Human Resources Workforce Management Systems Officer

Working Relationships:

The stand alone post holder will liaise with multidisciplinary hospital staff including the Chief Executive Officer, Senior Hospital Management Team, medical, nursing, health and social care professionals, heads of departments, line managers, supervisors, clerical and administration staff, other patient and client care staff and support staff, Information Technology and Management Services Department, other hospitals, internal and external union representatives, Health Service Executive, Softworks, National Integrated Staff Records and Pay Programme and other system vendors if required.

Qualifications and Experience:

A candidate must on the latest date for receipt of applications for the post:

(i) Meet the Department of Health and Children’s educational criteria set down for Grade VI posts:

(a) Obtained a pass (Grade D) in at least five subjects including Mathematics and English or Irish (or four subjects if Irish is included) from the approved list of subjects in the Department of Education Leaving Certificate Examination;

and

Have obtained at least Grade C on higher level papers in three subjects in that examination (or two subjects if Irish or Mathematics or both Irish and Mathematics are included);

or

(b) Have obtained a comparable standard in an equivalent examination;

or

(c) Hold a comparable and relevant third level qualification of at least Level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland.

Candidates must also demonstrate:

(ii) Significant experience in a busy, multifaceted administrative role, ideally in a senior role, indicating the candidate’s ability to efficiently discharge the functions of the post.

(iii) The necessary Human Resources knowledge and skill base to support the daily delivery of a rostering, Human Resource Information System and time and attendance system.

(iv) Excellent information technology skills including, but not limited to, in depth working knowledge of Microsoft Office, database management and or information management systems, end user access and support, and online meeting platforms including but not limited to Zoom and Microsoft Teams.

(v) Excellent organisational, interpersonal, communication, negotiation and influencing skills. Ability to work under pressure is crucial.

(vi) The ability to proactively engage with colleagues at all levels, both within the organisation and externally, and build strong professional networks. The ability to lead, coach staff and be able to work on own initiative as well as part of a team.

(vii) Excellent numerical and analytical skills. The ability to analyse information and implement solutions.

(viii) Experience of being solution focused.

(ix) An understanding of the link between Human Resources and finance systems and departments.

(x) The ability to manage projects, meet deadlines and handle multiple tasks.

(xi) Experience and or knowledge of training and development function and design and delivery of training programmes.

(xii) Experience and or knowledge of change management in an evolving environment.

(xiii) Knowledge and or experience of Human Resources developments and processes in the wider health service.

(xiv) Experience and or knowledge of developing organisational policies, procedures, protocols and guidelines and standard operating procedures.

(xv) Flexibility and adaptability, with the ability to positively contribute to the implementation of change.

(xvi) The ability to actively contribute to the broader Human Resources function, support departmental standards and enhance overall Human Resources service delivery.

Desirable:

(i) Have good working knowledge and or experience with configuration and maintenance of workforce management, time and attendance or Human Resources Information Systems.

(ii) Have satisfactory relevant experience in a healthcare environment or public sector environment.

(iii) Be a registered member with the Chartered Institute of Personnel and Development.

(iv) Experience of managing staff.

(v) Experience with intranet content management.

If being processed for appointment, original documentation will be sought for:

(i) All qualification requirements for the post.

(ii) Any additional qualifications that you may be awarded marks for at interview.

In the event that a number of years’ experience is required for a post, you will be requested to:

(i) Provide documentary evidence that you possess same.

Character:

A candidate for and any person holding the office must be of good character.

Health:

A candidate for and any person holding the post must be fully competent and capable of undertaking the duties attached to the post and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. For the purpose of satisfying the requirements as to health, the successful candidate, before being appointed, shall undergo a pre placement health assessment. This assessment will be provided by the hospital.

Purpose of the Post:

The Human Resources Workforce Management Systems Officer will play a key role in the ongoing development of Human Resources systems within the hospital and integration of future Human Resources and finance systems. The person appointed will be responsible for the implementation, configuration, administration, functionality, end user support, reporting and ensuring data accuracy for payroll integration of the Softworks Human Resources Information System, time and attendance, rostering and absence management and associated systems.

Main Duties and Responsibilities:

Project, Change Management and Digital Systems Implementation:

The person appointed will be a core member of the Softworks project, responsible for Rezoomo linkage and National Integrated Staff Records and Pay Programme rollout within a multi site hospital, supporting delivery aligned to organisational priorities and national workforce frameworks.

• Contribute to project initiation through requirements definition, stakeholder engagement and early risk identification focused on data integrity, service continuity and payroll accuracy.

• Support end to end delivery including system configuration, user authorisation testing and phased go live, ensuring adherence to agreed plans, milestones and governance controls.

• Configuration and testing of rosters, leave, pay and overtime rules across multiple staff groups, ensuring compliance with national terms and conditions.

• Coordinate cross functional stakeholders, managing risks, issues and dependencies throughout delivery stages.

• Support project closure through controlled handover, post implementation review, benefits realisation and transition to business as usual operations.

• Engage with relevant trade unions on key progression points and developments of the Softworks and future systems implementation.

Process Improvement and Organisational Change:

• Collaborate across departments to leverage Human Resources Information Systems for compliance tracking.

• Collaborate with the payroll and superannuation department to keep the most up to date employee records regarding contracts, sick leave and statutory leaves, as well as work on strategies to align Human Resources and finance goals and objectives, including the implementation of National Integrated Staff Records and Pay Programme.

• Liaise with the Human Resources recruitment team to keep up to date with developments in recruitment to ensure staff records on Human Resources Information Systems are up to date. Oversee the integration of Rezoomo with Softworks.

• Collaborate with the Human Resources Manager and key stakeholders during times of organisational change to ensure sufficient employee information is received for reconfiguration of services and transferring staff.

System Development:

Responsible for the ongoing development, configuration, administration, functionality and end user support of the Softworks Human Resources Information System, time and attendance, rostering and absence management system.

• Work closely with Softworks senior project managers, account manager, head of success, head developer and customer support help desk to continuously improve the end user experience.

• Work with Human Resources, finance, National Integrated Staff Records and Pay Programme and Rezoomo to develop required application programming interfaces between Human Resources and finance systems.

• Successfully negotiate with system providers for tailored improvements to develop customisations that best meet the needs of the organisation.

• Ensure systems are updated to reflect ongoing changes in line with current legislation and Health Service Executive circulars.

• Manage internal negotiations with managers and staff to support rollout timelines and responsibilities.

System Support:

Provide support to all staff in the use of the employee self service module or application, and provide support to hospital management in the use of Softworks Human Resources Information System, time and attendance, rostering and absence management.

• Ensure that an excellent quality level of customer care is provided to enhance the end user experience.

• Ensure that all staff members’ identification cards are activated for time and attendance purposes.

▪ Hold weekly staff identification activation sessions.

▪ Communicate to all hospital email users the time and location of staff identification activation sessions.

• Ensure that all new staff members are uploaded to the system, issued with usernames, temporary passwords and employee self service manuals at the earliest possible point from time of commencement.

• Provision and de provision user accounts, manage licence assignments and provide technical support for users at all levels.

• Link with Softworks and hospital Information Technology and Management Services Department regarding updates, upgrades and outages to the systems which could affect usage.

Training and Development:

Responsible for the ongoing development and delivery of training programmes and material, educating and supporting all end users.

• Deliver in person training to hospital staff on site and across campuses when required.

• Email updates to training material to all staff members.

• Develop an interactive and up to date intranet page for staff to access current information on systems, training sessions and materials.

• Book venues, create training events and inform all staff members of upcoming training dates and access links.

Human Resources Data Analytics and Reporting:

• Ensure all relevant employee records are uploaded and validated prior to system rollout.

• Continuously update staff records regarding contracts, recruitment, working hours and locations.

• Audit systems to ensure the highest level of data integrity.

• Generate, analyse and distribute standard and customised reports.

Human Resources Policy Development and Compliance:

• Develop organisational policies, procedures, protocols and guidelines to ensure system compliance and usage expectations.

• Ensure that standard operating procedures are in place, up to date and implemented.

• Implement nationally agreed codes of practice, guidelines, policies and procedures.

• Support managers in the interpretation and implementation of Human Resources policies and legislation.

Human Resources Team Participation:

• Participate as an active member of the Human Resources team.

• Work professionally at all times.

• Participate in audits and reviews.

• Attend training as directed.

• Work cooperatively across departments.

• Maintain familiarity with all relevant hospital policies.

• Foster a collegiate environment.

• Be actively involved in the ongoing development of the Human Resources function.

• Comply with health and safety legislation and report incidents appropriately.

• Undertake any other duties appropriate to the post as assigned.

Note:

The rate and pace of change in the health service requires the post holder to update knowledge and skills to meet evolving requirements. This job description outlines current responsibilities and may be reviewed and updated as required.

Particulars of the Post:

Remuneration:

Salary scale: €57,898 to €70,734 per annum. Salary payment frequency may be monthly, as applicable. Incremental credit may be granted in respect of recognised experience.

The post is permanent, full time and pensionable.

Annual Leave:

30 days per annum, pro rata, in accordance with the Organisation of Working Time Act 1997 and hospital policy.

Working Hours:

35 hours per week. Flexibility is required. Hours may vary between 8 am and 8 pm over seven days.

Superannuation:

This is a pensionable position with the Health Service Executive. Pension scheme membership will be notified within the contract of employment.

Age:

The Public Service Superannuation (Age of Retirement) Act 2018 set 70 years as the compulsory retirement age for public servants.