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HR Systems Manager job description
Responsible for ‘hands-on’ day to day management of the transactional service delivery of operational support functions within the ‘HR Systems’ Department ensuring the complex inter-dependencies are maintained.
Operationally overseeing the externally contracted services as part of the ‘HR Systems and Payroll – Operations and Projects’ department ensuring high levels of efficiency.
Participate in and oversee the provision of technical and operational support / advice for the technology and systems deployed by ‘HR Systems’ to support the business delivery.
Ensuring the delivery of an effective transactional / Support services through :-
► Management of the ‘ESR Administration’ service which processes and controls all employee transactions onto Electronic Staff Record (ESR) system and manages the relationship with Payroll
► Management of the ‘SMART Absence’ service which processes absence recording, reporting coupled with technical delivery and management of the ‘SMART Absence’ product.
► Operational and technical support services provided internally and to users.
► Provision of a second line support and query service to ensure resolution of service or employee issues.
► Day to day resolution / management of payroll based issues relating primarily to internal Organisation issues.
Contribute as member of the ‘HR Systems and Payroll – Operations and Projects’ team as a team member and on managerial aspects.
Deputise for the Senior Project Manager as and when required.
No specific operational budget responsibilities.
Management of budgets allocated to specific projects
Responsible for overseeing the day to day operational aspects of the Organisation’s outsourced payroll contract
Responsibility for overseeing the Organisation’s operational aspects of the Childcare Salary Sacrifice scheme processing £1.5M per year.
Responsible for line management ensuring that all aspects of performance, attendance, training and appraisal are addressed in accordance with Organisation Policy for 8 members of staff within the team including :-
► ESR Administration
► SMART Absence
Overall team process circa 15,000 full employee lifecycle changes (new starters / changes and terminations of employment) and circa 18,000 Absence episodes per year
Contribute to policy development, review and implementation as and where required.
Training & Qualifications
Educated to Degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area.
Formal Electronic Staff Record (ESR) or similar training.
A track record of achievement leading an operational service in complex and pressurised HR / Payroll and technical environments.
Minimum of 4 years comprehensive working knowledge of HRMS databases / systems (spanning HR / Payroll and training aspects)
Sound knowledge of Electronic Staff Record (ESR) or similar complex Oracle databases.
Developed IT skills over 5+ years in a complex environment.
Experience of re-designing procedures and practices to achieve effectiveness.
Experience of managing complex and inter-related contractual arrangements linked to internal and / externally delivered services.
Experience in a large complex service organisation ideally within the ORGANISATION.
Communicate to a wide range of internal colleagues, customers of the department’s services and external parties on a wide range of issues, including difficult matters. Always ensure complex matters are communicated in easy to understand ways through using verbal and written communications.
KEY RESULT AREAS
Provide leadership and management of ‘HR Systems’ operational staff to deliver high standards of service delivery and maximising technology where applicable.
Develop and lead a customer-focussed quality service, constantly improving processes and procedures to meet changing technical and customer requirements in a pro-active manner.
Ensure the delivery of very high volume (circa 15,000 full employee lifecycle changes and circa 18,000 Absence processing per year) transactional HR services processed onto ESR against demanding SLAs to achieve quality and efficiency.
Develop and maintain an appropriate Performance Management Framework to monitor delivery and standards for the provision of high quality, responsive ‘HR Systems and Payroll – Operations and Projects’ associated services.
Maintain and review service provision and processes, procedures and resources within the service in line with changing requirements.
Undertake the operational overseeing of high value, complex and inter-related service contracts associated with the service delivery of the ‘HR Systems and Payroll – Operations and Projects’ department eg Payroll Service Contract, Childcare Salary Sacrifice Schemes.
Manage the day to day communications plan ensuring timely communication of a high standard to all users of the department’s service, at all levels in the organisation and to external customers.
Participate in the development of technical aspects of the departments products and services.
Prepare, implement and maintain procedural and process documentation for internal colleagues and service users.
Undertake the implementation effort required to deliver projects and changes.
Develop and maintain a deep understanding of systems, services and solutions directly managed, facilitated or integrated with the ‘HR Systems and Payroll – Operations and Projects’ team
Undertake advanced data manipulation, analysis and reporting from raw data and systems to provide support for project and operational requirements.
To manage appropriate content updates to the Organisation’s Intranet in line with operational and project delivery or other initiatives.
To ensure compliance to audit and legal requirements including work by other parties involved in operational delivery, project work or service delivery highlighting deviations to the Senior Project Manager.
Arrange for and monitor delivery or personally deliver training requirements as required for both end users and technically based staff.
Work with nominated Communications Manager(s) / key Stakeholders to provide a key role in supporting operational delivery, Project and / or change delivery including the organisation of internal and external communication events, and other events as required. Ensuring a consistent service and departmental presentation across all aspects.
Communicating often highly complex concepts across a wide range of areas in a client focused way to meet their needs to understand.
Project Delivery and Management
Direct and manage a range of service initiatives and / or small projects inter-related to other projects and / or service delivery.
Participate in project delivery as a resource as appropriate
Ensure that service initiatives / projects and their associated design are suitable for large scale deployment across the Organisation with up to 12,000 users, often meeting competing complex requirements and abilities of service users.
CRIMINAL RECORDS BUREAU CHECKS
This post requires a standard/enhanced disclosure by criminal record certificates as it is regulated by statute. Failure to disclose details if you are currently / or in the future the subject of police investigation / proceedings which could result in a conviction, caution, bind over order or charges is a disciplinary matter, and may result in dismissal.