JOB DESCRIPTION. 4. DEPARTMENT: HRM and Payroll Services (HRMPS)

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1 JOB DESCRIPTION 1. JOB TITLE: Project Officer (HRMPS Systems) 2. HRMS REF NUMBER: HRMS/13215b 3. ROLE CODE: HRMSO-2 4. DEPARTMENT: HRM and Payroll Services (HRMPS) 5. ORGANISATION CHART: Human Resource Management & Payroll Services Director of HRM&PS Administrative Assistant Assistant Director (Resourcing & Business Support Assistant Director (Strategic Developments) Payroll Manager Assistant Director (People & Organisational Development) HR Manager (Resourcing & Business Support) HR Manager (Policy & Case Management) Senior HR & Payroll Systems Officer HR Manager (Development & Diversity) HR Business Partners x 2 HR & Payroll Systems Officer Payroll Supervisor Learning & Development Business Partner HR Advisors x 4 HR Administrators x 2 Project Co-ordinator Payroll Assistants x 3 HR and Payroll Assistant x 2 HR & Payroll Systems Assistant 6. JOB PURPOSE: o To be responsible for the management of key projects within HRMPS. o To play a key role in the development and implementation of HRMPS projects including: o Scientia (Workload planning) o ResourceLink - My View (self-service) including online holidays, PDR/Talent Management, Training, Web Recruitment and Web reports o Online Holidays

2 o HESA returns o To work with the Assistant Director (Strategic Developments) and members of the MIS team in designing and developing the Systems to ensure accurate implementation and to maintain data quality. o To support the day to day work associated with the MIS team as required o To play a key role in the operation and development of other Human Resource projects as they are identified going forward o To provide training, support and advice to colleagues on the use of electronic information services associated with the different projects 7. BACKGROUND INFORMATION: Human Resource Management and Payroll Services 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. HRMPS 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 o Communication may be face-to-face, by phone or via on matters relating to the planning, implementation and management of events and projects (e.g. Scientia) using a recognised project management framework. o Frequent contact with users of Scientia regarding software updates, modular developments, MIS procedures and processes. o Developing a project management approach to work effectively with software providers on technical matters e.g. development or implementation of new systems. o Work collaboratively with LIS/MIS teams on complex or technical matters e.g. developing instructions for implementation of new systems. o Provide monthly reports for HR and Payroll as well as on demand bespoke requests using Business Objects XI and Northgate web reports. o Produce reports and other management information to inform strategic management decisions.e.g. Annual HESA returns, reports for HR committee and various benchmarking exercises. 8.2 Teamwork and Motivation o To support the day to day work of the MIS Administrator, provide clear instruction and monitor outputs. o To work closely with the Senior MIS Officer in providing an efficient service.

3 8.3 Liaison and Networking o To liaise with other organisations e.g. Scientia, Northgate etc., to support best practice and to identify system developments. This will involve attending meetings, and actively participating online through mailing lists and discussion boards. o To liaise with contractors, suppliers and other external organisations on matters relating to procurement of systems, technical support and systems development. 8.4 Service Delivery o To contribute to the strategic innovation of the HR and Payroll system infrastructure, procedures and service provision. o A proactive role in identifying trends and patterns to inform service development is fundamental to the role. o To work with the Senior MIS officer in developing and conducting audit procedures for both HR and Payroll. o To work with the Senior MIS officer to build system infrastructure to support day to day operational requirements of HR and Payroll. o To support the MIS administration requirements of HR and Payroll including developing reports for HR and payroll. o To develop the MIS system to enable increased online activities procedures for access by all staff. o To provide daily system support for HR/Payroll. o To deliver Payroll processing support to the Payroll Manager and the payroll team on a monthly basis. o To proactively plan Project and Service capacity to meet the demands of Service Departments and Faculties. 8.5 Decision Making. o The post holder is expected to operate in line with the policies of the MIS department, seeking solutions to problems which occur within the role e.g. system configuration and admin. o The post holder will work collaboratively with members of HRM and Payroll Services to inform decision-making e.g. system development. o To make recommendations and provide advice to management on best practice in relation to project and data management. o To monitor, and report on performance against targets, and where appropriate, make recommendations for improvement and setting priorities. 8.6 Planning and Organising Resources o To assist the Assistant Director for Strategic Developments in the planning of projects related to Management Information and its development. o To plan and implement MIS projects within agreed time frames and budgets. o To monitor and review project tasks to ensure efficiency and achievement by relevant teams and to identify potential issues or delays.

4 8.7 Initiative and Problem Solving o To resolve issues relating to HRMPS projects by liaising with internal and external clients to ensure that the systems are fit for purpose at all times. o Investigative and research skills required to develop and implement new services to enhance the services of HRMPS. o Monitor, evaluate and report on performance against targets, and where appropriate, making recommendations for improvement and setting priorities. o To manage the quality and accuracy of employee data on HR and payroll system and to identify processes to enable / improve the collation and recording of data. 8.8 Analysis and Research o To produce and report on Scientia workload planner and to make recommendations to the Project Team as required. o To collate, analyse, interpret and report on data and to advise the HR and Payroll team to support day to day operations as required. o To identify trends and patterns to inform HR and Payroll service development. 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 Work Environment o The post holder will work in an open plan office environment however will be expected to work in other area as appropriate to the project being managed at the time Pastoral Care and Welfare o Confidentiality and good professional judgement will be required whilst dealing with any staff information Team Development o To support the Senior MIS officer in developing and delivering training as appropriate to HR and Payroll staff on information system projects o Will be required to attend HRMPS departmental and project meetings when required. o Liaise frequently with all levels of staff within HRMPS to ensure projects have appropriate representation to ensure full engagement for recommended changes. o Deliver training as appropriate across the University relating to HRMPS projects. This is particularly relevant for the Scientia workload system and Employee self-service Teaching and Learning Support o To help develop and deliver training/guidance either verbally, written or within training workshops/videos as appropriate to wider university staff

5 and in relation to use of HR related systems including Scientia and employee Self-Service facilities Knowledge and Experience o See below 8.15 General To undertake any other duties commensurate with your grade, and/or hours of work, as may reasonably be required of you To take responsibility for upholding and complying with the University s Equality and Diversity policies and for behaving in ways that are consistent with fair and equal treatment for all To comply with all University Health and Safety policies.

6 PERSON SPECIFICATION Job Title: Project Officer (HRMPS Systems) Department: HRM&PS Criteria / Qualifications: Method of identification Degree (or equivalent qualification) PRINCE2 Foundation or equivalent project planning related qualification or willingness to work towards Advanced ECDL or equivalent IT qualification or a willingness to achieve Application form, certificates certificates certificates Proven Experience: Previous experience of project management implementation Previous experience of working in a HE environment Previous experience of Academic Workload Planning Experience of using HR and Payroll systems Knowledge of report writing including sequel reporting services or equivalent Delivering academic and service excellence: Competent user of Excel and Access Consistently delivers high quality and accurate documentation Positive and proactive, innovative approach Managing self and inspiring others: Self-motivated with an ability to work independently Able to plan workload and manage priorities Excellent communication skills Application form /Test /Test /Test

7 Working together: To co-operate effectively with others in order to achieve targets Ability to build strong working relationships Application form, Organisational and stakeholder awareness: Ability to deal confidently with a wide range of information Ability to proactively anticipate and plan for likely problem areas/obstacles by assessing and managing risk Application form, 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. 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. Method of identification is where the selection panel will match the candidate s skills and abilities to the required criteria outlined (i.e. application form,, test)

8 UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT PROJECT OFFICER (HRMPS SYSTEMS) 18 MONTHS FIXED TERM SALARY SCALE University Scale OS6 22,685-24,775 per annum, payable monthly in arrears. RESIDENCE REQUIREMENT It is a requirement of this post that within 12 months of appointment, the postholder should live within a 30 mile radius or within a one hour travelling time by public transport from the University. HOURS OF WORK 36.5 hours per week, with one hour lunch break each day Monday to Thursday 9.00am pm Friday 9.00am pm 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, 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.

9 PROBATIONARY PERIOD A nine months' probationary period applies to all University posts. CLOSING DATE Candidates can apply for the post via our Online Recruitment Website quoting reference number HRMS13215b by Monday 22 nd September 2014.