HR Operations Officer - VNA Recruitment : Job Details

1. PURPOSE OF JOB

To provide an efficient and responsive HR Operations service, acting as first point of contact for all HR Operations queries, providing advice and guidance to managers and staff across the Council

Working as part of the HR Operations team and HR & OD service ensuring that an effective, timely and joined up customer service is provided to managers, employees and members across the council.

2. PRINCIPAL ACCOUNTABILITIES

Service Delivery

Act as first point of contact for all HR Operations queries, providing customer friendly advice and guidance to managers and staff across the Council

Coach Managers and employees through the advice and information given, helping them feel more confident to handle some matters independently in future.

Log incoming enquiries, categorising them accurately to provide performance data.

Ensure that information given to customers is up to date. Highlight any need for further communications or updates on a subject.

Liaise with HR Operations Specialist - HR systems & support regarding the location and accessibility of information particularly in regard to HR Operations activity and HR intranet information, making suggestions to improve ease of access

Maintain accurate HR & Payroll data through timely recording and upkeep of information on both the HR Information system and manual files. Ensure control processes are followed and maintain a complete audit trail of all changes. In the case of the HR Information system carry out regular cleansing of data.

Participate in various audits to ensure compliance to required record keeping and other protocols.

Provide support for running HR reports and distributing management information to provide customers with quality, timely management information.

Raise purchase orders and invoices on behalf of the HR & HSWB team, process payments and maintain records of expenditure against budget.

Participate in the delivery of training for our customers on HR Operations systems and processes to include advice and support to ensure maximum benefit and efficiencies are obtained.

To support the smooth running of the wider HR & OD Service by working closely with our HR Consultants

Service Development and/or Delivery

Participate in service improvement/project activity including taking responsibility for the achievement of outcomes within required timescales

Support the ongoing review and development of HR Operations policy, procedures, and processes and initiate ideas to improve the way things are done. Keep up to date with external developments in practice to inform changes in policy and procedure and for use as appropriate when advising customers.

Undertake functionality testing of HR systems as directed on new software products, upgrades or functionality enhancements

Recruitment

Process recruitment requisitions, ensuring vacancies are advertised internally and externally within agreed deadlines via a range of medias (including social media) and conform to equalities policy. Respond to enquiries regarding jobs advertised and monitor the application process through from start to finish.

Monitor verbal offers of employment and engagement, ensuring all pre-employment checks including statutory and safer recruitment checks like DBS and references and any job specific requirements are completed and appropriate evidence is retained on file.

Provide managers with advice and coaching on the quality of adverts, ensuring they give a positive employer brand message.

Supporting redeployment of staff placed at risk of redundancy. Ensure vacancy information reaches any staff looking for potential redeployment, liaising with HR Consultants and managers and retaining appropriate records.

Assist with a range of recruitment activities, including supporting and attending recruitment fair activity as required.

Provide managers with support and guidance on using the Council’s neutral vendor agency system, ensuring all workers are engaged in a timely manner.

Employment Lifecycle

To maintain the integrity of all HR & payroll data and records held within financial and manual systems including regular housekeeping routines to ensure the timely and accurate production of payments.

To process and reconcile all payroll variations, starters and leavers prior to timetabled payroll runs (expenses, timesheets, statutory notifications, sickness and maternity deductions, arrears, pay awards, pension deductions & Employee Benefit deductions and honorarium etc) and undertake periodic verification that all such transactions are made in accordance with Council Financial Regulations, Standing Orders and policies and statutory requirements

Maintain a practical knowledge of local and national terms and conditions, payroll processes, and relevant pensions schemes including calculation methods for pensionable pay and final pay.

Produce and distribute all payroll output including payslips, statutory notifications and letters.

Handle correspondence with new starters ensuring that they receive quality information about their contract terms and conditions and receive a helpful response to any queries.

Liaise with customers regarding work patterns and other information required to maintain an accurate staffing data base.

Financial Control

Maintain controls and procedures to ensure all variation processing and their subsequent payment is done securely and efficiently and in accordance with appropriate authorisations, financial regulations standing orders, identifying any exceptions to control for further investigation.

Participate in routine validation and exception reporting to identify potential errors and prevent fraud.

Maintain housing keeping procedures to ensure the operational efficiency of the payroll system.

Participate in ensuring that all payments and statutory returns including year-end and P11D’s and PSA's are reconciled and paid within statutory deadlines