People and Payroll Coordinator

The Oxford Collection; Oxford; On-site; GBP 25,000 - 30,000; Full time

Job summary

A luxury hotel group in Oxford is seeking a People and Payroll Coordinator to oversee day-to-day payroll and human resources administration. The ideal candidate will have at least 2 years of experience in a similar role within hospitality, excellent attention to detail, and strong organizational skills. This role offers earnings of up to £30,000 annually and benefits including discounts and a pension scheme.

Benefits

50% discount on food within restaurants

Up to £700 recruitment incentive

Pension scheme

28 days holiday inclusive of bank holidays

Qualifications

• Minimum of 2 years in a similar HR/Payroll role, preferably in hospitality.
• Experience administering payroll for hourly paid employees in a multi-property setting.
• Proficiency in Microsoft Office, specifically Excel.

Responsibilities

• Coordinate day-to-day people and payroll administration.
• Administer 4-weekly payroll processes using Access Payroll.
• Support recruitment initiatives and handle general payroll queries.

Skills

Data Entry

Payroll

Microsoft Excel

Human Resources

Attention to Detail

Education

Certified Payroll Technician qualification

Tools

HRIS systems (Access People)

Access Payroll

Job description

The Oxford Collection is a small privately owned group of two luxury five‑star hotels and apartments, three restaurants, and three iconic properties in central Oxford with unrivalled views across the city’s skyline.

• Hotels: Old Bank Hotel, Old Parsonage Hotel
• Apartments: 36 St Giles
• Restaurants: Parsonage Grill & Gees Restaurant & Bar, Quod Restaurant & Bar
• 80 bedrooms across the three properties.

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

Key Responsibilities

• Support all aspects of day‑to‑day people and payroll administration.
• Work closely with the People Coordinator and People Manager to support and positively influence the smooth running of the People Department.
• Efficiently coordinate and administer the 4‑weekly payroll (via Access Payroll) including pension reports and Tronc.
• Assist with administration relating to the HR Access People system and employee life‑cycle, including onboarding (new starters, leavers, promotions, transfers, salary changes, etc.).
• Support recruitment initiatives and any related administration when required.
• Provide support to managers and employees with all general people and payroll queries.
• Ensure all e‑paperwork and documents relating to employment throughout the employee lifecycle are obtained from application to termination and exit interviews.
• Assist with wider people projects and tasks to ensure the smooth running of the department.
• Act as a role‑model brand ambassador and guardian of standards for the People Department, upholding culture and values at all times.
• Drive and execute all aspects of the people strategy in close collaboration with the People Coordinator and People Manager.
• Build and maintain positive relationships with managers and their teams.
• Maintain a sound knowledge of the Employee Handbook and provide legally sound guidance on employment, payroll, and recruitment matters, ensuring compliance with company policies and legislation.
• Maintain accurate, up‑to‑date information on all employee records in the HRIS system (Access People).
• Co‑plan and coordinate relevant in‑person and online compliance training courses for all employees (including the CPL online platform).
• Support the communication and administration of all employee benefits.
• Administer the 4‑weekly payroll processes using Access Payroll software.
• Review payslips thoroughly to ensure accuracy and verify 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 the Payroll Advisor from Access Payroll to ensure payments are accurate and processed within required deadlines.
• Monitor sickness on a monthly basis and report trends through Access Analytics.
• Calculate holiday accrual for zero‑hour contract employees on a weekly basis.
• Assist the Head of Finance with analysis of payroll‑related expenses and efficiencies.
• Upload pension submissions to the pension provider.
• Post payroll journals and other monthly reporting.
• Act as the first point of contact for payroll‑related queries from Department Heads.

Ideal Candidate – Skills and Experience

• Established HR / People / Payroll Assistant or Coordinator with a minimum of 2 years in a similar role, ideally within the UK hospitality sector.
• Experience coordinating and administering payroll within a multi‑property and multi‑site organisation in hospitality, leisure, or luxury retail for hourly paid employees.
• Certified Payroll Technician qualification from the Chartered Institute of Payroll Professionals (CIPP) or ATT with payroll experience.
• Experience working with third‑parties, external stakeholders, local job boards, job fairs, universities, colleges, training providers, payroll providers, and Troncmaster.
• Up‑to‑date knowledge of employment law, legislation, trends, best practice and news in hospitality and HR.
• Proven experience with HR systems such as Access People, Access Payroll and online learning platforms such as CPL Learning.
• Experience with an Applicant Tracking System (ATS) and digital onboarding.
• Thrives in a dynamic, fast‑moving hotel and restaurant environment.
• Builds and maintains relationships with managers, providing legally sound employee relations guidance.
• Excellent multitasking, fast‑paced work ethic and high‑level attention to detail.
• Warm, gracious, friendly, professional demeanour with strong communication across all levels.
• Motivated self‑starter who works independently and within a small team.
• Proficiency in Microsoft Windows, Word, Excel, Access People, Access Payroll, CPL Learning.
• Good knowledge of GDPR, Data Protection Act and associated data security.
• Organised, excellent time‑management, prioritising tasks and meeting deadlines.
• Fluent in written and spoken English with high‑level communication skills.
• Eligible to live and work in the UK.

Working Pattern & Salary

Based at our Head Office, you will work 35 hours a week, Monday to Friday, 9.00 am to 5.00 pm, with an uninterrupted one‑hour break.

Earnings of up to £30,000 per annum, including non‑contractual service charge (Tronc), depending on experience.

Benefits

• 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: discounted gym membership, high‑street and online shopping discounts, discounted vouchers, cashback card, and 24/7 online GP service.

Requirements

• Eligibility to work within the UK must be proven.
• Two references should be available on request.
• Experience: years (full‑time).
• Vacancy: 1.
• Key Skills: Data Entry, Paychex, QuickBooks, Accounting, Paylocity, Microsoft Excel, Payroll, ADP, Administrative Experience, Human Resources, Bookkeeping.

Key Skills

Data Entry, Paychex, QuickBooks, Accounting, 10 Key Calculator, Paylocity, Microsoft Excel, Payroll, ADP, Administrative Experience, Human Resources, Bookkeeping