JOB DESCRIPTION

Post: People Services and Systems Officer

Department: People Services

Reporting to: Head of People Services

Grade: Grade 6

JOB PURPOSE

• To provide professional, high quality support for People Services (PS) across all day-to-day elements of the PS service, to provide an effective, efficient and customer-focused PS service across Trinity Laban.

MAIN DUTIES

• Assist with the management of HR systems
• Lead on the modification and creation of any aspects relating to the reporting of HR systems
• Assist in delivering systems administration and maintain and provide user support for the Human Resources Information System (Hr.net), e-Recruitment (Stonefish) and other applications
• Maximise the utilisation of HR systems to automate standard processes
• Assist with reviewing and documenting processes undertaken within HR and making recommendations for their development

Management of HR Systems and Reporting

• Proactively support, and contribute to, the ongoing development and improvement of the PS Management Information System.
• Ensure manual and electronic PS filing systems are maintained accurately, including hard copy personal files, the PS management information system, and local recording systems, in a timely fashion, including equality data.
• Using relevant reporting tools, ensure people management processes are instigated, tracked and monitored including, but not limited to; Right to Work checks, signed contractual documentation, fixed-term contract expiry’s, probationary reviews, staff performance reviews, induction, and exit questionnaires/interviews. 
• Maintain HR.NET self-service documentation with any changes in process
• Design and implement new workflows in line with the IT Department
• Resolve any system issues with the help of IT and the ADP support team using ADP’s support system.
• Create and provide line manager training, training materials and guides relating to HR systems.
• Assist with the management of HR systems, as required, in terms of (but not limited to):
• documenting the configuration of the systems and maintaining them codes, staff etc.,
• adding, removing, or updating user account information and resetting passwords,
• Ensuring timely release of information relating to systems upgrades and changes to processes
• Generate, automate and produce operational reports and management information, adhering to defined templates and ensuring compliance with information security protocol
• Experience of contributing to national and sector-based questionnaires and surveys

Higher Education Statistics Agency

• Responsible for the preparation, collection, planning and completion of the Higher Education Statistics Agency (HESA) annual staff return.
• Ensure that starters and leavers are updated on the HESA return on a regular basis, ideally monthly.
• Responsible for inputting data on the HESA spreadsheet, understanding HESA instructions, validation and finally submitting and committing the HESA data on their (HESA’s) system.
• Responsible for understanding changing HESA instructions, data collection needs and validating the data returned ensuring full and compliant submission is made via the HESA system
• The post holder is also responsible for maintaining and reviewing the HESA guidance document with any changes, for example, Data Futures.

Recruitment, Selection and Appointment Processes

• Provide support with the recruitment process from vacancy to induction, onboarding and probation processes as needed.
• Resolve all system issues and liaise with the supplier to facilitate this.  Work with the system providers to add any new system functionalities to streamline the recruitment process.
• Act as the main point of contact to stonefish/eRecruitment Provider.

Job Evaluation

• Organise job evaluation panels on a regular basis and undertake evaluation as a trained Role Analyst.
• Ensure the Job Evaluation system remains up-to-date and current.
• Advise managers and employees on how the job evaluation process operates and how to complete a re-grade job evaluation form.
• Enact any payroll, contractual or procedural changes relating to re-grading’s.

Project Work

• Lead, own and complete PS projects and support colleagues for project work and in relation to individual casework, including, but not limited to, taking minutes, and drafting correspondence, as directed by the Head of People Services.
• Design and write specifications for projects and procure relevant systems leading to testing, implementation.  Ensure relevant communications are cascaded and relevant guides are written, training designed and delivered.

General

• Resolve staff and line manager queries from staff, referring more complex queries to colleagues as appropriate.
• Support on a monthly basis the payroll process and implement any Conservatoire-wide pay changes as required, updating the relevant systems to ensure accuracy.

• Support in advising managers and employees on maternity, paternity and shared parental leave entitlements, pay.  Arrange meetings with expectant mothers prior to their maternity leave to establish the arrangements for annual leave, SML, ShPL, KIT days etc.
• Support with processing SMP/L, SPP/L and SPP/L, calculating and communicating, pay figures to the employee and payroll.
• Support with processing sick pay for different groups of staff members i.e HPT L&P dance, HPL Dance, HPT Music, Accompanist/musicians, admin and salaried academics.
• Prepare papers for, and minute, any Working Groups as required.

Others

• Produce reports for Trinity Laban Departments and colleagues for data submissions as required on behalf of the Institution and in respect of relevant personnel data.
• Assist with monitoring and reporting on sickness absence

• Ensure confidentiality of all personal information, using tact and discretion, in accordance with Data Protection legislation and guidelines.

• To be familiar with and operate under all regulations pertaining to the Conservatoire, including those relating to Data Protection, Freedom of Information.
• At all times to act with professionalism and integrity in the carrying out of any duties for and on behalf of Trinity Laban.
• At all times, be committed to Trinity Laban’s Equality, Diversity and Access Policy.
• Adhere to all policies and procedures relating to Health and Safety in the workplace.

• Assist colleagues with the annual contract cycle project liaising with managers and staff and update systems accordingly.
• GDPR Steward

Professional Development

• Pursue professional development as appropriate, with the support of the Head of People Services.
• Undertake any staff development activity that may be appropriate to the post

CONSERVATOIRE VALUES:

All staff are expected to operate in line with Trinity Laban’s Terms and Conditions for staff, which set out the principles of how we work together. More information about the Conservatoire’s vision, mission and values is available at:

https://www.trinitylaban.ac.uk/about-us/governance/our-vision.

 Trinity Laban has a no smoking policy on its premises.

The above list is not exclusive or exhaustive and the post holder will be required to undertake such duties as may reasonably be expected within the scope and grading of the post.

All members of staff are required to be professional, co-operative and flexible in line with the needs of the Conservatoire.