JOB DESCRIPTION 1. JOB TITLE: HR & Payroll Systems Officer 2. HRMS REFERENCE NUMBER: HRMS/12290 3. ROLE CODE: HRMISO 4. DEPARTMENT: HRM & Payroll Services (HRM&PS) 5. ORGANISATION CHART: See attached appendix for full structure chart. 6. JOB PURPOSE: Reporting to the Senior HR & Payroll Systems Officer the postholder will be responsible for undertaking a variety of system management functions, such as configuration, change control, co-ordination of upgrades, assisting with business process engineering/re-engineering and providing system-wide expertise and training on Northgate ResourceLink. This will encompass HR, Payroll and Pension processes. The postholder will also be a key contact for producing HR and Payroll management information reports and statistics. 7. BACKGROUND INFORMATION: The department has a key role to play in supporting the Senior Management Team to create and maintain a positive organisational climate, one that will give effect to the Corporate Plan and other institutional strategies. The activities of the Service are inextricably linked with and both support and contribute to the University's strategic objectives. HRM&PS also provides a service to its client groups encompassing a range of operational and transactional activities. The future development and enhancement of the Service is driven by its aim to add value to the University by contributing to the delivery of strategy and becoming acknowledged as a key partner and contributor towards the achievement of the University's mission and strategic objectives. 8. WORK PERFORMED AND/OR KEY RESULT AREAS: 8.1 Communication As a key Systems contact on HR, Payroll and Pensions matters communication may be face-to-face, by phone or via e.mail on matters relating to the operation and management of the Northgate ResourceLink System, known colloquially within the Department as CHRIS. 1
On-going communication with users of CHRIS regarding software updates, modular developments, MIS procedures and processes. Regular communication with software providers Northgate Arinso (software supplier) on technical matters e.g. development or implementation of new systems. To provide monthly reports for the department as well as ad hoc requests for bespoke reports using Business Objects XI and Northgate web reports. Produce reports and other management information to inform strategic management decisions e.g. the annual HESA Staff Return, reports for the University Council Human Resources Committee and various benchmarking exercises. 8.2 Teamwork and Motivation To work closely and collaboratively with the Senior HR & Payroll Systems Officer, colleagues in the department and Learning and Information Services (LIS) in providing an efficient and progressive service and help facilitate on-going improvements. 8.3 Liaison and Networking To liaise with other organisations e.g. HESA, DLA Piper and the Office of National Statistics (ONS) on benchmarking, current trends, best practice and IT developments. This will involve attending meetings, and actively participating online through mailing lists and discussion boards. The post holder may also liaise with contractors, suppliers and other external organisations on matters relating to procurement of systems, technical support and systems development. To participate in special interest groups or working project groups on the development and implementation of modules or additional software/databases. 8.4 Service Delivery To work with the Senior HR and Payroll Systems Officer, undertaking a variety of ResourceLink systems administration functions (including, system background build and configuration, design and development; creation and maintenance of menus, tasks, screens, profiles, security elements and passwords, etc. to support the day to day operational requirements of HR and Payroll including Auto-enrolment). To manage the day to day maintenance of employee data on HR and payroll system. To assist on implementation/assimilation of new software features/functionality (including reviewing current working practices). To assist with upgrades and software testing (i.e. compiling test scripts, testing functionality). To undertake tasks relating to security management - approving and establishing access for ResourceLink Users and verifying appropriate security profiles as well as facilitating regular checks and maintenance. To contribute to the strategic planning of the HRM&PS system infrastructure, procedures and service provision; working on system developments and enhancements, establishing or creating new protocols and practical applications. To work with the Senior HR and Payroll Systems Officer in developing and conducting audit procedures for both HR and payroll. To address any issues raised by Systems or procedural audits. 2
To support the MIS administration requirements of HR and Payroll including developing reports for HR and Payroll. To develop the system to enable increased online activities/procedures for access by all staff. To play a key role in the operation and future development of CHRIS e.g.: o Web recruitment o My View (self-service) o Training and Talent Management o Online Holidays. To deliver payroll processing support to the Payroll Manager and the Payroll Team on a monthly basis. To proactively plan project and service capacity to meet the demands of Service Departments and Faculties. 8.5 Decision Making. To make independent decisions on a day-to-day basis in accordance with Departmental policy, seeking solutions to problems which occur within the role e.g. system configuration and administration. To work closely with other members of the department to inform decision-making e.g. system development To monitor, and report on performance against targets, and where appropriate, making recommendations for improvement and setting priorities. 8.6 Planning and Organising Resources To support the Senior HR and Payroll Systems Officer on the delivery of technical projects related to the CHRIS system. To be an instrumental contact for collaborating on software enhancements and/or developments To work as an integral part of the planning, implementation and on-going development of CHRIS making changes to the system within agreed time frames and in liaison with HRM&PS, Finance and LIS. 8.7 Initiative and Problem Solving To work on on-going/evolving business processes and ResourceLink re-engineering, identifying areas of improvement to both systems and processes. To introduce and implement best practice model/protocols on ResourceLink and help inform users of the end to end processes. To resolve problems relating to the CHRIS system by liaising with internal and external clients to ensure that the system is fit for purpose at all times. 8.8 Analysis and Research To use Business Objects XI and Northgate ResourceLink web reports to facilitate a variety of reporting provisions and Management Information reports. To resolve areas of difficulty on Business Objects XI and Northgate ResourceLink web reports (i.e. data not being pulled through correctly from CHRIS and issues surrounding domains/business areas). 3
To design, create and maintain standard and ad-hoc reports: this will include coordinating activities and resources to ensure the production of a variety of statistical information and returns such as Staff Record Cards, HESA returns. To collate and analyse internal and external data for statutory and benchmarking purposes for HR and Payroll e.g.: HESA, ONS, DLA Piper. To assist in managing all aspects of the forecasting data provision. To analyse, interpret and report data from the CHRIS system to advise the HR and Payroll team to support day to day operations. To identify trends and patterns to inform HRM&PS service development. To provide HRM/Payroll Management Information to enable the University to respond to Freedom of Information requests. To analyse business practices and map these to Resource Link processes (in order to facilitate user requirements). 8.9 Sensory and Physical Demands To carry out tasks at a level which will require moderate physical effort, i.e. moving machinery and equipment and intensive periods of time spent working on computer systems. 8.10 Work Environment The post holder will work in an open plan office environment. 8.11 Pastoral Care and Welfare Pastoral care and welfare is limited within the role. However, confidentiality and good professional judgement will be required whilst dealing with any staff information. 8.12 Team Development To support the Senior HR & Payroll Systems Officer in providing comprehensive systems and user support on all aspects of the ResourceLink HR, Payroll and Pensions function and system developments; developing and delivering training as appropriate to HRM and Payroll staff and in the use of systems hardware and software. To support members of the HRM&PS Senior Team and HR Business Partners in relation processes, protocols and benchmarks. 8.13 Teaching and Learning Support To assist in the development of training materials and in the delivery of any necessary tailored training, making presentations to both existing and prospective users of Northgate ResourceLink on any aspect of the ResourceLink system developments and enhancements. 8.14 Knowledge and Experience See Person Specification below. 4
8.15 General To undertake any other duties or ad hoc activities commensurate with the level of this post and carry out any additional work or ad hoc tasks that may be required which may mean undertaking additional hours of work, as may reasonably be required. To take responsibility for upholding and complying with the University s Diversity and Equality policies and for behaving in ways consistent with fair and equal treatment for all. To be familiar with and at all times comply with the University s Health and Safety policies. PERSON SPECIFICATION Job Title: HRM and Payroll Systems Officer Department: HRM and Payroll Services PERSON SPECIFICATION Criteria Qualifications: 5 GCSEs grades A C or equivalent level qualification including Mathematics and English A recognised Payroll/Systems qualification Certificate in Advanced Excel and Access database or equivalent qualification A levels or equivalent qualification A degree and/or professional qualification in an appropriate subject Proven Experience: Experience of HR and Payroll system configuration and development Experience of public sector pension scheme administration Experience of authoring guidance and/or training materials Experience of delivering training/giving presentations to existing and prospective users / Desirable Desirable Desirable Method of identification Form/Certificates Form/Certificates Form/Certificates Form/Certificate Form/Certificate 5
Delivering academic and service excellence: Knowledge of the principles and issues relating to operational business processes in Human Resources, Payroll and Pensions Administration Knowledge of integration/interface systems Knowledge of the principles and issues relating to online applications as well as traditional client server applications Experience in the use of data extraction tools and in the manipulation of data within systems and across applications Ability to implement IT related security protocols and procedures Experience of using Business Objects Ability to produce high quality documentation, standard and ad hoc reports quickly and accurately Skilled in applying an analytical approach to work and problems, focusing on finding solutions that meet the needs of the business, system users and information recipients Managing self and inspiring others: Commitment to continuous improvement, learning and personal development Demonstrable ability to plan, organise and manage priorities and workloads and work under pressure Working together: Demonstrable ability to consult and communicate clearly and effectively and develop positive working relationships Organisational and stakeholder awareness: Ability to focus on the needs of customers and an understanding of change management issues Demonstrable ability to identify, analyse and manage project issues Requirements are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at the shortlisting stage. Desirable Requirements are those that would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements. 6
UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT HUMAN RESOURCE MANAGEMENT AND PAYROLL SERVICES MANAGEMENT INFORAMTION OFFICER SALARY SCALE University Scale OS6, points 19-22, 22,020-24,049 per annum payable monthly. RESIDENCE REQUIREMENT It is a requirement of this post that within 12 months of appointment, the post-holder should live within a 30 mile radius or within a one hour travelling time by public transport from the University. HOURS OF WORK Monday to Thursday 9.00am - 5.30pm Friday 9.00am - 4.30pm A flexible approach to work will be required as there may be occasions when it would be necessary for you to work additional hours as dictated by the workload. HOLIDAY ENTITLEMENT 22 days per annum (pro-rata during the commencement and cessation years), rising to 27 days after five years' continuous service. Two extra statutory days per annum during the Christmas period. MEDICAL EXAMINATION Successful candidates will be required to complete an Occupational Health questionnaire, and may be required to undergo a medical examination. ESSENTIAL CERTIFICATES Short-listed candidates will be asked to bring to interview, proof of qualifications as outlined on the Job Description and Person Specification provided. Upon appointment, copies of essential certificates will be required by HRM Services. PENSION SCHEME The University operates two pension schemes for support staff: The default scheme is the Higher Education Defined Contribution Scheme (HEDCS), which is administered by Friends Life. The Cheshire Local Government Pension Scheme, to which the University is an admitted body. All support staff are entitled to participate in one of these schemes. Some staff will be automatically enrolled into a scheme, depending on their age and earnings, but if they do not wish to remain a member of the scheme, they will be entitled to opt out after enrolment. EQUAL OPPORTUNITIES The University has a policy of equal opportunity aimed at treating all applicants for employment fairly. SMOKING POLICY The University operates a No-Smoking policy. PROBATIONARY PERIOD A nine months' probationary period applies to all University posts. CLOSING DATE Completed application forms should be returned to HRM Services, University of Chester, Parkgate Road, Chester, CH1 4BJ, no later than 21 st August 2013, quoting reference number HRMS/12290. 7