Human Resource Services Job Description Job Title: HR Systems & Information Assistant Grade: 3 Job Family: Work Base: Hours of Work: Responsible to: Responsible for: Administrative Chelmsford Full time HR Systems and Information Manager (HRSIM) No direct line responsibility Relationships & Contacts: Colleagues Communications and IT Services (C&ITS) staff Specialist HR software supplier Payroll services provider Government Departments/Agencies Statutory Bodies Other universities Job Purpose: To assist in positioning the HR information system at the heart of work processes and to provide reliable, accurate and timely HR information for all purposes. Principal Accountabilities: 1. Assist with developing and maintaining the HR Information System (HRIS) to ensure optimum effectiveness. 2. Generate relevant and timely information to support strategic and resource planning under the guidance of the HRSIM. 3. Assist with completing statutory and other statistical returns, in particular the Higher Education Statistics Agency Staff Return and Teachers Pensions Annual Return, to the required timescales and quality standards. 4. In conjunction with the HRSIM, provide hands-on instruction for system users, including developing and maintaining instruction manuals for training and reference purposes.
5. Under the direction of the HRSIM, liaise with Communications & IT Services staff and specialist HR software supplier in updating and maintaining the HRIS, carrying out system updates as necessary and resolving any ongoing problems. 6. Assist with developing the capabilities and confidence of HR staff and other system users to utilise the HRIS. 7. Develop a working understanding of the HRIS; where appropriate, network with other users of the system to enhance knowledge of the system and its potential applications. 8. Maintain HR Services internet and intranet web pages in an accessible format and provide a reference hard copy of information for back-up. 9. Act as the key link between Communications & IT Services and HR Services, sharing information and knowledge with all HR staff. 10. When requested by the HRSIM, carry out the duties of an HR Administrator under the direction of the HR Administration Manager; these occasions are likely to be at periods of particularly high workload or staff absence. 11. Deputise as the lead HR person on matters relating to the Data Protection Act, including ensuring compliance re the collection, storage and release of personal information and the processing of Subject Access Requests. 12. Comply with Data Protection requirements in all working practices; and maintain confidentiality as necessary. 13. Such other duties temporarily or on a continuing basis, as may reasonably be required, commensurate with your grade. This is a description of the job as it is presently constituted. It is normal practice to review periodically job descriptions to ensure that they are relevant to the job currently being performed, and to incorporate any changes which have occurred or are being proposed. The review process is carried out jointly by manager and employee and you are therefore expected to participate fully in such discussions. In all cases, it is our aim to reach agreement to reasonable changes, but where it is not possible to reach agreement we reserve the right to make reasonable changes to your job description which are commensurate with your grade after consultation with you. March 2008
Human Resource Services HR Systems & Information Assistant Person Specification ESSENTIAL EDUCATION/QUALIFICATIONS A minimum of: Two A Levels in relevant subjects or equivalent DESIRABLE HNC in Business Information Systems or degree (or studying for) European Computer Driving Licence (ECDL) EXPERIENCE Previous relevant experience of administrative/business processes Experience of HR/Personnel business processes Using HR information system or similar database Experience of working with confidential information Developing support materials for system users Experience of manipulating and interpreting data KNOWLEDGE/SKILLS Good IT skills, including the use of databases Proficiency in MS Excel and competence in Word Web development skills e.g. HTML or Dreamweaver Accuracy and attention to detail Analytical skills Good written communication skills Problem solver Sound numeracy skills Adept at using database reporting tools e.g. Cognos Impromptu or similar Knowledge of Cyborg Solution Series/ST HR information system Ability to use full suite of MS Office software Ability to manipulate and interpret data Data Protection Act principles PERSONAL QUALITIES/ DISPOSITION Initiative Pro-active and flexible approach to work Open to new ideas and challenges Positive approach to team working Customer focussed with high individual standards
Ability to work quickly and effectively under pressure Detail conscious Friendly and approachable manner Discreet OTHER Committed to equality and diversity Interest in the use of computer applications to benefit and enhance the business Willing to undertake staff development
Human Resource Services HR Systems & Information Assistant Conditions of Service The terms and conditions of employment are the responsibility of the Board of Governors. These details are for broad information only and must not be taken as a complete or authoritative statement. In no way do they constitute a contract of employment. (a) Salary Grade 3, 18,165-21,050 per annum paid monthly in arrears by credit transfer. Commencing salary will be determined according to qualifications and experience. (b) Hours and Time of Duty The normal hours of work are 37 hours per week (Monday to Friday) at times as agreed with the Head of Department. If the nature of the work so requires, the jobholder may from time to time be required to attend meetings or do other work outside normal hours. Remuneration for overtime may be payable. (c) Holiday The holiday year runs from 1 September to 31 August. In addition to the Statutory Bank Holidays, local discretionary holidays, and days when we are closed in the interests of efficiency, annual holiday entitlement will be 24 days. If employment commences part way through the holiday year, entitlement will accrue on a pro rata basis for each complete calendar month. Holiday entitlements for part-time staff will be calculated according to the number of days and/or hours worked. (d) Medical Unless otherwise stated, the appointment will be subject to medical clearance. (e) Pension The jobholder will be eligible to join the Local Government Pension Scheme. (f) Normal Retirement Age We operate a retirement age of 65. (g) Probationary Period The first 6 months of the appointment will be a probationary period during which your suitability for the position to which you have been appointed will be assessed. We reserve the right to extend your probationary period if, in its opinion, circumstances so require. (h) Date of Appointment The position is available immediately once all conditions have been met.
(i) Closing date The closing date for this job is 03 April 2008 (12 noon).