HR Records Assistant

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., The primary responsibility of the HR Records Assistant position is to input data onto the systems to ensure accurate pay and HR information. The successful candidate will have experience in data input and will need to have attention to detail and be well organised. The main aspects of this role will include:

• Processing all employee payroll changes


• Resolving employee pay queries


• Assisting with employee benefit administration


• HR records management.


• Processing parental leave applications and advising employees on Agenda for Change terms and conditions in relation to pay., 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.


• Act as first point of contact with staff, managers and payroll on (sometimes complex) pay queries, referring them to the HR Records Manager or an HR Consultant where appropriate. This will be via e-mail, telephone and face-to-face.


• 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 immigration checking of employees who require permission to work in the United Kingdom, including requesting Home Office checks where required. Updating systems accordingly once checks complete.


• Co-ordinate the administration processes relating to employee benefits - including cycle to work scheme, credit union, tastecard and Childcare Vouchers as well as giving advice on the various benefits to employees.


• Managing the e-expense system for the trust, working closely with the expenses help desk and expenses team.


• Processing maternity, paternity, adoption and parental leave applications and advising employees on any pay related queries relating to this.


• Manging HR Records Inbox enquiries from internal employees and external people.


• Managing the post coming to HR Records and going out to reception to deal with visitor enquires


• Processing expenses for non-employees.


• Processing buying and selling annual leave application forms during the annual processing window.


• Assist with the processes relating to fixed-term contracts.


• Maintain the authorised signatory database and check that pay documentation is appropriately signed off. Liaise with managers over queries arising from this process.


• Train colleagues in elements of ESR data entry where necessary.


• To carry out any other duties within the scope of this post as required by the Resourcing Management Team.


This job description is not intended to be exhaustive; the postholder will therefore be expected to adopt a flexible attitude towards these duties, which may be varied subject to the needs of the department and in keeping with the general profile of the post.

RISK MANAGEMENT

The management of risk is the responsibility of everyone and will be achieved within a progressive, honest and open environment.

Staff will be provided with the necessary education, training and support to enable them to meet this responsibility.

Staff should be familiar with the

• Major Incident Policy


• Fire Policy


and should make themselves familiar with the 'local response' plan and their role within that response., The post holder is responsible for ensuring that all duties and responsibilities of this post are carried out in compliance with the Health & Safety at Work Act 1974, Statutory Regulations and Trust Policies and Procedures. This will be supported by the provision of training and specialist advice where required.

INFECTION CONTROL

Infection Control is everyone's responsibility. All staff, both clinical and non clinical, are required to adhere to the Trusts' Infection Prevention and Control Policies and make every effort to maintain high standards of infection control at all times thereby reducing the burden of Healthcare Associated Infections including MRSA.

All staff employed by the ORH Trust have the following key responsibilities:


• Staff must wash their hands or use alcohol gel on entry and exit from all clinical areas and/or between each patient contact.



• Staff members have a duty to attend mandatory infection control training provided for them by the Trust.



• Staff members who develop an infection (other than common colds and illness) that may be transmittable to patients have a duty to contact Occupational Health.


CHILDREN'S RIGHTS

The post holder will endeavour at all times to uphold the rights of children and young people in accordance with the UN Convention Rights of the Child.

SAFEGUARDING CHILDREN AND VULNERABLE ADULTS

The Trust is committed to safeguarding children and vulnerable adults throughout the organisation. As a member of the trust there is a duty to assist in protecting patients and their families from any from of harm when they are vulnerable.

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., Good general level of education - GCSE/NVQ or equivalent in English Language or appropriate administrative experience

Certificate in Personnel Practice or equivalent

Experience

Experience of working with confidential, sensitive data

Demonstrates ability to deliver high standard of customer care

Experience of working in a fast-paced, busy HR or Payroll administration environment.

Previous experience of using ESR or similar database

Immigration checking experience

Experience of NHS T&C's - Agenda for Change and Medical

Personal Skills

Demonstrates attention to detail

Demonstrates good communication and interpersonal skills

Demonstrates commitment to providing a good customer service

Able to work under pressure and to tight deadlines.

Demonstrates flexible approach to carrying out tasks

Ability to self-manage, referring when appropriate.

Ability to challenge and communicate with staff at all levels

Technical Skills

Demonstrates ability to work with a new software package

Computer literate with experience of working with the Microsoft Office package or equivalent. Good keyboard skills.

Ability to produce reports in Excel,
• Good general level of education - GCSE/NVQ or equivalent in English Language or appropriate administrative experience, Certificate in Personnel Practice or equivalent, Experience of working with confidential, sensitive data


• Demonstrates ability to deliver high standard of customer care


• Experience of working in a fast-paced, busy HR or Payroll administration environment.


Desirable criteria


• Previous experience of using ESR or similar database


• Immigration checking experience


• Experience of NHS T&C's - Agenda for Change and Medical, Demonstrates attention to detail Demonstrates good communication and interpersonal skills Demonstrates commitment to providing a good customer service Able to work under pressure and to tight deadlines. Demonstrates flexible approach to carrying out tasks Ability to self-manage, referring when appropriate. Ability to challenge and communicate with staff at all levels, Demonstrates ability to work with a new software package


• Computer literate with experience of working with the Microsoft Office package or equivalent. Good keyboard skills.


Desirable criteria


• Ability to produce reports in Excel
  
  Oxford University Hospitals NHS Foundation Trust is 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 of 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., Oxford University Hospitals NHS Foundation Trust is 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.