Review the evidence signals before interviewing. Then use the anchored descriptions—not instinct alone—to choose the score that best matches each answer.
01
Evaluation factor
Execution and reliability
35% weight
Check whether they have handled real pay cycles: entering timesheets, checking overtime and shift premiums, reconciling variances before cutoff in systems like ADP, Sage, Workday or Xero.
Evidence to listen for
Describes a workload they owned and how they kept it from slipping
Names the tools and systems they ran day to day
Can talk about volume: tickets, inboxes, orders, uptime
Nothing quietly falls through when they are busy
Five-point scoring guide
1
Poor
Cannot describe their own workload; things slip without them noticing.
2
Needs Improvement
Handles routine volume; drops work under pressure.
3
Satisfactory
Reliable on steady-state work; struggles when volume spikes.
4
Very Good
Consistently reliable at real volume with a system for staying on top.
5
Excellent
Names pay cycles worked, volume of employee records touched, and the checks run before submission with zero missed cutoffs.
02
Evaluation factor
Improving the process
25% weight
Probe for small fixes they made to payroll admin: spreadsheet formulas for gross-to-net checks, a starter and leaver checklist, or cleaner timesheet chasing routines.
Evidence to listen for
Has changed a process rather than only following one
Can name what was slow or error-prone and what they did about it
Documents so the improvement survives them
Knows when a process is worth automating and when it is not
Five-point scoring guide
1
Poor
Follows instructions only; no sense that process can change.
2
Needs Improvement
Notices problems but escalates rather than solving.
3
Satisfactory
Makes small improvements; impact is local and undocumented.
4
Very Good
Has redesigned a real process with measurable effect.
5
Excellent
Describes a specific manual step they automated or standardised, with the time saved or error rate reduced afterwards.
03
Evaluation factor
Judgement and autonomy
25% weight
Test how they handle a mismatch between a timesheet and an approved roster, an underpayment discovered post-run, or a query on tax code and pension deductions.
Evidence to listen for
Knows what to decide alone and what to escalate
Handles an exception without freezing or improvising recklessly
Protects confidentiality and access appropriately
Asks a clarifying question rather than guessing on something costly
Five-point scoring guide
1
Poor
Either escalates everything or acts recklessly on their own.
2
Needs Improvement
Needs frequent direction; uneasy with exceptions.
3
Satisfactory
Sound judgement on familiar decisions.
4
Very Good
Clear sense of their own authority; handles exceptions well.
5
Excellent
Escalates pay discrepancies promptly with evidence gathered, and knows which errors they may correct alone versus which need payroll manager sign-off.
04
Evaluation factor
Communication
15% weight
Assess how they explain payslip lines, deduction queries and off-cycle corrections to employees, and how carefully they treat salary confidentiality and data handling.
Evidence to listen for
Writes clearly enough that people act without a follow-up
Manages expectations before a deadline slips, not after
Handles a frustrated colleague or customer calmly
Works across time zones or async where the role needs it
Five-point scoring guide
1
Poor
Unclear written communication; goes quiet when things slip.
2
Needs Improvement
Communication needs chasing; raises problems late.
3
Satisfactory
Clear enough day to day; proactive updates are inconsistent.
4
Very Good
Clear, proactive, and calm under pressure.
5
Excellent
Explains deductions plainly to upset staff, keeps a written query trail, and never discusses individual pay outside the payroll function.
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