HR Advisor - Systems

Staffline are recruiting on behalf of Antrim and Newtownabbey Borough Council who require a HR Advisor based in Antrim.

Role: HR Advisor-Systems

Rate of Pay: £16.90

Location: Antrim

Hours: 37 hours

Duration: End of June

Main duties/Responsibilities:

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.

Administrative and Data Processing

1.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.

2. 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.

3. Assist in the coordination of responses to Freedom of Information requests, working with other team members to ensure accuracy and timeliness.
4. Coordinate quarterly contract review meetings with HR contractors, documenting outcomes and following up on actions.
5. Maintain accurate agency charge rates, updating in line with pay awards and employer costs

HR Systems Administration

6. 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.

7. Produce Management Information System (MIS) reports on workforce attendance, leave balances, and other key metrics.
8. 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.

9. 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

10. 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[1]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.

11. 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.

12. Participate in cross-departmental working groups as required, and support HR projects as directed by the HR Systems and Analytics Manager.
13. Assist with project logistics, including scheduling meetings, tracking project timelines, and following up on action items to ensure successful completion of HR system projects.
14. Carry out other duties as assigned by the HR Systems and Analytics Manager in line with departmental needs.

Essential Criteria:

• 5 GCSEs Grades A-C (or equivalent) to include English Language and Maths
• 2 years administrative experience to include:
• Data input and retrieval
• Production and presentation of reports
• Responding to enquiries from a range of stakeholders

• 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

• Proficient working knowledge of Microsoft Office
• 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

To be shortlisted for this role all applicants MUST meet the essential criteria. If you are interested please upload your CV to the link provided, and Christine Thompson will be in contact to confirm if you have been shortlisted.

Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate.