JOB DESCRIPTION 1. JOB TITLE: Project Officer (HRMPS Systems) 2. HRMS REF NUMBER: HR13215c 3. ROLE CODE: HRMSO-2 4. DEPARTMENT: HRM and Payroll Services 5. ORGANISATION CHART: Director of HRM&PS PA to Director 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 3 Senior HR Advisor HR & Payroll Systems Officer Payroll Supervisor Learning & Development Business Partner X 2 HR Advisors x 6 HR Administrators x 2 Project Co-ordinator Payroll Administrator x 2 HR Assistant x 2 HR & Payroll Systems Assistant Payroll Assistants X 2 6. JOB PURPOSE: o To be responsible for the management of key projects within Human Resources and Payroll Services. o To work with Registry Services and the Finance department to play a key role in the development and implementation of; o Scientia (Workload planning) o Management Information Reports o To support the day to day work associated with the Management Information Systems (MIS) team as required o To play a key role in the operation and development of other MIS and 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 have 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. HRMS 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 email on matters relating to the planning, implementation and management of events using a recognised project management framework. o Frequent contact with users of Scientia (i.e. Deans, Heads of department), providing them with information and guidance on software updates, modular developments, reporting and general day to day operation of the system. o Developing a project management approach to work effectively with other departments (i.e. Registry Services and the Finance department) on the day to day management of Scientia and any other HR project as required. o Work collaboratively with LIS/MIS teams on complex or technical matters e.g. developing instructions for implementation of new systems. o Support appropriate teams in developing monthly business intelligence reports for Scientia and other HR projects (e.g. Annual Higher Education returns, Recruitment module, reports for HR committee), which will help to inform strategic management decisions. 8.2 Teamwork and Motivation o To support the day to day work of the MIS administrator providing clear instruction and monitoring outputs as required. o To work closely with the Senior MIS Officer in providing an efficient service. 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 Scientia workload planning software and other management information infrastructures, procedures and service provision as required. 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 and ensure all systems that rely on this data are supported with up to date information as required. o To work with Registry Services to update the timetabling system with current data on staffing to inform the Scientia workload planner o To support the MIS administration requirements of HR and Payroll including developing reports for HR and Payroll. o To work with Finance and Registry Services to create reports, which support timetabling and Trac data requirements. o To provide daily system support for Human Resources and Payroll. o To proactively plan project and service capacity of the HR and Payroll team 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, Finance and Registry Services to inform decision-making e.g. improvement in data and processes. o Monitoring, evaluating and reporting on performance against targets, and where appropriate, making recommendations for improvement and setting priorities. o To make recommendations and provide advice to management on best practice in relation to project and data management. 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 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. 8.7 Initiative and Problem Solving o To resolve issues relating to 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 provided by HRMPS. o To monitor, 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 systems and to identify processes to enable / improve the collation and recording of data
o To ensure robust data collection and dissemination processes are in place so that all departments that rely on HRMPS data have access to, up to date information. 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 o To carry out tasks at a level that 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 o The post holder will work in an open plan office environment; however will be expected to work in other areas as appropriate to the project being managed at the time. 8.11 Pastoral Care and Welfare o Confidentiality and good professional judgement will be required whilst dealing with any staff information. 8.12 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. 8.13 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 and in relation to use of Scientia and other management information projects. 8.14 Knowledge and Experience o See Person Specification. 8.15 General
8.15.1 To undertake any other duties commensurate with your grade, and/or hours of work, as may reasonably be required of you. 8.15.2 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. 8.15.3 To comply with all University Health and Safety policies.
PERSON SPECIFICATION Job Title: Project Officer (HRMPS Systems) Department: HRM&PS Criteria / Method of identification Qualifications: Degree (or equivalent qualification) PRINCE2 Foundation, or equivalent project planning related qualification, or willingness to work towards Advanced ECDL or equivalent IT qualification certificates certificates Application form/ Test Proven Experience: Previous experience of project management implementation Previous experience of working with Management Information Systems Previous experience of Academic Workload Planning Experience of using HR and Payroll systems Experience of working with reporting systems Delivering academic and service excellence: Competent user of Excel and Access Consistently delivers high quality documentation Positive and proactive, innovative approach Application form /Test Application form/ /Test Application form/ /Test Managing self and inspiring others: Self-motivated with an ability to work independently Able to plan workload and manage priorities Excellent communication skills Working together: To co-operate effectively with others in order to achieve targets
Ability to build strong working relationships 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 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)
UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT HUMAN RESOURCE MANAGEMENT AND PAYROLL SYSTEMS PROJECT OFFICER FIXED TERM CONTRACT 18 MONTHS 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 - 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, 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 Applicants can apply for the post via our Online Recruitment Website quoting reference number HR13215c by Thursday, 8 th January 2015.