HR Management Information Administrator

HR Management Information Administrator Location Edinburgh :

Details

Reference number

353497

Salary

£25,235 - £28,131 A Civil Service Pension with an average employer contribution of 27%

Job grade

Administrative Officer Band B

Contract type

Fixed term

Length of employment

9 months with the possibility of extension or permanency

Type of role

Human Resources

Working pattern

Full-time

Number of jobs available

1

Contents

Location

About the job

Benefits

Things you need to know

Apply and further information

Location

Edinburgh

About the job

Job summary

The Analytics and Management Information (MI) team sit within the Human Resources division at COPFS. Our team are responsible for accurately developing, maintaining and analysing reports that provide insights on staffing profiles and absence levels to business managers, financial business partners and senior leaders across the service. These reports form valuable data that the business will then use to inform important staffing decisions and implement changes across the service.

We also have the responsibility of managing COPFS' time management system ‘the Flexi System' which allows colleagues across the organisation to view and manage their own clock in times, annual leave and absence profiles. As the MI Administrator, you will assist with the queries received to ensure staff's timesheets are accurate and up-to-date, allowing them to have autonomy over their working week.

In our team, you will have the opportunity to develop and improve your analytical skills in this data focused role. You will work and contribute to large reports, learning how they can impact COPFS and the wider Civil Service. You will manage and maintain multiple spreadsheets, utilising Excel functions and formulas to structure your data clearly and work with multiple teams across the business to ensure staffing data is consistent.

You will report to the MI Officer, supporting them, the MI Manager and the Senior Analytics and MI Manager in their day-to-day managing of all reports, projects and mailboxes.

Our team is small but very supportive and you will always be encouraged to maximise your learning and personal development in your role. Your first few months will be a combination of online and face-to-face training as you get to grips with the day-to-day processes of our team and get comfortable within your role. Once trained, you should feel confident with the accuracy of your work, be able to spot anomalies and work to rectify them and suggest your own insights and reflections to the team.

General Responsibilities

• Provide administrative support to the HR Management Information and Analytics team.
• Assist with the management of the Flexi System.
• Take ownership of the team mailbox, working to resolve queries in a reasonable timescale and deliver excellent customer service.
• Produce MI staffing and absence reports using data extracted from our HR Systems and analysing in Excel.

Role Specific Responsibilities

• Assist with data entry and analysis on monthly reports, including regular staffing and absence reports and collaborate with colleagues across the business.
• Assist the team with the preparation and roll out of the annual Civil Service People Survey, a Civil Service wide engagement survey.
• Provide quality assurance of data, performing integrity checks, identifying anomalies and addressing them with the relevant teams.
• Investigate and resolve any raised issues with the Flexi system, escalating to your line manager as necessary.
• Use training given in our reporting software (Business Objects) to extract data from our HR System.
• Use office equipment to print staff passes and send to all new entrants.

Please note this is not an exhaustive list and other duties may be required as appropriate to the role.

Person specification

This role will suit you if have an interest in working with data entry and analysis. You should have an awareness of data quality and understand how it can be impactful. You may have worked in an analytical or MI capacity before, or have previous training in data analysis, having used Microsoft 365 analytical software. However, you should have a desire to learn and be consistent and meticulous with accuracy in all your work. You should have numeracy skills and enjoy working with spreadsheets and data.

Essential Criteria

Please note the competencies listed in this application pack form part of the essential criteria for this post. Candidates will also be expected to demonstrate:

• 5 National 5's at Grade A-C (including English) or equivalent demonstratable experience of general office work.
• Be data focused and have strong attention to detail in all tasks carried out.
• Proficiency in using Office 365, particularly Microsoft Word and Excel.
• Ability to use data and prepare information reports to meet a deadline.
• Good interpersonal and communication skills with the ability to explain information clearly to others.

Benefits

Alongside your salary of £25,235, Crown Office and Procurator Fiscal Service contributes £6,813 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

We offer an excellent range of benefits which include:

• 25 days paid holiday + 11.5 public and privilege holidays (rising to 30 days paid holiday after 4 years).
• Generous Civil Service Pension employer contribution, on average over 28.97% of your pay
• Flexible working hours and family friendly approach to work.
• Cycle to Work Scheme and Season Ticket Loans.
• Employee Wellbeing Support with Mental Health First Aiders and access to an Employee Assistance Programme.

Things you need to know

Selection process details

If you would be interested to learn more about this role, please see the attached application pack for further job details, salary information and assessment guidance. Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants. We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

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Contact point for applicants

Job contact :

Name : Caroline Martin Email :

Recruitment team

Email :