About the role
Atawhai Trust is seeking a capable, detail-focused Payroll & Payments Officer to support accurate payroll processing, staff records, pay schedules, and preparation of payment batches for approval. This is a key administration role that helps ensure payroll compliance, timely payments, and strong internal controls.
Primary focus
Payroll processing
Staff records and leave tracking
Payment schedules and preparing payment batches for approval (with separation of duties)
Key responsibilities
1) Payroll processing
Collect and check staff timesheets/work schedules against rosters
Enter hours, allowances, overtime, and leave into the payroll system
Process the regular pay run (weekly/fortnightly/monthly as required)
Check payroll draft for accuracy before sending to the GM for approval
Generate and distribute payslips to staff
2) Payroll compliance & staff records
Maintain accurate staff records (contracts, IRD numbers, KiwiSaver forms, bank details, next of kin, etc.)
Track annual leave, sick leave, and other leave balances
Prepare payroll reports for the GM, Board, and accountant as needed
Liaise with IRD (PAYE, KiwiSaver) and ensure returns are completed on time (or prepare required data for your external accountant)
3) Payments & pay schedules
Prepare payment batches for:
Wages and salaries
Supplier payments (from invoices coded/entered by Role 1)
IRD, KiwiSaver, and other statutory payments
Maintain a payment schedule/calendar (who is paid when; key statutory due dates)
Ensure clear documentation is attached to each payment batch for approval (invoices, timesheets, summaries)
Important control: You set up payments, but GM/Trustee approves in the bank (no self-approval)
4) HR / onboarding admin support
Prepare starter packs (forms, checklists, induction documents)
Enter new employees into payroll and update changes (roles/hours)
Process terminations (final pay, holiday pay, etc.)
Support the GM with letters of offer, variations, and general HR admin templates/paperwork
5) Reporting & support
Provide payroll cost reports by cost centre to GM/Board on request
Assist budgeting/forecasting by providing wage and on-cost data
Back-up function
Able to do basic invoice entry in an emergency.


Why Atawhai Trust?
Atawhai Trust supports people with diverse capabilities through meaningful work and community participation. This role makes a real difference by ensuring our people are paid correctly and on time, and that our systems remain compliant and well-managed.