People and OD Systems Administrator

University of Glasgow; Glasgow; On-site; GBP 34,000 - 38,000; Full time

Benefits offered by this job

41 days leave

Flexible approach to working

Job summary

University of Glasgow is seeking a System Co-ordinator for the People and OD HR system, ensuring data integrity and supporting ongoing development, configuration and rollout of functionality to users.

Responsibilities include managing procedures, templates, security, change control, updates, and reporting while delivering high-quality user support and training. The role reports to the P&OD Systems Manager and involves coordinating with IT and suppliers.

Qualifications

• Essential analytical and problem-solving ability.
• Excellent communications skills, both oral and written.
• Ability to construct accessible data views that integrate data from different databases.
• Ability to present data in an easily digestible format with dashboard functionality (e.g., Power BI).
• Excellent IT skills and management reporting capabilities.
• Confidentiality and data governance understanding.

Responsibilities

• Maintain central system procedures and access profiles, ensuring data integrity.
• Configure and maintain reference data, templates, user security, and workflows.
• Coordinate change control with supplier and IT for developments and upgrades.
• Plan and roll out system updates with testing and stakeholder consultation.
• Gather requirements and coordinate testing for new functionality.
• Lead a high-quality, customer-focused help desk and training.
• Coordinate projects with IT, HR, and other resources to improve efficiency.
• Develop standard reports with stakeholders and update training materials.
• Provide training needs analysis and maintain guides/e-learning where appropriate.
• Deputise for the P&OD Systems Manager and influence future system roadmap.

Skills

Analytical thinking

Communication skills

Data visualization

Data analysis

Attention to detail

Team leadership

Education

A1 SVQ 4/HND (SCQF level 8 or equivalent)

Relevant professional qualification in IT or HR systems

Tools

Microsoft Office (Excel)

Ivanti help desk (Desirable)

Job description

Job Purpose

System Co-ordinator for the People and OD (HR) system, working in conjunctionwith the People and OD Systems Manager, ensuring the integrity of the database structure and data in the system and playing a key role in its ongoing development,configuration and roll out of functionality to users.

Main Duties and Responsibilities

• 1. Responsibility for creation and maintenance of central system procedures and access profiles ensuring that P&OD processes are well understood and support the P&OD and people management activities across the University, including data integrity.
• 2. Undertake the role of system co-ordinator (super user). Oversee and undertake the setup, configuration and maintenance of reference data, terms and condition templates, user security, workflows, user defined fields/screens, standard letter templates thereby ensuring the ongoing integrity of the organisational and authorisation hierarchies.
• 3. Work with the P&OD Systems Manager, System Supplier and Internal IT tomaintain robust change control processes and documentation, ensuring that all system developments and upgrades are effectively managed, tested andimplemented.
• 4. Coordinate implementation of system updates with System Supplier andInternal IT including configuration, testing and roll out to the production environment. Ensure effective consultation and communication regardingchanges to business processes is undertaken with appropriate stakeholders.
• 5. Responsible for capturing and specifying requirements for new areas offunctionality, liaising with the software supplier to scope developments and coordinate the testing and implementation of new functionality.
• 6. Manage and plan the provision of a high-quality customer focussed help desk service, ensuring timely and effective resolutions to system user enquiries and delivery of necessary systems training.
• 7. Co-ordination of project work to develop/upgrade the system working with IT,HR supplier and other dedicated project resources to enhance effectiveness and efficiency.
• 8. Consult P&OD Stakeholders to develop new standard reports in line with their requirements.
• 9. Contribute to training needs analysis of ongoing training requirements for new and existing staff continuously developing and improving the skills of managers and staff using the people system. Plan a schedule of required training and oversee the creation/maintenance of training guides and user manuals/ system documentation, e-learning where appropriate and FAQ’s.
• 10. Deputise for the P&OD Systems Manager/support the Data and InsightsPartner where required and influence the future roadmap of the people
• system through participation at User groups and liaison with other Core System Users within the UK and Ireland.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications Essential

• A1 SVQ 4/HND (SCQF level 8 or equivalent) and experience of personaldevelopment in a similar role or the ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired thenecessary knowledge and skills through personal development and progression in a similar related role(s).
• A2 Comprehensive specialised knowledge of integrated people systems and management reporting software.
• A3 Well developed understanding of data security and governance
• A4 High levels of numeracy and analytical capability
• A5 In-depth knowledge of Microsoft Office including Excel.
• A6 Thorough conceptual understanding of relational databases.
• A7 Knowledge of implementing manager and self-service packages including workflow.
• A8 Understanding of P&OD Organisational Data and related confidentiality issues.

Desirable

• B1 Comprehensive knowledge of the Access Group people system (People XD / CoreHR).
• B2 Clear understanding of relevant University policies and procedures.
• B3 Knowledge of Ivanti or other help desk packages
• B4 Detailed knowledge and understanding of people processes, policies, terminology and procedures.

Skills

Essential

• C1 Proven analytical and problem-solving ability
• C2 Excellent communications skills – both oral and written and the ability to clearly articulate complex issues.
• C3 Ability to construct accessible and informative data views that integrate data from different databases to provide consolidated management information
• C4 Ability to present data in an easily digestible format with dashboard functionalityeg powerbi
• C5 Excellent IT skills
• C6 Advanced abilities in the use of management reporting query tools.
• C7 Excellent organisational and planning skills.
• C8 Ability to manage and prioritise workload, meet tight deadlines and work under pressure
• C9 Well developed people team leading and motivational skills.
• C10 Strong service delivery ethos
• C11 Accuracy, numeracy, excellent attention to detail and ability to handle large volumes of data
• C12 Ability to use initiative, work with minimal supervision and work as part of a team and also across other teams.
• C13 Ability to maintain confidentiality and deal sensitively with related issues/ individuals.

Experience

Essential

• E1 Experience of working in a database team increasing knowledge and experience
• E2 Experience of creating and analysing management reports for significant staff numbers.
• E3 Significant experience of relational P&OD databases.
• E4 Experience of implementing elements of employee and manager self-service processes/tools relating to P&OD.
• E5 Project co-ordination / management experience.

Terms and Conditions

Salary will be Grade 6, £33,951 - £37,694 per annum.

This post is full time and fixed term for up to 18 months.

The University of Glasgow has a responsibility to ensure that all employees are eligible to live and work in the UK. If you require a Skilled Worker visa to work in the UK, you will be required to meet the eligibility requirements of the visa route to be assigned a Certificate of Sponsorship.

Please note that this post may be eligible to be sponsored under the Skilled Worker visa route if tradeable points can be used under the Skilled Worker visa rules. For more information please visit:

https://www.gov.uk/skilled-worker-visa

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/.

We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.

Closing date : 23 October 2026 @23:45