People Systems Manager

Job overview

The Systems Manager is a key leadership role within the People Directorate's Data Quality and Systems team, responsible for the management, development and optimisation of ESR and other workforce systems that support people processes across the Trust. The role plays a critical part in ensuring workforce information is accurate, reliable and effectively used to support operational decision-making, workforce planning and establishment control.

The post holder will lead on ESR management, data quality improvement, systems optimisation and workforce data governance, ensuring systems and processes are efficient, compliant and aligned to organisational priorities. They will work closely with colleagues across People Services, Finance, Digital Services and operational teams to deliver improvements that enhance service delivery and strengthen workforce information.

We are looking for an experienced systems professional with strong ESR and workforce systems knowledge, excellent analytical and problem-solving skills, and the ability to translate complex technical issues into practical solutions. The successful candidate will be highly organised, customer-focused and skilled at building effective relationships with a wide range of stakeholders.

This is an exciting opportunity to shape the future of workforce systems and data management, supporting digital transformation, data quality improvement and the delivery of digitally enabled people services.

Main duties of the job

The Systems Manager will lead the management, development and optimisation of ESR and other People Directorate systems, ensuring workforce and establishment data is accurate, reliable and supports effective decision-making across the Trust. The post holder will act as the Trust's ESR subject matter expert, providing specialist advice, leading system improvements and ensuring workforce systems, interfaces and reporting processes are maintained effectively.

The role will lead improvements in data quality, data governance and system usage, working with stakeholders to identify issues, implement solutions and ensure workforce information supports reporting, workforce planning and establishment control. The post holder will also develop and improve processes, guidance and training to promote best practice and maximise system benefits.

Working closely with Finance, Recruitment, Digital Services and operational teams, the Systems Manager will support establishment control, workforce planning and digital transformation initiatives while ensuring services are delivered within agreed standards and timescales.

We are seeking an experienced leader with strong ESR and workforce systems knowledge, excellent analytical and problem-solving skills, and the ability to build effective relationships, improve processes and deliver high-quality customer-focused services

Detailed job description and main responsibilities

Systems and Data Management

The post holder will be responsible for the operational management and continued development of ESR and other People Directorate systems, including associated interfaces and reporting processes. They will ensure systems are maintained as accurate and reliable sources of workforce and establishment information, supporting employee processes, system processes and wider organisational reporting requirements.

They will act as the Trust’s ESR super-user, providing expert advice and guidance to colleagues, liaising with the central ESR team on fault resolution, and leading on relevant national and local ESR initiatives. The post holder will ensure that system access protocols are developed, communicated and followed, with regular audits undertaken to maintain appropriate access controls and data integrity.

The role will include responsibility for ensuring that system administration tasks, interfaces and reports are scheduled and completed as required. The post holder will proactively manage ESR data quality, work with stakeholders to identify areas for improvement, and develop plans to address data quality issues.

They will also ensure key system and business processes are mapped, flowcharted and supported by standard operating procedures. These processes must be clearly communicated and understood by users, with appropriate training, intranet guidance and support materials in place.

The post holder will support change management across workforce systems by ensuring robust communications are in place for system changes, user notices, enhancements and fault management. They will also work with system providers and internal stakeholders to scope data cleansing activity and support users in improving the quality of workforce data.

The role will also support automation and digital improvement activity, including leading on Robotic Process Automation for the People Directorate Operations team in partnership with People Directorate Operations Leads and the King’s ICT RPA team.

Establishment Control

The Systems Manager will be responsible for ensuring that changes to the Trust workforce establishment are processed accurately and within agreed service levels. They will ensure that establishment control processes are clearly understood and well communicated so that managers and submitters understand how the process works.

The post holder will maintain effective working relationships between the People Directorate and Finance, including supporting regular meetings to ensure ESR and the ledger are reconciled. They will work with Trust managers, Recruitment colleagues and wider People Directorate teams to improve establishment control processes and support improvements in recruitment times.

They will also contribute to the accuracy of workforce planning and analytical reporting by ensuring workforce data used across the Trust is accurate and up to date.

Information Systems, Data Quality and Reporting

The post holder will develop and oversee regular audits of data quality, working with colleagues across Workforce and the People Directorate to address issues and drive continuous improvement. They will identify opportunities to improve the use of workforce systems and ensure systems are being used effectively across the Directorate.

They will manage the ESR access control process, including the annual audit process, and provide cross-cover system administration support for systems not directly managed within Data Quality and Systems, such as Allocate and Trac.

The role will provide expert advice to the Trust on definitional and policy issues relating to workforce systems and establishment control. The post holder will support decision-making by providing insight into establishment control, workforce processes, system usage and audit requirements.

They will develop expertise in workforce systems reporting capabilities and ensure these are used effectively to support the Workforce Information strategy. They will also provide ad hoc analysis to managers and Workforce colleagues as required.

Management, Leadership and Service Improvement

The Systems Manager will lead the development of policies and procedures relating to information systems that capture workforce data. They will provide advice and training to Directorate and Trust staff using workforce systems, including topic-specific workshops and seminars to support new requirements.

They will lead on specifying system adaptations to respond to new operational requirements and maximise the benefits offered by workforce systems and processes. Working with other members of the management team, they will help develop innovative approaches to delivering transactional systems and make use of new technical developments where appropriate.

The post holder will be responsible for the day-to-day management of the systems team, including application of formal Trust policies where required. They will lead, coach and manage team performance, support appraisal and development, ensure statutory and mandatory training compliance, manage sickness absence, support recruitment activity and maintain team wellbeing.

The role will require strong collaborative working with colleagues across the team, including providing and receiving cross-cover for routine Workforce Information tasks.

Key Relationships

The post holder will work with a wide range of internal and external stakeholders. Internally, key relationships include Executive Directors, the Chief Nurse and Heads of Nursing, Trust managers, ICT teams, senior People Directorate colleagues, Medical Directors and clinical teams, People Directorate Business Partners, Finance, Information Governance, and Training and Development.

Externally, the post holder will liaise with organisations and partners including other hospital trusts, IBM and other software suppliers.

The post reports to the Head of People Systems, Data and Payroll and is accountable to the Associate Director of People Services, Digital and Transformation. The role has four direct reports and sits within the People Directorate’s Data Quality and Systems function.

Skills, Experience and Qualities Required

The successful candidate will need significant experience in IT, workforce or business information, with strong knowledge of ESR, workforce datasets, system administration, work structures, payroll and HR administration, self-service modules, data interfaces, user access and audit processes. Experience of workforce systems that interface with ESR, custom BI report writing, process documentation, workflow development, SOP creation and training materials is also required.

They will need excellent written and verbal communication skills, including the ability to explain complex system and workforce data issues clearly to a range of audiences. They must be numerate, analytical and able to interpret complex data into meaningful business intelligence. Strong presentation and training skills are also important, as the role involves communicating complex information to groups and supporting users across the Trust.

The role requires someone with excellent organisational skills, strong customer focus, experience of managing technical support, and the ability to meet deadlines where priorities may change. The successful candidate will also need excellent leadership skills, with the ability to motivate, engage and develop individuals and teams while maintaining high standards of service delivery.