Detailed job description and main responsibilities

JOB DESCRIPTION

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.
• 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.

RESPONSIBILITIES FOR HEALTH & SAFETY

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.

INFORMATION GOVERNANCE           

All staff must complete annual information governance training. If you have a Trust email account this can be completed on-line, otherwise you must attend a classroom session. For further details, go to the Information Governance intranet site.

PERSON SPECIFICATION

HR Records Assistant