HR Ref No: HR 156/13 HR Systems Administrator (1.0 FTE)

HR Ref No: HR 156/13 HR Systems Administrator (1.0 FTE)

Dear applicant HR Systems Administrator (1.0 FTE) HR Ref No: HR 156/13 Salary: (Grade RU06) from 24,783 to 28,165 per annum, including London Weighting Allowance of 3,400 per annum Thank you for your interest in this role. This pack contains all the information you need to apply for the post and includes: department information role summary principal duties skills/knowledge/experience a summary of the particular terms and conditions of employment for the role the University as a Disability Symbol User If you would like to have an informal discussion about the role, you can contact: Jane Rockel, HR Operations Manager 020 8392 3522 or email on Jane.Rockel@roehampton.ac.uk You can download an application form from our website. Please use the application form for professional services/support staff and ensure you detail what contribution you feel you can bring to the post, with specific reference to the job description and the outline of the person. The closing date for applications is no later than 5.00pm on: Sunday 8 December 2013 It is hoped that interviews will be held on: Wednesday 18 December 2013 Only applicants who currently have the right to work in the UK without restrictions may apply for this role Unfortunately, if you do not hear from us within five weeks of the closing date, then you should assume that you have been unsuccessful on this occasion. Short-listed candidates will receive precise interview details in due course. Roehampton is committed to promoting and practising diversity and equality of opportunity

Department information Headed by the Director of Human Resources, the HR department is made up of a number of different teams. Higher Education is undergoing unprecedented change and faces an increasingly competitive environment. It is vital to Roehampton s success that it attracts, develops, rewards and retains the best people. One of our overarching strategic priorities is to provide a first-rate experience of University for both students and staff. The Human Resources Department has a crucial role to play in working on and delivering a number of challenging initiatives, which makes it an exceptionally exciting and interesting place to work at the present time. The HR department provides a comprehensive range of services across the University. We co-ordinate and support staff training and development activity, organisational change, employment policies, promotion and progression, discipline and grievance procedures and maintaining positive employee relations. The work of the Department is currently prioritised towards implementing a new HR Strategy agreed last year in support of the University achieving strategic objectives set out in the University Strategic Plan. A key piece of work currently underway is the on-going roll out of our new integrated HR and payroll system (Midland i-trent). We will be introducing e-recruitment early in 2014 and further modules, such as leave and people development will follow. We are also reviewing many of our policies and procedures and so it s an interesting time to be joining the team. We encourage development opportunities within the department as they arise and aim to develop our team to its full potential. We develop a yearly training and development plan that seeks to prioritise activities and funding in line with both departmental and University strategic and operational priorities and individuals personal development plans. 1

Role summary HR Systems Administrator Reports to: HR Systems Manager Direct reports: None The HR Systems Administrator will monitor and provide proactive support in activities concerning the HR / Payroll System. This will involve assisting the HR team in producing a wide variety of reports, trouble-shooting, the general use of the HR and payroll database, developing and testing of new functionalities and communicating with customers and suppliers. Systems administration Principal duties 1. Providing assistance to HR staff in relation to day-to-day queries regarding the general usage of the HR/Payroll System (itrent). 2. Prepare regular and ad hoc reports as requested by the HR Systems Manager, or other senior HR colleagues, in support of the various HR projects and reporting requirements across the wider HR team. 3. Assist with the implementation and roll-out of modules in the HR / Payroll System. 4. Identify training needs in HR in relation to our HR System and deliver training/coaching sessions on a one to one/ad hoc basis as required, and assist in updating training materials. 5. Create and maintain spread-sheets/databases and shared folders for meetings, on-going project work as a reference source. 6. Assist with the configuration of new reports and management of our scheduled reporting requirements / repository. 7. Ensure that system records are accurately recorded and cross checked for validity. 8. Assist with the collection / preparation and maintenance of data relevant to HESA (Higher Education Statistics Agency), REF (Research Excellence Framework) and benchmarking returns. 9. Collaborate with colleagues in HR and Finance to ensure that the system is amended with changes to individual staff and posts and the organisation's 2

structures and the university establishment list is complete, accurate and up-todate. 10. Assist with testing of patches, hot fixes, upgrades, workflow and developed modules. 11. Assist with making changes to the organisation structure in the HR System. 12. Liaise with software suppliers with regard to trouble shooting any problems with functionality. General administration 13. To take responsibility for collating requests for new / amended posts for job evaluation and co-ordinating job evaluation panels. 14. To organise and maintain the job evaluation database and support the wider HR team with changes to job evaluation processes. 15. To provide administrative support to the HR Systems Manager, other senior colleagues, if required. Essential Skills/knowledge/experience 1. Awareness of the capabilities of modern HR systems and how their benefits can be harnessed. 2. Some experience of using an HR system with self-service functionality. 3. Some experience using built-in or bolt-on reporting software to extract and analyse data. 4. Skilled in using Microsoft Excel to manipulate, analyse, chart and model data. 5. Experience of using Business Objects reporting tool to create and run reports. 6. Adept at using Microsoft Outlook and Word. 7. Communication skills to interact effectively with users in HR and other departments, self-service users across the university, software suppliers and officials in other organisations. 8. Ability to write clearly and grammatically. 9. Pro-active, customer-focused and solutions-oriented, with an ability to manage their time well. 3

10. Sound understanding of the Data Protection Act requirements in the context of an organisation's HR system and ability to apply them practically. Desirable 11. Experience of using an HR System in a Systems Administrator or HR reporting capacity. 12. Experience with preparing information relevant to annual Higher Education Statistics Agency (HESA) returns. 13. Degree in HR or computer science related subject or equivalent experience. Summary of the terms and conditions of employment for the role Appointment The appointment is offered on a permanent basis with effect from as soon as is possible after interview. Annual leave The annual leave entitlement is 25 days per annum. NB. Added to this are the 8 bank/public holidays and a University Christmas closure, of between 3-4 days, depending on how Christmas falls each year (the University is closed between Christmas and New Year). Hours of Work Your normal hours of work will be 35 hours per week, to be worked as agreed with your line manager. During peak periods some work outside your normal hours (e.g. evenings, weekends) may be required, for which equivalent time off will be granted. The University limits the range of posts in which overtime may be paid to posts up to Grade RU06. The University s policy is to avoid the working of overtime wherever possible, to grant time off in lieu for most occasional overtime working and to require prior manager approval of any overtime working. Benefits Set in a beautiful campus, the University has an attractive range of benefits and you can find out more about them in the Benefits Section of our website 4

The University as a Disability Symbol User The University is accredited as a Disability Symbol User and recognises its obligations under the symbol to ensure that people with disabilities are afforded every possible opportunity to enter employment and progress within it. Becoming a Disability Symbol User means in principle that we as an organisation have pledged to the following 5 commitments: To interview all disabled applicants who meet the minimum criteria for any advertised post; To ensure that disabled employees can develop and use their abilities; To make every possible effort to see that disabled employees stay in employment; To ensure all employees develop appropriate levels of disability awareness needed to make them work effectively and without bias; To put mechanisms in place to review these commitments and improve on work practices. Further information can be found on our website. Immigration, Asylum and Nationality Act 2006 The provisions of the Immigration, Asylum and Nationality Act 2006 require employers to verify that a person selected for employment is entitled to work in the United Kingdom (UK). The University is required to see and take a copy of an appropriate document or combination of documents before employment commences. You can find further full details of the relevant documents on our website by following this link: http://www.roehampton.ac.uk/employment_checks/ 5