HRIS Project Lead

HRIS Project Lead

Our client is a Not-for-Profit, working directly with over 18,000 vulnerable children and their families each year, in 56 centers nationwide.

Our client helps children and their families to build resilience, to believe in their capacities and to live with hope and positive expectations of, and for, themselves and their lives.

Our client is commencing work on several business systems implementation projects.

• The first of these is a project to replace the existing HR system. A specification and selection requirement is being completed at present. This may result in replacement of payroll system to ensure inter-operability.
• A replacement system for the Learning and Development (L&D) function, which handles training for staff and external parties. Currently work in being completed with a current supplier of another system to design a specification for the L&D system which can be used to get quotes in the market. A later phase of this will include replacing the library customer management system.

This role:

The successful candidate will work with each of the functions as HRIS Project Lead, to support the implementation and subsequent handover of operational systems.

Remote working arrangement currently in place. The post-holder may be assigned to work in our National Office in Dublin and may be required in the future to work in other locations in the Dublin area in line with organisational needs.

This role is initially a fixed-term 2-year contract.

Job Purpose

• To lead out on the selection, project management and delivery of the in-scope business systems. Reporting to the Systems Project Manager and guiding the organisation through selection of appropriate solution(s), implementation, staff engagement and systems delivery and handover to business units.
• Contribute to the planning and allocation of resources, preparing budgets, monitoring progress, and keeping stakeholders informed throughout project lifecycle and handover of operational system(s).

Core Job Requirements - Initial

• Lead out on the gathering of requirements for the HRIS system, and Training & Development (T&D) system elements,
• Categorise those requirements in terms of priority (must-have, nice to have etc) and based on the urgency applicable to each requirement (from go-live, post go-live etc)
• Investigate the capacity of potential vendor(s) to meet the agreed requirements.
• Lead out on the preparation of formal tender documents to being to market.
• Score received tenders based on responses received, interacting with potential vendors to obtain any necessary clarifications.
• Make recommendations and obtain sign-off on the preferred vendor/solution.
• Prepare appropriate timelines for rolling out of the HRIS system (and T&D system elements)
• Manage the design and implementation of the systems with selected vendors, using project workshops and other project methodologies.
• Ensure sufficient resource availability to allow project schedule to be met and delivered on time.
• Perform ongoing risk management analysis and mitigating actions to reduce project risks
• Ensure data is cleaned, tested and sense-checked, and then to complete the migration of approved data to new system(s) where required.
• Deliver system within agreed scope, budget and deadlines.
• Contribute to technical solutions to challenges as they arise, and to assess credibility and viability of technical solutions proposed in a business context.
• To escalate risks and issues as appropriate to the project sponsors and management recommend and lead on remedial action as required.
• To manage all issues arising (and issue logs) and work with the vendor to resolve all issues.
• Work with our Clients IT team to ensure systems security, interoperability on platforms and integration with other systems.
• Technical Management: ensuring the new system is set up correctly, analysing and integrating with relevant systems.
• Lead out on the processes and best practice in the implementation and handover of the systems and training of users
• Manage the relationships with current and new providers
• Reporting to steering group/ line manager / Board committees on system progress.
• To set up, lead, present and manage project meetings.
• Liaising with external providers to ensure co-ordinated activities are to required standards.
• To put in place and to track key project metrics, issues, risks, changes and to produce monthly status reports.
• Ensure backup process are in place and tested prior to handover.
• Work with Data Protection Executive to ensure GDPR requirements meet including DPIA and ROPA.
• Ensure (self-service) reports are setup to meet user and management requirements including reporting by exception.
• Create and maintain comprehensive project and training documentation.

Requirements:

• To participate in regular supervision with your line manager.
• To actively participate in team and staff meetings and service reviews/ evaluations and to contribute to the development of policy and practice with your area of work and within the company as a whole.
• To report any area of concern to your line manager in a timely manner
• To show reasonable flexibility in relation to hours of attendance to meet the needs of the work. Work during unsocial hours may be required.
• Have a flexible approach to the work in response to organisational change, development and review of best practice.
• Participate in and engage with a performance management programme.
• Identify training needs with your line manager and participate in training opportunities appropriate to the role.
• To be vigilant to any Health, Safety and Welfare risks in the workplace and bring any concerns to the attention of your line manager or local Health & Safety Officer.
• To be vigilant to any concerns regarding the protection and welfare of children and to bring them to the attention of the Designated Person in a timely manner, in keeping with Child Protection policies.
• To participate in the efficient flow of information within the organisation by sharing and seeking information as appropriate.
• To undertake other duties as may be requested by the line manager from time to time
• To undertake your work in a manner that is friendly, flexible and informal.

Note: this job description will be reviewed and updated in line with the needs of the work.

The Person:

• Strong analytical skills with the ability to collect, organise, analyse and disseminate significant amounts of information with attention to detail and accuracy.
• Adept at queries, report writing and presentation of findings.
• Strong communication and interpersonal skills combined with sound judgment are required to facilitate working with a wide range of individuals and groups.
• Fluent written and oral English.
• Self-starter with high motivation and the ability to work flexibly on own initiative and as part of a team to achieve goals within agreed timeframes.
• Ability to analyse data and glean meaningful insight from reports.
• Demonstrated strong intellectual, analytical and thinking skills.

Knowledge & Expertise:

• A minimum of 3 years experience in a comparable role.
• Minimum of 3 years experience of database management.
• Experience working with third party providers.
• Experience of reviewing and implementing processes and procedures.
• Experience of demonstrating systems to staff and supporting their use of our systems.
• Ability to work on own initiative and under pressure to meet deadlines
• Ability to manage change processes.
• Flexibility and adaptability is essential for this post.
• Ability to solve problems, with a creative and solutions-oriented approach to challenging problems
• Ability to plan, organise, monitor and control projects, ensuring efficient utilisation of resources to achieve project objectives.

Skills and Abilities:

• Ability to manage competing demands and prioritise effectively.
• Proven organisational capability and high levels of personal effectiveness. The person is expected to handle a varied and diverse workload to meet deadlines while ensuring accuracy, timeliness and attention to detail.
• Excellent presentation skills.
• Knowledge of and experience with reporting packages such as Excel, Microsoft Power BI, and databases such as Dynamics and SQL Server, together with the principles of good data management.
• Ability to influence others at senior level, manage difference and negotiate effectively.
• Understanding of the interdependency of the different functions across the organisation and the necessity for collaboration across functions.

Desirable:

Knowledge and experience of the requirements of the Not-for-Profit sector.