HR Advisor - Systems

Staffline Group PLC; Antrim; On-site; GBP 26,000 - 35,000; Full time

Job summary

A leading public sector organization is looking for an HR Advisor - Systems based in Antrim. This vital role focuses on providing comprehensive support to HR systems and analytics, ensuring data integrity and administrative efficiency. Candidates should have a strong administrative background and a commitment to confidentiality. The position offers flexibility, professional growth, and the opportunity to work within an impactful team.

Qualifications

• 2 years of administrative experience.
• Experience in data input and retrieval.
• Production and presentation of reports.

Responsibilities

• Provide administrative support for HR systems.
• Generate reports and maintain HR filing systems.
• Assist in HR training sessions and system functionalities.

Skills

Planning

Organizational skills

Confidentiality

Education

5 GCSEs Grades A-C including English Language and Maths

Tools

Microsoft Office

Computerised HR systems

Job description

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Our client, a large Public Sector Organisation requires an HR Advisor - Systems based in Antrim but may be required to work in any council facility

Hours of work: 37 hrs per week Monday - Friday 9 to 5

Hourly Rate: £

LOCATION OF POST

Antrim Civic Centre

MAIN PURPOSE OF POST:

The HR Advisor - Systems will provide comprehensive administrative and data processing support to the HR Systems and Analytics function. This role will focus on supporting the functionality, security, and data integrity of HR systems. Responsibilities include routine maintenance, data reconciliation, generating reports, assisting with system administration, and ensuring compliance with Council policies and statutory requirements.

PRINCIPAL ROLES AND RESPONSIBILITIES:

Administrative and Data Processing

• Provide confidential administrative support for the HR Systems function, including:
• Processing a full range of administrative tasks such as taking meeting notes, maintaining diaries, and distributing reports.
• Administering the Childcare Voucher Scheme and processing necessary monthly reports to relevant departments.
• Processing HR-related invoicing and ensuring prompt payment and adherence to corporate KPI.
• Maintain accurate and secure HR manual and electronic filing systems in accordance with GDPR regulations:
• Assist in the annual review of archive records and appraise for retention or disposal as per policy requirements.
• Assist in the coordination of responses to Freedom of Information requests, working with other team members to ensure accuracy and timeliness.
• Coordinate quarterly contract review meetings with HR contractors, documenting outcomes and following up on actions.
• Maintain accurate agency charge rates, updating in line with pay awards and employer costs. HR Systems Administration
• Support the implementation, maintenance, and updating of the HR Information System (HRIS) to ensure data integrity and functionality:
• Administer and maintain HRIS, ensuring data is accurate and accessible, and produce and distribute routine and ad-hoc reports to internal stakeholders.
• Produce Management Information System (MIS) reports on workforce attendance, leave balances, and other key metrics.
• Maintain the Time Management System (TMS) to support accurate time and attendance tracking across departments:
• Provide support to managers and employees regarding TMS functionality, policies on TOIL, Flexi, and annual leave, and troubleshoot any issues.
• Regularly review and update operational guidance on TMS to ensure data accuracy and compliance with Council policies.
• Produce and distribute monthly holiday and TOIL balance reports to Directors and Heads of Service.
• Assist with minor troubleshooting for HR systems by liaising with vendors on system issues and tracking issue resolution to support efficient vendor management. HR Process and Systems Support
• Assist the HR Systems & Analytics Manager and the HR Systems & Data Officer in developing, maintaining, and training on HR system functionalities:
• Provide first-line support to employees and managers for self service modules, handling queries by phone, email, or in person.
• Assist in delivering training sessions on HR systems, ensuring staff competency and adherence to standardized procedures.
• Liaise with IT and system vendors to address system issues and ensure the efficient operation of HR systems.
• Continually strive to enhance system efficiencies and support process improvements:
• Contribute to the development of automated solutions for administrative tasks, creating efficiencies within the HR function.
• Regularly review and update documentation for HR system processes, policies, and user guidance to align with best practices.
• Participate in cross-departmental working groups as required, and support HR projects as directed by the HR Systems and Analytics Manager.
• Assist with project logistics, including scheduling meetings, tracking project timelines, and following up on action items to ensure successful completion of HR system projects.
• Carry out other duties as assigned by the HR Systems and Analytics Manager in line with departmental needs. The principal responsibilities listed above are an indicator of the main aspects of the role as opposed to representing a definite list.

GENERAL RESPONSIBILITIES:

• Demonstrate a team approach to achieving the objectives of the Section through full flexibility in relation to tasks undertaken.
• Provide a high level of internal and external customer service including taking ownership of customer queries and complaints and following issues through to completion.
• Continuously develop personal knowledge and skills to enhance internal and external customer service.
• Comply with, and ensure that other staff comply with, Council's policies and procedures including those relating to health, safety, wellbeing and safeguarding.
• Promote equality and diversity through clear leadership, effective policy implementation and demonstrating appropriate behaviours in line with Council values. 6. Carry out any other relevant duties which may be assigned including working in other sections of the Department and Council.
• To be available from time to time to carry out duties outside of normal working pattern and in addition to basic contracted hours. Such additional hours will be remunerated in line with Council's approved policies at that time.
• To be available to work flexibly in other services during emergencies

ESSENTIAL CRITERIA

Qualifications and Training

• 5 GCSEs Grades A-C (or equivalent) to include English Language and Maths

Consideration may be given to those candidates who do not hold the above academic qualifications but who can demonstrate a minimum of 4 years Administration experience as below

EXPERIENCE

2 years administrative experience to include:

• Data input and retrieval
• Production and presentation of reports
• Responding to enquiries from a range of stakeholders

KEY SKILLS & ABILITIES

Ability to work effectively as a member of a small specialist team

• Excellent planning and organisational skills
• Ability to work with minimum supervision
• High degree of discretion and confidentiality

KNOWLEDGE

Proficient working knowledge of Microsoft Office

Knowledge of computerised HR systems (Desirable)

OTHER

Hold a current full driving licence or if registered with a disability access to a form of transport that enables the duties of the post to be carried out in full.

Available to work after hours, particularly evenings, to facilitate engagements and meetings.