HR Systems Implementation Manager. HR team, Finance Team, External Merlin IT Systems Support Providers, Sage Snowdrop

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1 Job description Position: Department: Responsible to: Works with: Grade : Salary : Duration: HR Systems Implementation Manager HR HR Director HR team, Finance Team, External Merlin IT Systems Support Providers, Sage Snowdrop B 36,500-39,500 per annum 12 months Only short-listed applicants will be contacted. Due to the urgency of this position, applications will be short listed on a regular basis and we may offer this post before the closing date. Merlin Merlin specialises in health, saving lives in times of crisis and helping to rebuild shattered health services. Each year, Merlin helps more than 15 million people in up to 20 countries. Department The human resources team provides high standard advice, guidance and support on all human resources issues for Head Office and international staff. Our objective is to recruit, develop and retain high quality staff to enable Merlin to deliver excellent programmes with the best possible outcomes for beneficiaries. We are currently leading on a number of initiatives to further improve our ability to deliver these objectives. Main purpose of the role Merlin has implemented the Snowdrop HRIS system, however at present we are only using the basic functions. This role is therefore responsible for leading and delivering systems transformation projects, completing the full implementation of the HRIS system and ensuring optimum utlization both within HR and across the organisation, providing guidance, support and training to managers and employees on their use of the system and the benefits of its introduction. Merlin Job Description 1

2 Overall Objectives (scope) Review current use of the HRIS (Snowdrop), ensuring the system is set up and configured to meet current and future needs Identify missing/ inconsistent use of data fields and work with the HR team to ensure clean data is held on the system Prepare detailed proposals and system specifications for customisation of the system, in consultation with relevant colleagues within the organisation Manage the development, testing and implementation of system changes/developments Develop a suite of standard management information reports using Snowdrop, Crystal reports, and Excel Advise on other changes to HR processes to enhance HR efficiency and effectiveness Responsibilities Systems Development & Implementation Prepare detailed proposals and system specifications for customisation of the system, in consultation with relevant colleagues within the organisation Manage the development, testing and implementation of system changes/developments Develop a suite of standard management information reports using Snowdrop, Crystal reports, and Excel Identify opportunities for workflow systems to replace and streamline manual HR processes in conjunction with HR team members, and set up workflow systems and associated templates. Provide the technical advice and development for the establishment of rosters of potential emergency response personnel, either utilising snowdrop or ensuring that any alternative technical solution is able to interface effectively with the HRIS system. Manage the development and implementation of on-line recruitment, ensuring that it meets current and has the capability for future organisational needs Develop and implement the recruitment microsite, ensuring that the interface between Snowdrop and the microsite works effectively Manage the development and implementation of the employee self service facility Prepare detailed proposals and system specifications for the development of an integrated in-house payroll system, ensuring effective implementation and an effective interface between this and the finance system Support the Learning & Development team in the development and use of Snowdrop for record keeping and staff development information Lead the implementation and analysis of the staff survey, ensuring the survey is easy to use by participants and data analysis capability is flexible, producing a full report on outcomes for staff and the Directors Group. Recommend additional business process improvements which enable more effective HR support and delivery Support & Training Coach and train HR staff in the day to day and more advanced usage of snowdrop and associated HRIS systems and processes Merlin Job Description 2

3 Develop the capacity of the HR team to develop ad-hoc reports within the team Advise and coach Line Managers and staff in the UK and overseas on Merlin s HRIS system, its benefits and usage In collaboration with the Learning & Development department, design and deliver face to face and e-learning training on HRIS system usage Develop written user guidance for the HR team, line managers and staff, which is appropriate and relevant for their needs Contribute to the development of Merlin s Human Resources strategy, Annual Plan and policies Management & Project Management Plan HRIS development and implementation projects effectively, ensuring clear deliverable system specifications and project plans, preferably using MS Project. Manage the relationship with Snowdrop and other third party contracts, planning, monitoring and managing associated budgets and expenditure Actively participate in the Wider Management Group in the Head Office and contribute to cross-departmental initiatives Systems Maintenance Identify missing/ inconsistent use of data fields and work with the HR team to ensure clean data is held on the system Ensure the accuracy of data extracted from the system via ad-hoc integrity checks General Advise on other changes to HR processes to enhance HR efficiency and effectiveness Develop and maintain good relationships with counterparts in similar organisations in the sector, with ongoing dialogues on maximising systems usage and seeking opportunities for sharing development costs via joint systems customisation projects Ensure the provisions of the Data Protection Act are adhered to at all times and that the security and confidentiality of Merlin s information is safeguarded Carry out HR field visits if required (2 or 3 short trips per year) Undertake any other reasonable duty commensurate with the post as requested by the HR Director. Dimensions and Limits of Authority Responsible for developing Merlin s HR systems and processes Responsible for integrating HRIS with other key organisational IT systems Responsible for ensuring adherence to Merlin s HR policies and procedures by managers and staff. Responsible for project management and associated budget management Access to confidential personal and financial staff information Merlin Job Description 3

4 Person Specification Essential Qualifications, experience and competences CIPD part-qualified (known as Associate or Graduate from July 2010) Strong background managing HR systems Substantial experience of working within an HR function of a multi-site organisation Strong experience of rolling out of a new HRIS, including planning, design, development and implementation of solutions Strong experience of developing and communicating HR management information Advanced IT skills, including the use of MS Excel to interpret data (pivot tables, v lookups etc), Word, Access & Project Strong report writing skills, with the ability to develop, validate and produce reports relevant for specific user needs Strong analytical, numerical, and data analysis skills High level of accuracy and attention to detail Excellent written and spoken communication skills and English Excellent interpersonal and consultative skills, including the ability to communicate, present, negotiate and influence a variety of audiences Experience of establishing strong working relationships with colleagues from different functions and cultures Strong project management experience with the ability to structure, plan, control and co-ordinate a complex set of tasks Strong initiative and problem solving skills Good experience of carrying out user training Good experience of developing written user guidance Experience of being held accountable for delivery to measurable objectives Experience of HR processes, including analysis and design Experience of effectively managing 3 rd party suppliers, ensuring that transactional requirements are complied with and delivered in line with requirements, to time and within budget Experience of budget management Strong influencing skills Ability to manage own responsibilities with little detailed technical supervision Ability to assimilate large volumes of data and draw meaningful conclusions Good understanding of HRIS capabilities and their relevance and suitability for different business models Strong background in change management and project development Ability to structure, plan, control and co-ordinate a complex set of tasks Experience of a flexible approach to managing and prioritising a high workload and multiple tasks in a fast paced environment with tight deadlines Experience of proactively identifying and addressing issues An understanding of and commitment to Merlin s values, in particular equal opportunities Ability to work occasional evenings and weekends and to carry out HR field visits as required.(2 or 3 short trips per year) Merlin Job Description 4

5 Desirable Qualifications, experience and competences SQL knowledge Experience of designing and producing e-learning packages Experience of working overseas in development or relief Experience of working for an International Non Governmental Organisation (INGO) in the development/humanitarian sector Knowledge of international HR practices & issues Data Protection Please note, on submitting your application, you are agreeing to Merlin holding and using the information that you have given for the purposes of recruitment and employment should an offer be made. Where required by donors funding requirements, some job offers are conditional on our ensuring that potential employees names do not appear on counter terrorism lists generated by the United Nations, European Union or the United States. On submitting your application, you are agreeing to Merlin using the information that you have given for checking that your name does not appear on these lists. Work Permits Work permits are required for UK-based posts by all non-ec nationals. You therefore need to have the right to work in the UK order to apply for this post, and proof of this right will be required, at interview, and before any offer of employment is made. To apply for this position Please download an application form from our website Your completed form should be ed to stating the job title in the subject field. The closing date for applications is Sunday, 9th May 2010 Interviews will be held between 24th and 26th May 2010 Merlin Job Description 5