People and Payroll Coordinator

The Oxford Collection is a small privately owned group of two luxury 5* hotels and apartments three restaurants that consists of the Old Bank Hotel the Old Parsonage Hotel 36 St Giles Parsonage Grill Gees Restaurant & Bar and Quod Restaurant & Bar. Having recently undergone a complete refurbishment programme we have 80 bedrooms across three iconic properties in central Oxford with unrivalled views across the citys beautiful skyline.

An exciting opportunity has arisen for a People and Payroll Coordinator to join the Human Resources/People Team at The Oxford a supportive and collaborative role you will be working alongside the People Coordinator and will report directly to the People Manager supporting around 200 employees.

You will be responsible for the efficient coordination and administration of 4-weekly Company payroll and will assist the People team with all aspects of day-to-day HR/people administration.

The Head Office team is located at the back of the Old Parsonage Hotel in central Oxford.

We offer support training and development opportunities to help your career flourish. We believe that investment in each and every one of our collectives is key to the success of our business and the happiness of our customers. As a member of our team we are looking for an exceptional candidate who shares these values.

The Role:

• This varied role includes supporting all aspects of day-to-day people and payroll administration
• You will work closely with the People Coordinator and People Manager to support and positively influence the smooth running of the People Department
• Efficient coordination and administration of the Companys 4-weekly payroll (via Access Payroll) including pension reports and Tronc
• Assisting with all administration relating to the HR Access People system and employee life- cycle and onboarding i.e. processing new starters leavers promotions transfers salary changes etc.
• Supporting with recruitment initiatives and any related administration when required
• Providing support to our managers and employees with all general people and payroll queries
• To ensure all e-paperwork and documents relating to employment throughout the employee lifecycle are obtained from point of application through to termination of employment and exit interviews
• To assist with any wider people projects and/or tasks to ensure the smooth running of the department

Key Responsibilities include:

• Act as a role model brand ambassador and guardian of standards for the People Department and all identities belonging to The Oxford Collection upholding our culture values at all times
• Work closely with the People Coordinator and People Manager to drive and execute all aspects of our people strategy
• Build and maintain positive relationships with our managers and their teams
• To possess a sound knowledge of our Employee Handbook providing legally sound guidance relating to all aspects of people payroll and recruitment ensuring that company policies and procedures are adhered to whilst remaining legally compliant
• To assist in maintaining accurate up-to-date information on all employee records in the HRIS system (Access People)
• To assist the People Coordinator in the planning and coordination of relevant in-person and online compliance training courses for all employees including the online training platform (CPL)
• To support in the communication and administration of all employee benefits
• Administer the 4-weekly payroll processes using Access Payroll software
• Review payslips thoroughly to ensure accuracy including verification of recorded absences including holidays and sickness absences
• Perform monthly reconciliations of payroll and pension-related balance sheet accounts
• Collaborate with WMT (Troncmaster) on the preparation of Tronc for the four-weekly payroll and inform them of starters and leavers across the Company
• Collaborate with our Payroll Advisor from Access Payroll to ensure payments are accurate and processed within the required deadlines
• Monitor sickness on a monthly basis and reporting on trends through Access Analytics
• Calculate holiday accrual for employees on a zero-hour contract on a weekly basis
• Assist the Head of Finance with analysis of payroll related expenses and efficiencies
• Upload pension submissions to our pension provider
• Post payroll journals and other monthly reporting
• Acting as the first point of contact with payroll related queries from Department Heads

The ideal candidate-Skills and Experience:

• This role would be best suited to an established HR/People/Payroll Assistant or Coordinator who has a minimum of 2 years in a similar role ideally within the UK hospitality sector
• Experience in coordinating and administering payroll preferably within a multi-property and multi-site organisation in hospitality leisure or luxury retail for hourly paid employees weekly/4-weekly would be highly beneficial
• Certified Payroll Technician Qualification from the Chartered Institute of Payroll Professionals (CIPP) or ATT with payroll experience would be highly beneficial
• Experience working with third-parties and external stakeholders local job boards and job fairs universities and colleges training providers payroll providers and Troncmaster
• To possess and maintain an interest and up-to-date knowledge of employment law legislation trends best practice and news in the hospitality and HR industries
• Proven experience with HR systems such as (or similar to) Access People Access Payroll and online learning platforms such as CPL Learning would be beneficial
• Experience with an applicant tracking system (ATS) and digital onboarding would be an advantage
• The right candidate will thrive within the dynamic and fast-moving pace of the Hotel and Restaurant industry
• You will naturally enjoy building and maintaining relationships with our managers and their teams provide legally sound employee relations guidance and ensure that company policies and procedures are adhered to
• Ability to multitask work in a fast-paced environment and have a high-level attention to detail
• Possess a warm gracious friendly and professional demeanour with the ability to communicate confidently across all levels of the business
• Motivated self-starter with ability to work under own initiative independently and within a small team
• Proficiency in Microsoft Windows Word Excel Access People Access Payroll CPL Learning
• Good knowledge of the principles of GDPR Data Protection Act and associated data security
• Be organised have excellent time management skills with the ability to prioritise tasks and meet deadlines
• Fluent in written and spoken English with a high level of written and verbal communication skills
• Be eligible to live and work in the UK

Working Pattern & Salary:

Based at our Head Office you will work 35 hours between Monday to Friday 9.00 am to 5.00 pm inclusive with an uninterrupted break of one hour.

Earnings of up to 30000 per annum including non-contractual service charge (tronc) depending on experience.

Benefits include:

• 50% discount on food within our restaurants
• Up to 700 recruitment incentive
• Membership to our Employee Assistance Programme with Hospitality Action
• Pension scheme
• Opportunities to develop within the Company
• 28 days holiday inclusive of bank holidays per annum
• A paid day off on your birthday
• Team awards and prizes
• Hospitality Rewards: offering discounted gym membership high-street and online shopping discounts discounted vouchers a cashback card and 24/7 online GP service

Eligibility to work within the UK must be proven and two references should be available on request.