Pro Rata Calculator for Schools
Free UK calculator — instant, accurate results for pro rata for schools
📊 Pro Rata Calculator for Schools
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Pro Rata Calculator for Schools
This calculator is designed specifically for UK school employees, including teaching assistants, midday supervisors, site staff, office administrators, and caretakers. It uses the NJC (National Joint Council) pay scales commonly adopted by local authority schools and adjusts for both part-time hours and term-time only working patterns.
Academy schools and multi-academy trusts (MATs) may use modified pay scales but generally follow NJC as a baseline. Always check your trust's specific pay policy if you work in an academy.
School Support Staff Pay Grades 2025/26
| Role | Typical Grade | FTE Salary | Term-Time 30h |
|---|---|---|---|
| Midday Supervisor | Grade 1 (SCP 2) | £22,183 | £12,165 |
| Teaching Assistant L2 | Grade 3 (SCP 5) | £23,500 | £12,887 |
| HLTA | Grade 5 (SCP 12) | £27,334 | £14,990 |
| School Business Manager | Grade 7 (SCP 18) | £32,076 | — |
| Site Manager | Grade 6 (SCP 14) | £29,269 | — |
Note: Business managers and site managers often work full-year (52 weeks), so their pro rata is hours-only. Term-time figures apply to roles that work during school terms only.
Which Calculator for Which Role?
Schools employ many different roles with different pay structures. Use these guidelines:
- Qualified teachers: Use the teacher salary calculator — different pay framework (STPCD, not NJC)
- Teaching assistants and support staff: Use this page — NJC pay scales with term-time adjustment
- Admin staff (year-round): Use the standard pro rata calculator — no term-time adjustment needed
- Casual/supply staff: Use the day rate calculator for daily rate conversions
How to Use the Pro Rata Calculator for Schools
Using our pro rata calculator for schools is straightforward. Follow these steps to get accurate results for your situation:
- Enter your full-time salary — This is the annual salary for the equivalent full-time role, before any deductions. You'll find this on the job advert or your contract.
- Set the full-time hours — The standard working week for the role. Most UK employers use 37.5 or 40 hours per week.
- Enter your actual hours — Your contracted weekly hours. This is the number you actually work.
- Click Calculate — The pro rata calculator for schools displays your results instantly, with annual, monthly, weekly, daily, and hourly breakdowns.
Worked Example: Pro Rata Calculator for Schools
Let's work through a practical example of pro rata calculator for schools. A marketing coordinator role advertises a full-time salary of £28,000 for 37.5 hours per week. You're offered the position at 25 hours per week.
Step 1 — Find your FTE ratio: 25 ÷ 37.5 = 0.667 (66.7%)
Step 2 — Calculate pro rata salary: £28,000 × 0.667 = £18,667 per year
Step 3 — Monthly breakdown: £18,667 ÷ 12 = £1,556 gross per month
Step 4 — Holiday entitlement: 28 days × 0.667 = 18.7 days pro rata
After income tax and NI (2025/26 rates), your monthly take-home would be approximately £1,377. Use our pro rata calculator for schools above to check your own figures.
Tips for Using This Calculator
- Always use gross salary: Enter the salary before tax and deductions — the pro rata calculator for schools works with gross figures.
- Check your contract: Your employment contract should state your full-time equivalent hours. Common UK standards are 35, 37, 37.5, and 40 hours per week.
- Know your rights: Under the Part-time Workers Regulations 2000, part-time employees must receive the same hourly rate, holiday entitlement (pro rata), and benefits as full-time colleagues.
- Tax personal allowance: For 2025/26, the first £12,570 of earnings is tax-free. If your pro rata salary falls below this, you pay no income tax at all.
- National Insurance: Employee NI is 8% on earnings between £12,570 and £50,270 (2025/26 rates). Check HMRC NI rates for the latest figures.
Pro Rata Holiday Entitlement
Under the Working Time Regulations 1998, all UK workers are entitled to a minimum of 5.6 weeks' paid holiday per year (28 days for full-time). If you work part-time, your entitlement is calculated pro rata based on your actual hours or days worked.
| Days Worked/Week | FTE Ratio | Statutory Days/Year | Bank Holidays (pro rata) |
|---|---|---|---|
| 5 days (full-time) | 1.0 | 28 days | 8 days |
| 4 days/week | 0.8 | 22.4 days | 6.4 days |
| 3 days/week | 0.6 | 16.8 days | 4.8 days |
| 2.5 days/week | 0.5 | 14 days | 4 days |
| 2 days/week | 0.4 | 11.2 days | 3.2 days |
Holiday entitlement is always rounded up — never down — when the result is not a whole number, per ACAS guidance on holiday entitlement. Bank holidays may be included in or added on top of your statutory 28 days, depending on your contract.
All calculations on this page follow ACAS pro rata pay guidelines and are consistent with the UK Employment Rights Act 1996. Tax figures use HMRC 2025/26 rates. The April 2025 National Living Wage of £12.21/hour is applied where relevant.
Related Salary Calculators
Our pro rata calculator for schools is just one of the tools available on ProRataCalculator. You may also find these useful: term-time salary calculator, overtime calculator, holiday pay guide.
Last updated: February 2026. Verified against HMRC 2025/26 tax rates and April 2025 National Living Wage (£12.21/hour).
Frequently Asked Questions
Pro rata means "in proportion." In employment, it refers to adjusting a full-time salary proportionally based on the number of hours, days, or weeks actually worked compared to a full-time equivalent role.
Divide the full-time salary by full-time hours, then multiply by your actual hours. For example: £30,000 ÷ 37.5 hours × 25 hours = £20,000 pro rata.
Pro rata salary is usually calculated before holiday pay. Your holiday entitlement is also pro-rated — part-time workers get 5.6 weeks holiday pro rata, calculated proportionally to hours worked.
Not exactly. Pro rata is the method used to calculate part-time salary. It ensures part-time workers receive the proportional equivalent of the full-time rate, maintaining fairness under UK employment law.