Workforce IT System Manager job in Ilford at Partnership Of East London Cooperatives PELC Ltd

Workforce IT System Manager

Company: Partnership of East London Co-operatives (PELC) Ltd

Location: Ilford UK

Date Posted:Oct 16, 2017

 Job :Workforce IT System ManagerDepartment: Human Resources, Communication, Training & Development Directlyresponsibleto: Head of  Human Resources, Communication, Training & Development;Supervisory responsibility for:  HR Assistants, Communication AssistantsOther contactsInternal:Head of Department, Recruiting Managers, Members of staff, Other HR teams. Finance ManagerExternal:Sage /Snowdrop -HR & Payroll Support Systems, External Stake Holders , Clinical Commissioning Group,Weebly WebsiteStatutory bodies such as HMRC, ACAS, Solicitors and Official Representatives NHS Pensions Authority Job Summary :This role is to manage and develop the Workforce IT System of PELC and to lead the delivery and Implementation of SAGE/SNOWDROP related changes and interfacing systems at all levels. This role is influential in shaping PELC’s Workforce IT system environment.Workforce IT System Manager will liaise with different stakeholders within and outside PELC to Plan, design, develop and implement Workforce IT Systems related changes across PELC based on understanding of AS-ISsystem and technology available. You will liaise with, but not limited to the Executive Board members, Council Members, HR Manager, Service Line managers, staff members from various department with in PELC and other third party suppliers to lead technology initiatives supporting PELC Workforce IT System.Workforce IT System Manager will lead the IT team to establish and clarify the aims, objectives and requirements gathered from different stakeholders to enhance and support Workforce IT System When developing Business cases and project implementing document To be successful in this role, candidate must have a clear understanding of PELC’s business objectives and be able to devise and implement PELC’sHR policies through IT systems in order to select, develop and retain the right staff to meet PELC business objectives.   Roles & Responsibilities:  ?         Act as a Steward for PELC’s Workforce IT System, who should bewell versed with workforce data and systems to support PELC business needs.?         Review and continuously develop plan for PELC Workforce systems, KPI’s, and dashboards as necessary to support the general work of the department and wider PELC.?           You will be responsible to liaise to gather the Workforce performance data and activity information for internal and external management purposes.?         In partnership with Head of HR, and Payroll Officer to design work-flow reporting and recording systems to manage all statutory checking procedures i.e. recruitment checks, employee annual, bi-annual professional accreditation, General Medical Council membership, , occupational health referrals, etc. using Workforce database systems?            You will be responsible to providing and analyzing required workforce information for corporate purposes including performance metrics, and produce necessary regular workforce monitoring reports for the Council Members and Executive Management as appropriate.?            Investigate data anomalies identified during analyses, instigating corrective action as required.?           Ensure appropriate procedures are in place for testing updates new IT systems and applications to ensure these comply with relevant NHS standards.?            Generate adhoc reports requested by Head of HR/SMT in response to PELC reporting needs.?         Managing the pProjectimplementations activities for workforce systems related developments to SAGE/SNOWDROP, liaising wherever necessary with software provider and coordinating activities at PELC.?           Developthe self-service and recruitment facility at PELC by ensuring that all employee information is captured and recorded accurately on Workforce IT Systems.?           Ensure the Workforce database is up to date and that all data held relating to policies and templates loaded into workforce system are accurate and maintained in keeping with data protection legislation requirements.?           Research the IT supplier market and advances in technical developments, with the aim of utilising new approaches and technologies to benefit the PELC and ultimately clinical and patient services?           Ensure the continuity of service of the Workforce IT systems runs in accordance to instructions and that all PELC users are aware of any resulting changes or updates within PELC’s workforce IT systems such as Access, Snowdrop, Rota master, User interface systems, E-learning intranet sites and Datix.?           Ensure the Workforce database is up to date and that all data held relating to policies and templates loaded into workforce system are accurate and maintained in keeping with data protection legislation requirements.?           Issuing and maintaining the user account access rights and profiles to managers and other staff members to ensure everyone as has the right set of access to the menu and functionality of self-service facilities of Workforce System.?         Identifying the gap in the existing process and advise on the development and use of Workforce database with colleagues to make the most effective use of the software by designing key reports on performance metrics i.e. absence costs/trends and attendance, vacancies, levels of skills and competencies, employee turnover, ethnic origins/workforce age profile/ retirement/ succession planning etc.?         Work closely with various departments, for assisting line managers to understand and implement policies and procedures;?         Analyse the training needs in conjunction with line managers?         Liaising with HR team and internal/external leads to facilitate the HR team to maximise the potential of Workforce database to meet the management planning needs of  PELC. ?         Implementing PELC’s policies on issues like working conditions, performance management, equal opportunities, disciplinary procedures and absence management process using  Workforce IT System.?         Assisting new members to make full use of the Workforce database by delivering short familiarisation sessions to enable all users of the Workforce database and system, to gain access to relevant fields and screens to submit annual leave requests approve and sanction leave requests by delivering personal and group based training sessions.?         Responsible to liaise with finance team to reconcile the financial Ledgerand SAGE/SNOWDROP.?            Creating mail merge documents for circulation using data from Workforcedatabase. Print and mail out to staff, ensuring cost effective methods of communication.?           Responsible for regular planning and delivering of training related to workforce IT system softwares  - including inductions for new staff?           Manage the Installation, configuration and administrate the software, annual licence and programme upgrades toWorkforce database and IT systems.?           Monitor the progress of workforce systems project budget, timescale and quality through through review process.?            Ability to translate user requirements into website development requirements using latest Technologies.?            Input into the PELC digital strategy and recommending development to future-proof our business online.?            Demonstrate experience of designing and developing bespoke websites based on, e-commerce and word press platforms called WEEBLY?            Responsible for refreshing the existing website and intranet and as such proven experience in as and when it is required. ?             Leading Workforce IT team and You will work on a new fully interactive homepage design, compatible across platforms, and a base to support new initiatives, as well as new PELC profile pages. You will also build, test and implemented a new intranet platform.?            Additionally, you will ensure the WordPress sites and their plug-ins are secure, recommend any additional assets that may be beneficial and ensure all configuration is documented, to allow future development and support of the platforms?         To develop the expertise of PELC’s Workforce at all directorate level, who will utilise workforce data and system to complete their service.?         To promoting equality and diversity as part of the culture of the organisation;?         You will  be liaising with a range of people involved in policy areas such as staff performance and health and safety;?         Ensure that systems and data captures support the effective monitoring of employees ?         Support the operational Managers in recruiting staff, which involves developing job descriptions and person specifications, preparing job adverts, checking application forms, shortlisting, interviewing and selecting candidates?         Responsible for updating the  staff handbooks as and when required ;?         Responsible for advising on pay and other remuneration issues, including promotion and benefits; undertaking regular salary reviews;?            You will be dealing with grievances and implementing disciplinary procedures;?            Key person for developing HR planning strategies, which consider immediate and long-term staff requirements;   Registration Authority?           To Manage the PELC’s Registration Authority (RA), responsible for ensuring the adherence to policy and governance for the efficient day to day operation and capacity planning of the RA services. This will also include operational duties associated with RA?           Ensure compliance of RA processes and PELC policy in line with any change in local or national policy.?           Manage RA agents to meet the PELC’s operational requirements, ensuring thier development and training needs are met.Communications and relationshipsInternally?           Senior Managers and clinicians?           Human Resources and staff?           Finance Directorate?           Information Governance?           Colleagues in other directorates involved in service and financial planningExternally?           NHS Improvement (NHS I)?           Clinical Commissioning Group ?           Payroll Provider ?           The Department of Health/NHS Central Team?           Workforce related  IT services ?           Weebly Website ?           Colleagues in other NHS PELCs and external bodies concerning workforce information and planningGeneral Terms of Employment Personal DevelopmentAgree and review personal development objectives annually with your line manager and undertake agreed professional development.General?         The post holder must at all times carry out his/her responsibilities with due regard to the PELC policies and procedures in particular Equal Opportunities, Health & Safety, Confidentiality and Data protection Act. ?         All staff have a responsibility to participate in the PELC Appraisal Scheme and to contribute to their own development, and the development of any staff they appraise or are responsible for. ?         The above Job Description is not intended to be exhaustive, the duties and responsibilities may therefore vary over time according to the changing needs of the service.3.ConfidentialityIn the course of your employment you will have access to confidential information relating to PELC business.  You are required to exercise due consideration in the way you use such information and should not act in any way, which might be prejudicial to the PELC interests.  Information which may be included in the category which requires extra consideration covers both access and to the general business of the PELC and information regarding individuals.  If you are in any doubt regarding the use of information in the pursuit of your duties you should seek advice from your manager before communicating such information to any third party.4.Data ProtectionPELC is registered under the Data Protection Act 1984.  You must not at any time use the personal data held by PELC for a purpose not described in the Register entry or disclose such data to a third party.  If you are in any doubt regarding what you should or should not do in connection with the Data Protection Act then you must contact the Senior ICT Lead/Manager.5.Equal OpportunitiesPELC is an Equal Opportunities employer and all employees are required to abide by and promote the policy and code of practice, as well as being aware of and operate within all relevant legislation.6.Health & SafetyEmployees must be aware of the responsibility placed on them under the Health and Safety at Work Act (1974) to maintain a healthy and safe working environment for both staff and visitors.  Employees also have a duty to observe obligation under the PELC and departmental Health and Safety policies, and to maintain awareness of safe practices and assessment of risk.7.Financial RegulationsAll staff are responsible for security of the property of the PELC, avoiding loss or damage of property, and being economical and efficient in the use of resources.  Staff should conform with the requirements of the standing Orders, Standing Financial Instructions and other financial procedures including the Code of Conduct and Accountability and the Fraud and Corruption Policy.Job Description Agreement Job Holder’sSignature:  Date     [Managers]Signature:  Date   Prepared By                    Qualifications:EssentialDesirableGood level of education including minimum Level 2 in Maths and English? Degreein Computer Science/Information Systems or equivalent level of experience of working at a similar level in specialist area.? CIPD Part of Fully Qualified at Graduate level or above ?Prince 2 /Project Management Experience  ?Educated to a decree standard or equivalent in an informatics or IT related subjectOREquivalent experiential learning in the field of informational systems design, development and implementation.? Experienced using Human Resources databases – CIPHR, Sage HO50, SAP, ?Broad  knowledge and understanding of emerging databasetechnologies in the Human Resources sector as well as current developments within IT? Knowledge and Experience:  Strong understanding of WordPress standards, database structure, themes, widgets and mobile development for Webpage development? Previous experience designing, developing and supporting web content management systems? Experience with WordPress plug-in integration and development ?Experience of dealing with pricing and updating customer information? Advanced level expertise in excel/access databases filtering data,using wizards, using data forms, querying data using Microsoft query , consolidating data, managing data in Excel and externally by importing and exporting data between databases and MSOffice products? Ability to use, develop and maximize the utility of information retrievaland reporting properties of Workforce  database systems? Experience of NHS IT systems and services ?A track record of achievement leading an operational service in complex and pressurised HR / Payroll and technical environments. ? Experience of re-designing procedures and practices to achieve effectiveness. ? Skills and competencies:  Strong database skills with ability to generate complex reports for a variety of audiences.? Significant knowledge of database systems languages, e.g. SQL,Visual Basic, using creating macro’sby manipulating data using database and Excel macro language? Ability to identify data anomalies or inaccuracies and ability to both explore reasons for such anomalies and proactively correct any errors.? High level of interpersonal and communication skills? Good research and analytical skills ?   View full job description
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