Job title:HR Information and Systems Officer

Reports to:HR Information and Systems Adviser

Department:HR Information, Systems and Projects

Location:Moulsecoomb

Grade:5

Purpose of the role
The post holder is responsible for providing excellent support in the delivery of the effective, timely and proactive use of HR systems and information provision to the wider university. The HR Information and Systems Officer will support the HR Information, Systems and Projects team and the wider HR department in the delivery of the university’s strategy

The HR Information, Systems and Projects team provides support in the day to day running and development of the university’s HR related systems, along with the provision of regular and ad hoc reports to managers and employees across the university. The team is responsible for ensuring that HR systems are supported effectively and for the accurate and timely production of information and data.

The HR Information, Systems and Projects team is one of three within HR Operations which also includes Recruitment & Onboarding and HR Support.

Line management responsibility for: none

Main areas of responsibility: (likely to be 8 – 10 in total)

  • To support the running of the HR systems (ResourceLink (RL), Vacancy Management, Workload Planning) providing support in their maintenance and development. Provide additional super user / system administrator support for these systems, facilitating the diagnosis (through detailed analysis) and resolution of complex faults, and suggesting solutions to the HR Information and Systems Adviser as appropriate.
  • Act as the primary recipient of HR related data requests. Using Business Objects, Microsoft Excel and other HR systems to independently provide complex reports in response to requests relating to internal or external requirements.
  • Compile the data to populate the annual Higher Educational Statistics Agency (HESA) staff return. Develop and support a process of regular reporting carried out by the HR Information and Systems Assistant ensuring that HESA becomes a year round process.
  • To develop, implement and maintain a programme of data quality checking across all relevant HR systems and data sources. To report on integrity, consistency and accuracy of data, liaising with others across HR, Finance and IS to ensure awareness of appropriate data quality standards, checking that these are in place and maintained, escalating any identified issues as required.
  • To maintain the processes, structures and information involved in developing and operating an agreed university staffing establishment. Proactively contribute to the development of these, and continuously monitor the ongoing suitability of systems such as Resource Link and Vacancy Management in the maintenance of this. Act as the keeper of the definitive establishment structure. Liaise with managers and senior HR colleagues as appropriate to ensure the integrity and accuracy of the establishment.
  • To provide a backup for the monitoring and triage of the HR systems helpdesk email inbox. Provide higher level support, dealing with more complex queries identified by the HR Information and Systems Assistant, proactively identify recurring issues and/or systems defects, liaise with system owners, Information Systems and/or software suppliers to identify solutions and suggest developments. Monitor the work of the HR Information and Systems Assistant, providing support and identifying areas of development, reporting these to the HR Information and Systems Adviser.
  • Evaluate current system information to ensure that this is complete and appropriate, monitor upgrades and developments to systems identifying areas of change, identify training needs for systems users, co-ordinate appropriate training events (online, drop-in, classroom) and deliver advice and training where required.
  • To lead on and manage straightforward projects and contribute proactively to those more complex projects within HR Operations with a particular emphasis on improving systems and processes, procedures and information in HR, as well as contribute to cross HR projects, in line with organisational need. To develop and present findings, suggesting solutions which support process improvement. To accompany or substitute for more senior colleagues on wider university systems and information groups as appropriate.
  • To assist with the maintenance of the HR Department’s SharePoint sites (my department and staff central web pages), ensuring all new documents are uploaded to the HR staff central site and existing documents are updated when provided by other areas of the HR Department, reviewing all departmental information and external links to ensure the information is accurate and current and that members of HR have appropriate access to pages and documents in my department.

General responsibilities

These are standard to all University of Brighton job descriptions.

  • To undertake other duties appropriate to the grade and character of work as may be reasonably required, including specific duties of a similar or lesser grade.
  • To adhere to the University’s Equality and Diversity Policy in all activities, and to actively promote equality of opportunity wherever possible
  • To be responsible for your own health and safety and that of your colleagues, in accordance with the Health and Safety at Work Act.
  • To work in accordance with the Data Protection Act

The person specification focuses on the knowledge, qualifications, experience and skills (both general and technical) required to undertake the role effectively. Please ensure that your application demonstrates how you meet the essential criteria. You will be assessed by your completed application form (A), at interview (I) and in some instances through an exercise (E).

Essential criteria / A, I, E
Knowledge /
  • Understanding of statutory reporting requirements with the Higher Education sector.
  • Understanding of how systems and information may be used to drive process and performance improvement.
  • A willingness to undertake training in relation to university systems and processes, analysis and literacy as required – including advanced training in systems support.
  • Ability to maintain confidentiality.
  • The ability to work with a high level of accuracy and pay close attention to detail.
  • The ability to work independently and collaboratively as a member of the HR team.
  • An understanding of the importance of delivering excellent customer service.
  • The ability to plan and organise a busy workload
  • The ability to write clearly, creatively and grammatically
  • The ability to present data and analyses in a variety of formats for different audiences.
/ A, I
A, I
A, I
A, I
A, I
A, I
A, I
A, I
A, I
A, I
Qualifications /
  • Literacy and Numeracy Level 2 or equivalent.
/ A, I
Experience /
  • Experience of working within an HR setting and detailed knowledge of HR/Payroll processes and procedures and their integration with other functions in a large complex organisation.
  • Experience of producing large complex statistical returns.
  • Experience of authoring, producing, validating and commenting often complex reports -ideally using Business Objects - in response to requests for data.
  • Experience of the operation and administration of systems.
/ A, I
A, I
A, I
A, I
Managing people
Technical/work based skills /
  • The ability to deliver a high quality systems support service across the university.
  • Proficiency with the Microsoft suite of packages (Word, Excel, Outlook, PowerPoint).
  • The ability to deliver training in relation to the use of HR systems
/ A, I
A, I
A, I
General requirements / Not applicable
Desirable /
  • Experience of ResourceLink, e-recruitment systems and Business Objects.
  • Experience providing ‘systems administrator’ support.
  • Understanding of relevant HR policies and procedures.
/ A
A
A
  • Salary range: 25,298 to 28,452, pro rata. The appointment is generally made at the bottom of the range dependent upon experience and previous salary.
  • The full time annual leave entitlement is 25 days per annum, plus public holidays and University closure days. All leave is pro-rated for part time employees.
  • Hours – 37 per week
  • More information about the department can be found here
  • The University has an attractive range of benefits and you can find more information about them on our website.

07 October 2018