Position: Manager HRMS Administrators

Position

Description

Position: Manager HRMS Administrators Children’s Worker: No Location: National Office, Wellington Business Unit: Human Resources Group: Corporate Solutions Reporting to: Manager HRMS Applications & Payroll Issue Date: September 2017 Delegated Authority: Human Resources/Financial Staff Responsibility: Yes

Our Role The Ministry of Social Development (MSD) is the lead agency for the social sector. We help the Government to set priorities across the sector, co-ordinate the actions of other social sector agencies and track changes in the social wellbeing of New Zealanders. The Ministry provides policy advice and delivers social services and assistance to children and young people, working age people, older people, families, whānau and communities. We work directly with New Zealanders of all ages to improve their social wellbeing. We serve over a million people, working out of more than 250 centres around the country. It is likely that every New Zealander will come into contact with the Ministry at some point in their life. Our work, together with our social sector partners, is essential to achieving a sustainable and prosperous future, where all New Zealanders are able to take responsibility for themselves, be successful in their lives and participate in their communities.

Our Purpose We help New Zealanders to help themselves to be safe, strong and independent. Ko ta mātou he whakamana tangata kia tū haumaru, kia tū kaha, kia tū motuhake.

Our Principles MSD people: All own what we all do | Take responsibility for what we do | Understand our role in the big picture, who can help us and who we can help | Navigate through ambiguity and the opportunity it brings to create better ways of doing things | Act with integrity, courage and transparency | Celebrate our achievements and those of our clients.

Position Description Approved By: ______Deputy Chief Executive, Corporate Solutions

Date: ……/……/……

Business Unit: The role of the Human Resources (HR) Team is to ensure that the Ministry has the organisation, people and culture capable to deliver on the Government’s outcomes and priorities. HR provides high level strategic advice and support to the Chief Executive and the Leadership Team to ensure that effective HR strategies are developed and properly integrated into all business strategies and plans.

HR is also responsible for the design and delivery of a range of Ministry-wide HR policies, operational HR processes and systems aimed at ensuring that managers have access to the best possible advice, support and systems to lead, motivate, develop and manage their people.

The Ministry is a complex and diverse organisation and it is the biggest Public Service employer. The provision of best practice HR advice and services to client managers is critical if the HR team is to retain its position as a public sector benchmark.

HR is structured into the following key areas:  People, Culture and Inclusion  Leadership and Capability Strategy  HR Shared Services  HR Business Partnership  Employee Relations

Purpose of the Position:

The Manager HRMS Administrators manages a team of HRMS System Administrators who are responsible for maintaining the on-going reliability, performance, management, and support of the HRMS system environments including training, research, and analysis.

The key responsibilities include:

 Application and system management.  Resolving system problems & issues, and capacity building.  Ensuring the HRMS Systems Administrators understand the technical infrastructure standards and requirements for the integration of specific HRM and associated downstream impacts to the CHRIS Payroll, and IT provisioning systems.  Leading and Coordinating change requests, software upgrades, release management, production issue resolution and reporting.

Manager HRMS Administrators 2 The Manager HRMS Administrators will be expected to:

 Lead, manage and motivate the team to develop a high performing team, with a culture of continuous improvement and customer service  Participate or coordinate team members in Success Factors and/or CHRIS projects.  Have solid troubleshooting and excellent critical thinking skills  Provide best practice expert advice on process design and system implementation and advice on interpreting complex, salary leave and employment conditions for the  Have a breadth of view of organisational and legislative issues impacting on the HRMS and HR service delivery operations and an understanding of the key imperatives of state sector wide HR strategies  Develop brief or present expert advice to senior management  Manage monitor and evaluate the agreed HRMS work and Audit programs through to successful completion  Contribute to the analysis and reporting of HR data, trends, and developments

Working Relationships

Internal:

 Manager Payroll and HRIS Projects  Manager HRIS Applications  CHRIS21 System Administrators  Director HR Operations  HR Directors  HR employment relations team  GM Human Resources  Other managers and staff within HR  IT  MSD Senior managers and wider business stakeholders and representatives  Ministry Managers and staff

External:

 State Services Commission (SSC)  Inland Revenue  Department of Labour  Statistics  CERA  Audit NZ  SAP  other external agencies as required to carry out the responsibilities of the role

Manager HRMS Administrators 3 Key Accountabilities:

Key Result Area Accountabilities

Managing HR The Manager HRMS Administrators will work closely with the HR Informati Applications and Payroll Manager to ensure : on  The unit works with IT and others to establish protocols for Systems the storage of data which maintains security and confidentiality of data which complies with MSD and legislative data protection polices/legislation and all aspects of Data verification certification and control  Identifies monitors and manages the necessary elements for the data processing system including the system parameters, acceptance of data, processing stages and validation routines  Assess Change Requests and new SF system functionality required to deal with clauses relevant to payroll and HR polices and helps to advise the employers representatives of clauses which may need to be considered for inclusion/exclusion  Assists the Employment Relations team and others with content and wording of clauses within the Employment Contracts pertaining to HRMS  Networks with the wider HR community and Managers to help identify and then drive enhancements to completion

People Leadership, Build the capability of the HRMS Administrators team and provide Managem opportunities for staff, in order to ensure the capability necessary ent and to respond to current and future demands: Develop  Works closely with the Manager HR Applications and Payroll ment to establish strategic goals and objectives for the team  Manage the day to day activities of the HRMS Administrators teams and lead them to achieve set objectives by establishing clear objectives roles and responsibilities  Identify development opportunities for individuals and the team as a whole within HR.  Establish career development plans and support staff through their development. Ensure a succession plan is in place in anticipation of staff who may move on to other roles either within or outside the Ministry  Fosters partnerships, open communication and best practice sharing to help ensure the team and Individual performance targets and client service standards are met and where possible exceeded  Ensure the early and successful resolution of disputes/grievances and performance issues

Project / Programme Manage projects on behalf of the Manager HR Applications and Management Payroll:

Manager HRMS Administrators 4  Project manage and participate in all HR integration, reporting and data warehouse projects in strong partnership with IT, and vendors  Identify/make recommendations and obtain buy-in for HRMS projects that will contribute to both the Ministry outcomes and Human Resources  Manage the day-to-day aspects of one or more complex projects; partner with key stakeholders across the ministry and externally to ensure the timely coordination and execution of plans and activities  Lead, facilitate and/or participate in key meetings with internal and external stakeholders  Ensure any changes to policy and procedures recommended in projects integrate with other HR applications and/or processes and comply with existing policy  Report regularly to the Manager HR Applications and Payroll and HR Management team on progress against project targets/milestones/outcomes

Research & Reporting Undertake best practice research to support HRMS projects or HR programmes of work that impact on or draw information from the HRMS application.  Ensure HR information is accurate and collected appropriately and correctly interpreted to enable and support HR planning  Keep current on key HR systems technology and trends; network with other companies and professional organizations to stay abreast of best practices in HR systems and reporting technology  Keep current on key Legislative change in the IRD , Employment relations, Superannuation ,Holidays and wages protection acts to ensure Ministry compliance  Assist in the monitoring, analysis, and reporting of human resources data, trends and developments

Relationship  Actively network with business HR teams, key line managers Management and other clients to build credibility and ensure that HRMS initiatives are relevant, practical and well understood by those with responsibility for implementation.  Partner closely with IT, Finance to drive progress against the HRMS implementation roadmap  Builds fosters and maintains effective relationships with external stakeholders such as the IRD , SSC and Department of Labour

Financial  Help ensure the Manager HRMS Applications and Payroll, Management and and processing staff have a clear understanding of the Managing Risk assessed financial and payroll processing risks and the procedures to mitigate these.

Manager HRMS Administrators 5  Ensure management and stakeholder support the assessments and evaluations of HRMS financial risks and the procedures used to mitigate them  Identify, monitor new and emerging risks and seek management and stakeholder support for proposed mitigation strategies are paid in accordance with their agreement terms and conditions  Provide recommendations, cost information and benefits where additional funding may be required for projects

Communication  Be the conduit for expert advice and communication of HRMS changes and information, for the Ministry and its customers  Facilitate and present key information to internal stakeholders, ensuring communications meet the needs of intended recipients  Be a key player at meetings and provide contributions as to how the HRMS can support the wider Ministry and HR team to deliver outcomes

HRMS Policy  Develop and deliver best practice advice on HRMS policies to maintena support the operational and strategic plans and best practice nce and in the Public Service Develop ment  Ensure HRMS strategies and policies are aligned and support the Ministry’s objectives  Contribute to the on-going monitoring and review of HRMS policies, systems and strategies  Conduct research to support planning and policy development

HR Team Contribution  Work collaboratively with the central HR team and the HR directors of the business streams to provide seamless, quality HRMS policy advice and expertise  Manage and lead HRMS and other allocated HR projects and initiatives that impact across the wider Ministry  Contribute to the wider HR Strategic plan

Health, Safety and  Understand and implement your manager accountabilities. Security  Ensure health, safety and security policies and procedures are understood, followed, implemented by all employees.

Manager HRMS Administrators 6 Technical/Professional Knowledge and Experience

 Sound working knowledge of project methodologies at a technical and business level.  Demonstrated experience in successfully managing major projects/budgets.  Advanced understanding of HRMS/Payroll systems.  Extensive knowledge of relevant legislation that impacts on the operation of HRMS/Payroll services  Demonstrated ability to manage relationships at all levels internal and external (including Senior) of a large organisation  Sound understanding of the collection, interpretation and uses of HR information in the HRMS space with the ability to convey this to a variety of audiences  Proven ability to write to a high standard (clear, accurate, concise, appropriate to audience)  Well-developed analytical and policy development skills  Extensive experience in successfully managing and developing high performing teams.  Sound generalist Human Resources experience including knowledge of current best practice.  Experience in and a strong understanding of the collection, interpretation and uses of HR information and the ability to convey this to a variety of audiences  Demonstrated ability to see the “big picture” and understand the strategic contexts of projects/policy issues.  Advanced level of computer literacy, experience with a number of different applicable software applications.  A relevant tertiary/post graduate qualification is desirable

Attributes/Success Factors

 Strong leadership and motivational skills - able to effectively lead, motivate, develop and coach others towards the achievement of goals, understands leadership styles and their influence  Excellent communication skills – particularly oral and written - able to clearly express views in a variety of forums, adapt style to meet the needs of the audience and convince others to accept ideas/strategies  Excellent relationship management skills – able to establish, build and maintain effective working relationships  Good analytical and problem solving skills - able to analyse data and write reports based on this analysis with a strong ability to develop/articulate logical arguments – based on fact, information is sourced from a variety of sources, argument is backed by sound evidence  Strong project management skills – able to plan and organise work to meet competing deadlines, identify resources required, calculate risks/opportunities, track activities and provide progress reports  Client focussed – gives high priority to anticipating need and ensuring client satisfaction  Welcomes and values diversity, and contributes to an inclusive working environment where differences are acknowledged and respected

Other Requirements

 Willing to travel to fulfil job requirements

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