People Systems Manager

Job description

Job responsibilities

Systems and Data Management

The post holder will be responsible for the operational management and continued development of ESR and other People Directorate systems, including associated interfaces and reporting processes. They will ensure systems are maintained as accurate and reliable sources of workforce and establishment information, supporting employee processes, system processes and wider organisational reporting requirements.

They will act as the Trusts ESR super-user, providing expert advice and guidance to colleagues, liaising with the central ESR team on fault resolution, and leading on relevant national and local ESR initiatives. The post holder will ensure that system access protocols are developed, communicated and followed, with regular audits undertaken to maintain appropriate access controls and data integrity.

The role will include responsibility for ensuring that system administration tasks, interfaces and reports are scheduled and completed as required. The post holder will proactively manage ESR data quality, work with stakeholders to identify areas for improvement, and develop plans to address data quality issues.

They will also ensure key system and business processes are mapped, flowcharted and supported by standard operating procedures. These processes must be clearly communicated and understood by users, with appropriate training, intranet guidance and support materials in place.

The post holder will support change management across workforce systems by ensuring robust communications are in place for system changes, user notices, enhancements and fault management. They will also work with system providers and internal stakeholders to scope data cleansing activity and support users in improving the quality of workforce data.

The role will also support automation and digital improvement activity, including leading on Robotic Process Automation for the People Directorate Operations team in partnership with People Directorate Operations Leads and the Kings ICT RPA team.

Establishment Control

The Systems Manager will be responsible for ensuring that changes to the Trust workforce establishment are processed accurately and within agreed service levels. They will ensure that establishment control processes are clearly understood and well communicated so that managers and submitters understand how the process works.

The post holder will maintain effective working relationships between the People Directorate and Finance, including supporting regular meetings to ensure ESR and the ledger are reconciled. They will work with Trust managers, Recruitment colleagues and wider People Directorate teams to improve establishment control processes and support improvements in recruitment times.

They will also contribute to the accuracy of workforce planning and analytical reporting by ensuring workforce data used across the Trust is accurate and up to date.

Information Systems, Data Quality and Reporting

The post holder will develop and oversee regular audits of data quality, working with colleagues across Workforce and the People Directorate to address issues and drive continuous improvement. They will identify opportunities to improve the use of workforce systems and ensure systems are being used effectively across the Directorate.

They will manage the ESR access control process, including the annual audit process, and provide cross-cover system administration support for systems not directly managed within Data Quality and Systems, such as Allocate and Trac.

The role will provide expert advice to the Trust on definitional and policy issues relating to workforce systems and establishment control. The post holder will support decision-making by providing insight into establishment control, workforce processes, system usage and audit requirements.

They will develop expertise in workforce systems reporting capabilities and ensure these are used effectively to support the Workforce Information strategy. They will also provide ad hoc analysis to managers and Workforce colleagues as required.

Management, Leadership and Service Improvement

The Systems Manager will lead the development of policies and procedures relating to information systems that capture workforce data. They will provide advice and training to Directorate and Trust staff using workforce systems, including topic-specific workshops and seminars to support new requirements.

They will lead on specifying system adaptations to respond to new operational requirements and maximise the benefits offered by workforce systems and processes. Working with other members of the management team, they will help develop innovative approaches to delivering transactional systems and make use of new technical developments where appropriate.

The post holder will be responsible for the day-to-day management of the systems team, including application of formal Trust policies where required. They will lead, coach and manage team performance, support appraisal and development, ensure statutory and mandatory training compliance, manage sickness absence, support recruitment activity and maintain team wellbeing.

The role will require strong collaborative working with colleagues across the team, including providing and receiving cross-cover for routine Workforce Information tasks.

Key Relationships

The post holder will work with a wide range of internal and external stakeholders. Internally, key relationships include Executive Directors, the Chief Nurse and Heads of Nursing, Trust managers, ICT teams, senior People Directorate colleagues, Medical Directors and clinical teams, People Directorate Business Partners, Finance, Information Governance, and Training and Development.

Externally, the post holder will liaise with organisations and partners including other hospital trusts, IBM and other software suppliers.

The post reports to the Head of People Systems, Data and Payroll and is accountable to the Associate Director of People Services, Digital and Transformation. The role has four direct reports and sits within the People Directorates Data Quality and Systems function.

Skills, Experience and Qualities Required

The successful candidate will need significant experience in IT, workforce or business information, with strong knowledge of ESR, workforce datasets, system administration, work structures, payroll and HR administration, self-service modules, data interfaces, user access and audit processes. Experience of workforce systems that interface with ESR, custom BI report writing, process documentation, workflow development, SOP creation and training materials is also required.

They will need excellent written and verbal communication skills, including the ability to explain complex system and workforce data issues clearly to a range of audiences. They must be numerate, analytical and able to interpret complex data into meaningful business intelligence. Strong presentation and training skills are also important, as the role involves communicating complex information to groups and supporting users across the Trust.

The role requires someone with excellent organisational skills, strong customer focus, experience of managing technical support, and the ability to meet deadlines where priorities may change. The successful candidate will also need excellent leadership skills, with the ability to motivate, engage and develop individuals and teams while maintaining high standards of service delivery.

Person Specification

Education & Qualifications

• Degree-level qualification in Information Management, Business Information, IT, HR Systems or equivalent experience
• Evidence of continuing professional development
• Prince2 or equivalent project management qualification, or significant project delivery experience

• Master's degree in Information Management, Business Studies, IT or related discipline
• Professional qualification relating to systems, data management or project management

Knowledge & Experience

• Significant experience administering ESR, including work structures, user access, auditing, interfaces and self-service functionality
• Experience managing workforce systems and datasets within a large complex organisation
• Experience leading data quality improvement programmes and implementing process improvements

• Experience of systems such as Trac, Allocate, CRM platforms or equivalent workforce systems
• Experience delivering digital transformation or system implementation projects
• Experience of Robotic Process Automation (RPA), automation technologies or AI-enabled solutions

Technical Skills

• Strong understanding of data quality principles, data governance and information management
• Experience of managing system integrations and interfaces between workforce systems
• Ability to identify system improvement opportunities and translate them into practical solutions

Communication & Leadership

• Excellent communication skills with the ability to explain complex technical information to non-technical audiences
• Strong customer focus and commitment to service improvement

• Strong stakeholder management skills with experience working across HR, Finance, Digital and operational teams
• Experience delivering training, workshops and presentations to large groups

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.

Employer details

Employer name

King's College Hospital NHS Foundation Trust

Address

Denmark Hill

London

SE5 8AD

United Kingdom

Employer's website

https://www.kch.nhs.uk/