Human Resources Operations Manager

ABOUT THE ROLE

The HR Operations Manager leads the delivery of a high quality, responsive HR operations service, governing the HR information system, data, and core processes that underpin the employee lifecycle.

The role will:

• Own the HR function’s core systems, data and records.
• Ensure the accuracy, compliance and integrity of the processes underpinning the employee lifecycle.
• Drive continuous improvement across HR operations, systems and processes to support the effective running of the HR function.

RESPONSIBILITIES OF HR OPERATIONS MANAGER

Key Responsibilities

HR Systems and Data

• Responsible for the HRIS as super-user, including data integrity, user access, workflow configuration, system configuration, permissions and templates.
• Ensure the accuracy of data within the HRIS and use this to produce management information and reporting for the HRD, HR team and senior leadership, to support decision making.
• Proactively drive HR systems improvement and lead the operational implementation of system changes, including the design and implementation of new HRIS modules.

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• Support the appropriate use of HR systems by all users, within and outside the HR team, ensuring system training supports managers and employees in using the HRIS effectively.
• Manage the submission of key metric reporting, such as census data and surveys, ensuring a consistent and accurate approach.

Records, Benefits and Contracts

• Maintain accurate, compliant and confidential employee records in line with data protection requirements, managing appropriate holding and destruction of records to required timelines.
• Hold the sponsor licence duties, managing visa applications, right-to-work follow-up and reporting for overseas staff.
• Manage the communication of the employee benefits package, including pension provision, ensuring current and accurate information is supplied to new and existing employees in a timely manner.
• Own the contractor engagement and onboarding process.
• Develop a refreshed approach to contracts for non-typical workers and complex working arrangements, ensuring effective processing and compliance.
• Ensure IR35 compliance is understood and provisions are in place to comply with legislation.

Process Improvement and Projects

• Oversee and support continuous improvement of HR processes, identifying opportunities to streamline workflows and enhance service delivery, replacing undocumented custom and practice with recorded, documented procedure.
• Oversee the updating of HR documentation and policies, to ensure compliance with current legislation, regulations, and practice.
• Support the transition of manual processes to systemisation, automation and use of the HRIS.
• Provide planning and project management for projects across the HR function, holding the end-to-end plan and calendar of work, ensuring work is delivered to time and against objectives.

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Lifecycle Administration

• Act as the key liaison to the Finance department, responsible for invoice processing and payroll, and provide budget oversight and reporting where needed.
• Work with team members to drive effective delivery of the probation process, including auto-reminder management.
• Work in partnership with the Head of Recruitment and Development to ensure that all training logs are maintained, ensuring the accuracy of people data.

Reporting Lines

The HR Operations Manager will report directly into the HR Director.

PERSON SPECIFICATION AND KEY QUALITIES

Professional Experience

• Proven experience in an HR operations or HR shared services role. Experience in, or understanding of, the independent schools sector is an advantage.
• Direct experience of optimising HRIS platforms, with iTrent preferred; experience of implementing new modules or systems is desirable.
• Experience of HR process mapping and transforming HR processes and procedures.

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• Experience managing contracts for non-typical or complex working arrangements, including experience of IR35 legislation.
• Good working knowledge of UK employment law and data protection requirements.
• CIPD membership or equivalent relevant professional qualification is desirable.

Skills and Knowledge

• Skilled in HRIS administration and configuration, able to act as system super user and support user training.
• Strong project management skills, able to plan and track delivery across multiple HR workstreams on time.
• Strong process-analysis skills, with confidence in documenting HR processes and replacing informal practice with clear, recorded procedure.
• Sound analytical skills, able to produce accurate management information and metric reporting.

Personal Attributes

• Methodical and detail focused, particularly when managing compliance-critical processes and records.
• Calm and organised under pressure, able to manage competing deadlines and prioritise work effectively.
• Collaborative, working effectively across the HR team and all stakeholders.
• Committed to the safety and welfare of children, and to data protection and confidentiality.
• Proactive in identifying opportunities for improvement and efficiency.