ChatGPT: both observations

For a medium-sized UK business replacing its Payroll Manager, I’d approach a shortlist of specialist payroll and HR recruiters alongside one or two established finance recruitment firms .

Your requirement is more time-sensitive than a standard permanent hire: the new person needs to be capable of taking ownership of UK payroll and completing a structured handover before the incumbent leaves. I’d prioritise agencies that recruit experienced payroll professionals, can assess technical payroll knowledge and can move quickly.

Agencies I’d approach first

1. Portfolio Payroll

First call

Best for: a dedicated payroll recruitment specialist

Portfolio Payroll recruits permanent, temporary, contract and executive payroll professionals. Its permanent team and separate interim capability make it particularly relevant when you need a long-term replacement but cannot risk a gap in payroll cover. Portfolio Payroll +1

• Ask for: a permanent Payroll Manager shortlist plus an interim cover option.

• Contact: [portfoliopayroll.com ](https://portfoliopayroll.com/payroll/recruitment-services/?utm_source=chatgpt.com)

• London: 020 7247 9455.

2. JGA Recruitment Group

Best for: payroll-specific expertise across the UK

JGA specialises in payroll and HR recruitment and explicitly recruits Payroll Managers and payroll team leaders. Its sector focus makes it a strong option for finding someone with practical, hands-on payroll management experience. JGA Recruitment

• Ask for: candidates who have personally run UK payroll end to end, not just supervised administrators.

• Contact: [jgarecruitment.com ](https://jgarecruitment.com/payroll-jobs-london/?utm_source=chatgpt.com)

• Telephone: 01727 800 377.

3. Payroll Elite

Best for: an established payroll and HR specialist

Payroll Elite focuses on payroll and HR recruitment throughout the UK, covering both permanent and contract appointments. It also describes candidate vetting and assessment as part of its service. Payroll Elite Payroll Recruitment +1

• Ask for: an experienced standalone Payroll Manager suited to a medium-sized employer.

• Contact: [payrollelite.co.uk ](https://payrollelite.co.uk/About-Us.html?utm_source=chatgpt.com)

• Telephone: 020 3815 7064.

4. Frazer Jones

Best for: a more senior or strategic payroll appointment

Frazer Jones offers permanent payroll recruitment, executive search and interim payroll recruitment. Consider it if the role includes payroll transformation, systems ownership, complex multi-entity payrolls or leadership of a larger team. Frazer Jones

• Ask for: a sole UK Payroll Manager or senior payroll leader, depending on the scope.

• Contact: [frazerjones.com — payroll recruitment](https://frazerjones.com/get-in-touch/book-a-consultation/payroll/?utm_source=chatgpt.com) .

5. CV Screen

Best for: a straightforward permanent recruitment process

CV Screen recruits payroll professionals across the UK, including Payroll Managers, and states that candidates are interviewed against the employer's requirements. It publishes a permanent placement fee of 15% of basic salary and a 100-day rebate arrangement; confirm the terms in writing. CV Screen

• Ask for: a quick shortlist of technically screened, permanent candidates.

• Contact: [cvscreen.co.uk ](https://cvscreen.co.uk/payroll-recruitment/?utm_source=chatgpt.com)

• Telephone: 0345 200 8170.

How I’d run the recruitment

I’d contact Portfolio Payroll, JGA Recruitment and Payroll Elite on the same day , then use Frazer Jones if the role is particularly senior or complex.

Give each agency the same brief and ask for these commitments:

• Permanent hire: a realistic date for the first shortlist and an estimated start date.

• Technical screening: proven UK PAYE, HMRC Real Time Information (RTI), National Insurance, statutory payments, pensions and year-end experience, as relevant to your payroll.

• Systems experience: familiarity with your payroll software, or a comparable system.

• Handover: confirmation that the candidate can start early enough to shadow the outgoing manager and take over critical deadlines.

• Continuity cover: an interim payroll professional if the permanent hire cannot start before the incumbent leaves.

• Commercial terms: placement fee, replacement guarantee, exclusivity and any interim rates.

One important point: don't make the handover plan depend entirely on the new permanent hire starting in time. Ask the incumbent to document payroll calendars, HMRC submissions, pension deadlines, reconciliations, approval processes, recurring exceptions and key contacts while they are still available.

A practical question before narrowing the shortlist

Where in the UK is your business based, and roughly how long does the current Payroll Manager have left on their notice? Those two details would help me narrow the agencies to the best regional options and assess how urgently you should arrange interim cover.

For a medium-sized UK business replacing a Payroll Manager, I’d approach a shortlist of specialist payroll recruitment agencies and established finance-and-HR recruiters . The key is to find someone who can take ownership of the full UK payroll operation quickly, rather than simply someone with general finance experience.

Because your current manager is leaving, I’d brief agencies on two requirements from the outset:

• Permanent recruitment: an experienced Payroll Manager who can independently run UK payroll, manage HMRC and pension obligations, oversee payroll controls and handle escalations.

• Continuity and handover: someone who can start early enough to overlap with the departing manager, document processes, reconcile payroll records and take responsibility before the notice period ends. If a permanent candidate cannot start in time, ask the agency about interim payroll cover as a separate option.

Agencies I would approach first

1. Portfolio Payroll

First choice

A strong starting point because payroll recruitment is its core specialism, with dedicated permanent, temporary and executive recruitment teams. It explicitly caters to employers needing both permanent hires and short-term cover. Portfolio Payroll +1

Best for: finding an experienced, hands-on Payroll Manager while arranging interim cover if the start date slips.

Contact: 020 7247 9455 · [Website and vacancy registration](https://www.portfoliopayroll.com/payroll/register-a-vacancy/?utm_source=chatgpt.com)

2. JGA Recruitment Group

A specialist in payroll and HR recruitment, covering Payroll Managers and other payroll roles across the UK. It also offers temporary and contract recruitment, making it a useful option when continuity is as important as the permanent appointment. JGA Recruitment

Best for: a UK-wide search with a recruiter who understands payroll-specific skills and experience.

Contact: 01727 800 377 · [Website](https://jgarecruitment.com/payroll-jobs-london/?utm_source=chatgpt.com)

3. Payroll Elite

An established specialist payroll and HR recruiter, with permanent, temporary and contract recruitment services across the UK. Its stated approach includes candidate screening and interviews. Payroll Elite Payroll Recruitment +1

Best for: adding another dedicated payroll recruiter to your shortlist, particularly if you want to compare candidate quality and fees.

Contact: 020 3815 7064 · [Website](https://www.payrollelite.co.uk/?utm_source=chatgpt.com)

4. Frazer Jones

A good option if the role has broader responsibilities spanning payroll, benefits, HR operations or international payroll. It offers permanent, interim and executive payroll recruitment, including UK payroll leadership. Frazer Jones

Best for: a more senior or strategically focused Payroll Manager role.

Contact: [Book a payroll recruitment consultation](https://www.frazerjones.com/get-in-touch/book-a-consultation/payroll/?utm_source=chatgpt.com)

5. Transaction Recruitment

A specialist in transactional finance and payroll, recruiting Payroll Managers for both permanent and temporary roles. It explicitly works with SMEs as well as larger employers. Transaction Recruitment

Best for: a medium-sized business looking for a practical, operational manager rather than a payroll executive.

[Website and Payroll Manager recruitment](https://www.transactionrecruitment.co.uk/locations/london/payroll-manager?utm_source=chatgpt.com)

How I would run the search

I'd send the vacancy to the first three agencies immediately, then add Frazer Jones or Transaction Recruitment depending on how senior and broad the role is.

Give every agency the same brief and ask for the following:

| Requirement | What to establish |

| --- | --- |

| UK payroll expertise | Proven end-to-end ownership, HMRC Real Time Information (RTI), PAYE, National Insurance, statutory payments, pension auto-enrolment and year-end |

| Systems experience | Experience with your payroll software, HRIS and finance systems |

| Management capability | Team leadership, payroll controls, reconciliations, audit readiness and query escalation |

| Handover availability | Whether candidates can start during the current manager's notice period |

| Backup option | Availability of an interim manager or experienced contractor if the permanent hire cannot start in time |

| Commercial terms | Placement fee, replacement guarantee, exclusivity, shortlist turnaround and interim rates |

One important point: do not rely on a candidate's earliest start date alone. Ask agencies to identify candidates who can overlap with the existing manager, even if that means considering someone with a shorter notice period or a negotiated start date.

Your handover plan should cover payroll calendars and deadlines, HMRC submissions, pension submissions, payroll reconciliations, outstanding employee cases, system access, approvals and documented procedures. Arrange the overlap around an actual payroll cycle if possible.

My recommendation

Start with Portfolio Payroll, JGA Recruitment Group and Payroll Elite . They are the closest fit for a straightforward permanent UK Payroll Manager replacement because they specialise in payroll recruitment rather than general finance hiring.

One detail would help me narrow this down further: where in the UK is your business based? That will help identify the best regional recruiters and realistic options for an in-person handover.