sensitive information.

• Upload documents into HRIS, payroll systems, or digital filing platforms.

Compliance & Reporting

• Ensure payroll compliance with Fair Work, NES, modern awards, enterprise agreements, and tax legislation.
• Support audits, reconciliations, and month-end reporting requirements.
• Prepare payroll reports for Finance, HR, and operational stakeholders as required.
• Maintain confidentiality and data integrity across all payroll transactions and employee information.

HR & Payroll Support

• Respond to file-related queries from Payroll, HR, and managers.
• Support HR and Payroll teams by ensuring timely and accurate delivery of required documents.
• Assist with general administrative tasks as needed.

Key Skills & Attributes

• High attention to detail and accuracy.
• Strong organisational and time-management skills.
• Ability to maintain strict confidentiality and handle sensitive information.
• Excellent written and verbal communication skills.
• Ability to work independently and prioritise tasks in a fast-paced environment.
• Proficiency with MS Office, document management systems, and HR/payroll software.
• Strong understanding of privacy obligations and record-keeping compliance.

Qualifications & Experience

• Previous experience in payroll, HR administration, or records management (preferred).
• Knowledge of employment documentation, compliance requirements, and HR processes.
• Experience in maintaining personnel files or working in a regulated environment (desired).

Key Working Relationships

• Payroll team
• Human Resources / People & Culture
• Managers and Supervisors
• New and existing employees

Customer Service & Support

• Respond to payroll queries from employees and managers promptly and professionally.
• Build strong relationships with internal stakeholders, ensuring consistent service delivery.

Attributes

• Customer-focused with a commitment to service excellence.
• Proactive, organised, and solutions-oriented.
• Team player who thrives in a collaborative environment.
• Resilient under pressure with strong problem-solving skills.

Performance Indicators

• Accuracy and completeness of personnel files.
• Timeliness of document filing and updates.
• Compliance with privacy and audit requirements.
• Responsiveness to internal document requests.
• Smooth support and communication with Payroll and HR teams.

Why Work for Busy Bees?
If you’re passionate about early learning, Busy Bees is the place to be. Although we are part of a global organisation, our company was founded by three families looking for better, more enriching childcare. Three decades later, we still keep the same values at heart.

We know that we couldn’t do what we do without the important people in our teams. We invest in our people and work with them to build career pathways that inspire.