HR SYSTEMS AND INFORMATION MANAGER

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1 The Royal British Legion Shoulder to shoulder with all who Serve HR SYSTMS AND INFORMATION MANAGR Human Resources Department Application Pack Page 1

2 TH ROYAL BRITISH LGION JOB DSCRIPTION POSITION: RSPONSIBL TO: HR Systems and Information Manager Assistant Director of HR RSPONSIBL FOR: HR Systems and Information Officers x 2 Role Purpose: Responsible for maintaining and developing HR aspects of the RBL s HR/Payroll system (called itrent ). Also responsible for providing technical and operational HR advice and guidance to system users, and appropriate advice to managers on the future development of the system in an HR context. To ensure that current and future business needs are reflected in the development and implementation of creative, innovative and appropriate HR IT strategies and plans. Design and develop reports and also analyse data to assist the HR and Finance Departments to achieve its objectives set by the strategic plan. Key Responsibilities: To manage the overall workload, staffing, and other resources directly responsible to the post holder to ensure the most effective use of resources consistent with the Legions policy, priorities and decisions on levels of services to be provided, and relevant legislation; and, in particular, to: Set and seek to manage the achievement of service targets as set out in the current Business Plan for the team; Monitor the progress of work including preparation and evaluation of management information for Assistant Directors and Heads of Departments (HODs); Supervise the work and performance of the staff in the team in line with the Legion s policy and allocate project work in the team; nsure that incoming correspondence and telephone enquiries referred to the Section are processed speedily in accordance with agreed procedures; Achieve a high quality in all aspects of the team s work; Participate in the recruitment, training and development of all employees directly responsible to the post holder; Undertake appraisal interviews and provide training and career development advice, to approve staff leave, and other absences. Duties and Responsibilities: 1. Maintain a close working relationship with colleagues in HR and Pay & Benefits team to ensure the HR/Payroll system is supported and developed in accordance with strategic requirements. 2. Maintain a comprehensive working knowledge of the HR/Payroll System and its relationship to day-to-day operations within the HR and Finance Departments, and to advise users accordingly on best practice. 3. Provide technical support to the HR/Payroll application users within the HR and Payroll teams on a daily basis. 4. Communicate with software developers on new and existing areas of software, recommend upgrades and patches to be implemented. Page 2

3 5. Accountable for the successful operation of the Helpdesk, using the global helpdesk software, for all users (HR, Payroll & Self Service) experiencing technical and nontechnical problems related to HR & Payroll software ensuring that requests for assistance and problems are addressed in a timely manner and are suitably resolved or referred onwards to relevant or responsible parties. 6. Investigate and document software errors. Resolve problems in existing systems, investigate subsequent problems, identify the type of issue i.e. software error, IT system error or training issue, take appropriate action by either investigating it further and/or referring onwards. 7. Maintain, design, develop, and test existing and new workflows to support the flow of information and actions required within the HR/Payroll modules. i.e manager and employee self service, HR and Payroll operations. 8. Conduct acceptance testing on subsequent patches and upgrades in line with the test plans established. 9. Create and maintain training documentation for the HRMS system and also assist with documenting existing system related HR/Payroll processes and creation of such processes are currently absent. 10. Devise methods to check data accuracy on the HR Database using Business Object reporting tool. 11. Assist with user training for new and existing members of HR and Payroll staff. 12. Identify processes, areas and functionality requiring development or enhancement and work with systems developers and other key stakeholders on system development to enable increased efficiency and effectiveness throughout the Legion. 13. Design, develop and produce HR and Finance reports on regular basis, and for any ad hoc requests. Analyse HR data for the HR team, advise users on the best methods of extracting relevant data from the HR/Payroll system and data specific to the departments within the organisation. 14. Work with Directors to identify, discuss and present HR data that is required to achieve their department s corporate plan objectives. 15. Maintain establishment data for all departments within The Royal British Legion 16. Collate information and provide relevant data to external statistical agencies on a regular basis. 17. With assistance from the Pay and Policy Officer coordinate the salary review process, communicate with the Directors and collate the information to update the HR database in a timely and accurate manner. 18. Support the work of Director of HR, Assistant Director of HR and the HR Team. 19. Support the HR team with technical support of the AXA Healthcare system. 20. Support and maintain HR Intranet and represent HR in the intranet steering group. 21. Work as a team member, providing support to colleagues as and when required. Perform other relevant activities pertinent to the HR Department as directed by the Assistant HR Director or other appropriate members of the team. Projects Temporary until implemented 22. Homes and Breaks HR Processes To set up and implement HR processes to the Homes and Break Centres. Further development is to include new starters and transfer processes. 23. Homes and Breaks Self Service (SS) access To implement to all Break Centre employees in each location. 24. Web Recruitment To set up and implement the Web Recruitment module for line managers to complete part of their recruitment processes via SS 25. Performance Management To setup and implement the Performance Management module for the organisation through SS Page 3

4 GNRAL Attend departmental meetings and represent the Assistant Director of HR at internal and external meetings; To be self-supporting in producing reports, correspondence, filing, photocopying, etc; Recommend changes to systems and procedures to improve the efficiency of the department. Continually review operational practices to ensure best practice is delivered at all times; To implement the qual Opportunities policy into your daily activities wherever possible; To be responsible for your own health & safety and that of your colleagues, in accordance with the Health & Safety at Work Act (1974) and relevant C directives; To work in accordance with the Data Protection Act (1998) and to ensure all new systems are reported to the Data Protection Officer; Staff in the Human Resources Department will have access to material, which is confidential, staff-in-confidence, or sensitive in some way. It is a condition of their contract of employment that they use great discretion at all times and ensure that no confidential or staff-in-confidence material is leaked from the department to unauthorised members of staff. CONDITIONS OF SRVIC UK travel to other RBL sites will be required throughout ngland, Wales, Northern and Republic of Ireland. Attendance at CIPD or other HR Conferences or Seminars, as appropriate. Any other duties as are within the scope, spirit and purpose of the job, the title of the post and its grading as requested by the line manager or Head of Department/Division. Please note this job description reflects the current requirements of the role. As duties and responsibilities change and develop, this will be reviewed and will be subject to amendment in consultation with the post-holder. Page 4

5 Person Specification for HR Systems and Information Manager CRITIRIA SSNTIAL/ DSIRABL QUALIFICATIONS Good standard of education Application SKILLS AND XPRINC HOW TO B MASURD APPLICATION FORM, INTRVIW/TST/OTHR (please specify) Significant experience working in a HR and/or payroll in a systems and information analyst role Working knowledge of Midland IT D Application form/assessment systems, preferably itrent Working knowledge of time and D Application form attendance IT systems Advanced IT skills Outlook, Word, xcel, /assessment Access xperience of supervising staff xperience of managing operational efficiency of a database Demonstrable experience of report writing /assessment (Business Objects) and providing meaningful data xperience of liaising and working with internal/external clients xperience in service delivery or helpdesk environment xperience of delivering training in IT systems xperience of creating user friendly training documentation Demonstrable experience of quantitative and qualitative evaluation and effective data analysis D SKILLS AND ATTRIBUTS Demonstrable problem solving experience Must be highly organised, self disciplined Interview and capable of self managed working Notable attention to detail Interview Ability to multi-task and proactively deal with changing priorities, with a high degree of emotional resilience Interview Ability to work alone and as an effective Interview team player mpathy with Legion objectives and Interview values Able to operate cross functionally / across D Interview levels COMPTNCIS ffective Communications (Level 1) Interview Problem Solving (Level 2) Interview Result Focus (Level 2) Interview Leadership & Management (Level 1) Interview Managing Change (Level 1) Interview Page 5

6 INFORMATION ON TRMS AND CONDITIONS HR SYSTMS AND INFORMATION MANAGR Contract type: Job Share 2 Days Per Week (Thursday and Friday ) Salary: 12,992 plus London Weighting per annum Annual Leave: 22 days per annum plus bank holidays and discretionary Christmas Closure pro rata. Hours to be worked: 14 Hours per Week Location: Head Office, The Royal British Legion, Haig House, 199 Borough High Street, London, S1 1AA 6 month probationary period mployment subject to medical clearance and two satisfactory employment references Benefits mployee Assistance Helpline Life Assurance Voluntary Benefits Childcare Vouchers Group Pension Plan Page 6

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