RECRUITMENT ROLE PROFILE FORM

Job Title:HR DataAnalyst and MIS Administrator

School/Department:Registrar’s Department, Human Resources

Job Family & Level:Administrative, Professional & Managerial Level3

Salary:£22,029 to £26,274 per annum, depending on qualifications and experience.Salary progression beyond this scale is subject to performance

Hours of Work:36¼ hours per week, Monday to Friday

Location:Kings Meadow Campus, Lenton Lane

Reporting to:HR MIS Manager

The Purpose of the Role:

To work with the HR MIS Manager in providing a first class HR Management Information service in line with the strategic needs of the University, the needs of Departments, and of external organisations. To provide high level expertise and knowledge of the HR systems to the HR team and wider University. The HR Systems this role supports are:

  • Resourcelink (HR/Payroll system)
  • Vacancy Manager (Recruitment system)
  • HR Supportworks (Work recording/management system used by HR)
  • Contracts Issuing System (Issues contracts of employment)
  • Workload Planning System (Planning of academic time and workload)

Main Responsibilities / % time per year
1. / Provide a technical MIS HR support service ensuring it is responsive to customer needs
  • Design and produce a variety of management information reports and analyses, as requested, ensuring the output is accurate and delivered in a way that can be understood by the recipient.
  • Undertake analysis of data, providing a contextual summary of the data/trends etc, where required.
  • Produce the University’s annual HESA Staff return ensuring process documentation is continually updated, amendments are made within the HR system and users are notified of /trained in any changes.
  • Acting as the System Administrator for HR systems: assign/maintain user access/profiles, manage system audits, co-ordinate system upgrades ensuring robust testing is carried out, manage operational problems and reporting of issues to system suppliers ensuring these are resolved and users are kept up-to-date re system changes/system downtime.
  • Create and maintain system training guides to ensure the HR Shared Service Centre have the necessary material to enable them to undertake systems input accurately and with confidence, undertaking delivery of training where required.
  • Contribute to the development, design, implementation and evaluation of HR projects, policy and processes utilising own system expertise and knowledge.
  • Assist the HR MIS Manager in delivering the wider and more strategic MI needs of the University.
/ 70%
2. / Strive to continually improve the MIS HR support service performance through continual process improvement and challenge
  • Ensure own HR activity meets agreed SLAs, milestones and KPIs taking appropriate corrective action where required.
  • Audit own performance and quality against individual / team / departmental objectives taking ownership to implement appropriate corrective action where required.
  • Regularly review reporting/HR processes to ensure the quality of data is not compromised, seeking improvements to current ways of working that can be supported and delivered through existing / new system functionality.
  • Pro-actively seek to improve the MIS HR data provision for HR, managers and the University, seeking out opportunities to enhance the HR Business Partner relationship by initiating, compiling and undertaking analyses of reports and ensuring that regular data is provided to a variety of individuals.
  • Represent the University and HR Department at internal / external meetings as required to build partnerships with other Departments / Universities etc.
/ 15%
3. / Support the current and future aims and objectives of the Universitythrough the provision of a first class MIS HR service
Customer:
  • Support managers and staff by providing MI that enables accurate and timely decisions to be made.
  • Provide consistent advice and understanding of MI / system to ensure customers have confidence in the service / data they are receiving.
  • Support managers by identifying HR system improvements.
  • Work in partnership with customers to ensure MI / system needs are understood and, whenever possible, implemented.
HR:
  • Support the Department in its move to a strategic HR Adviser model through the effective use of HR systems and MI.
  • Contribute to the continual development of the HR Shared Service Centre by championing the benefits and ensuring that these are realised and supported through the MIS HRservice provision.
Self:
  • Contribute to team meetings, 1-1s and performance reviews ensuring that own skills are aligned to team, department and University requirements.
  • Improve own specialist / technical / professional capability and expertise through work experience and coaching.
  • Adopt a flexible service approach where workload is re-prioritised accordingly dependent on fluctuating customer demands.
  • Project a positive, can-do attitude rather than focussing on issues and problems.
  • Ensure that data provided is in line with the Data Protection Act and any other relevant legislation. Keep up-to-date with developments in Data Protection legislation and to apply this to the MIS service.
/ 15%
4. / Other:
Any duties as required, in accordance with the nature and grade of the post.
This job description may be subject to revision following discussion with the person appointed and forms part of the contract of employment.

Knowledge, Skills, Qualifications & Experience

Essential / Desirable
Qualifications/ Education /
  • Educated to first degree level or equivalent
    or
    demonstrable experience in the field of HR systems/information

Skills/Training /
  • Excellent written and verbal communication skills with ability to contribute effectively in meetings etc.
  • Excellent customer service skills
  • Numeracy skills sufficient to perform complex calculations
  • Excellent Excel skills with the ability to create, understandand apply complex formulae
  • Excellent general IT skills (e.g. Word, Outlook, Powerpoint, Access)
  • Excellent organisational skills with the ability to demonstrate flexibility

Knowledge / Experience /
  • Experience of interrogating, analysing and interpreting data (preferably HR related data)
  • Experience of using initiative to identify and solve problems
  • Experience of working consistently to a fine level of detail and accuracy, whilst managing competing deadlines
  • Experience of reviewing processes and procedures identifying where supporting data can inform them and their improvement
/
  • Experience of using Cognos/Impromptu (or similar reporting tool)
  • Experience of using and/or supporting HR related systems
  • Experience of working successfully in a fast moving, changeable environment (preferably HE)
  • Knowledge of Data Protection principles
  • Experience of working on a HR System development project in a project team role

Decision Making

i)taken independently by the role holder;

Prioritising and continually re-prioritising own workload.

Respond to requests for information interpreting needs, identifying the best possible way of presenting the data and providing explanations.

Development of standard reports.

Provide analysis and contextual summary of the data, identifying exceptions.

Ensuring appropriate access is given to users of the HR/Payroll system.

Ensuring data integrity and data protection/access compliance.

ii)taken in collaboration with others;

Development of the HR Management Information service.

iii)referred to the appropriate line manager by the role holder.

Where checking and sign off is required e.g. HESA Staff return, Freedom of Information requests.

Where information indicates the need for further HR intervention e.g. possible Data Protection issue.

Where systems interact outside HR.

Scope of the Role

This role is currently one of two responsible for the production of HR related statistics for the University, and reports to the HR MIS Manager. The role focuses mainly on the production and development of HR statistics together with responsibility for the integrity and security of the HR system. The role also involves undertaking analysis of data, presenting it in a meaningful way. As the strategic needs of the University change, there is an increasing need for HR related statistics to be delivered and identified in a pro-active way and this role will be central to achieving this.

The role holder is responsible for ensuring the complete accuracy of the data they provide – inaccurate data could be of great detriment to the University.

The role requires liaison with a wide variety of people, both within and outside the University most of whom have little or no knowledge of the HR system/HR reporting tool. The role holder is therefore required to use their expertise, creativity and initiative to deliver requirements.

Informal enquiries may be addressed to Laura Henshaw, HR MIS Manager, tel: 0115 84 66235 or Email: Please note that applications made directly to this Email address will not be accepted.

Please quote ref.