HR Records Assistant

1 month ago

Oxford, United Kingdom Oxford University Hospitals NHS Foundation Trust Full time

Are you aHR Records Assistant, Payroll Administrator or Administratorseeking a new challenge?

We are looking for a HR Records Assistant to join our fast paced and dynamic HR Records Team which is part of the HR Department within Oxford University Hospitals Foundation Trust.

We are #OneTeamOne OUH
- Processing all employee payroll changes
- Resolving employee pay queries
- Assisting with employee benefit administration
- HR records management.

This is a busy, fast paced office so you will need to have experience of working in a high volume administrative environment and the ability to deliver a high standard of customer care. A working knowledge of the Electronic Staff Record (ESR) is desirable but not essential as full training will be given.

Oxford University Hospitals NHS Foundation Trustis one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.

The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.

**Job Title**: HR Records Assistant

**Base**: Human Resources Department, Unipart House

**Grade**: Band 3

**Accountable to**: HR Records Manager

**Job Summary**:

- To be the first contact for queries relating to pay and changes to terms and conditions of employment for staff within the Trust.
- To maintain the HR record side of the ESR (Electronic Staff Record) ensuring accurate and timely payment of staff.
- To liaise with the third party payroll provider to ensure that Trust policies and processes relating to pay are adhered to.
- Advise on all terms and conditions of employment with regard to recruitment, ensuring that the procedures are carried out efficiently within the allotted timeframe.
- To maintain data quality and participate in regular monitoring of quality in ESR.
- To assist with the annual immigration checking of employees and the fixed term contracts processes.
- To maintain electronic records and personal files held in the HR Department.

ESR system
- Ensure all supporting documentation and checks are complete prior to the entry of any changes onto the ESR system. This includes checking signatories are authorised to complete payroll paperwork and making sure adequate financial controls are in place.
- Input starters, leavers and changes to staff records on to ESR to meet tight payroll deadlines to ensure accurate and timely payment of staff. Including a quality control of all change forms or new starters before sending all documents to payroll.
- Process doctors rotations to ensure accurate and timely payment of staff.
- Administer data changes provided by the Finance Department, within tightly prescribed deadlines, to ensure staff are coded to the correct budget codes.
- Assist with the issue of cheques and CHAPs payments and pass to the management team for authorisation.
- Processing new starters for supplementary pay run

Data Quality
- Act as gatekeeper for all pay documentation to ensure that Trust policies and procedures have been adhered to - particularly with vacancy control audit trails and authorisation for pay on appointment and transfers. Liaise closely with colleagues in HR, managers and payroll staff to ensure that queries are resolved in a timely manner.
- Adjust errors on ESR where a data quality audit carried out by the HR Records Manager has highlighted areas on non-compliance.
- Maintain high standards of confidentiality at all times in line with Departmental protocols for the transfer of data by e mail, post and fax and verbal communications.

Electronic records
- Ensure all paperwork is filed in the appropriate personal files in an accurate and timely way.
- To scan all new starter paperwork to the electronic system
- Maintain accurate electronic audit trails by maintaining and updating personal files once data entry on ESR is complete.
- Maintain the spreadsheet listing the personal files held by the off-site storage facility.
- Liaise with the off-site storage facility to organise the collection/delivery of archived material.

Other
- Issue Certificates of employment on request to employees for proof of employment.
- Issue letters confirming changes in terms and conditions, taking information from appropriately authorised Change forms.
- Co-ordinate the annual immigr

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