HR SYSTEMS OFFICER in Keele

This is an exciting opportunity to work in a supportive and collaborative environment and will be a key role within the People Team, combining operational HR with ownership of HR systems and data. The HR Systems Officer will be responsible for maintaining accurate people data, supporting the full employee lifecycle and leading the sourcing, implementation and embedding of a new HR Information System (HRIS). This will include managing the tender process, coordinating trials and testing, cleansing and migrating data, supporting system configuration and acting as the main point of contact throughout implementation and post-go-live.

About Caudwell Children: Caudwell Children aims to change people’s lives, change the way society perceives and treats disabled and autistic people and change the way that charities operate, through the provision of child-centred practical and emotional services, passionate campaigning and demonstrating best practice. We believe in a world where disabled and autistic children have the choice, opportunity, dignity and understanding they deserve and help us in our mission!

Our facilities provide a state‑of‑the‑art base within the grounds of Keele University, Staffordshire, with the option of informal homeworking arrangements (up to 2 days a week from home) after passing probation.

Main Duties:

• Manage HR administration across the full employee lifecycle, including starters, leavers, changes and contractual documentation.
• Prepare offer letters, contracts of employment and variation letters in line with legislation and charity policy.
• Conduct pre‑employment checks including references, DBS and right to work checks, ensuring safer recruitment standards are met.
• Maintain accurate records for sickness absence, annual leave and other types of leave.
• Support disciplinary, grievance and capability processes by preparing documentation and maintaining records.
• Assist with payroll preparation, ensuring timely and accurate data submission.
• Support pension auto‑enrolment processes and benefits administration.
• Maintain training, appraisal and compliance records, including DBS renewals.
• Act as a first point of contact for HR queries from managers and colleagues, providing clear and professional advice within remit.

HR Systems (HRIS) & Data Management:

• Lead the sourcing and selection of a new HR Information System, including supporting the development of requirements and specifications, managing the tender process in line with charity procurement procedures, and coordinating supplier demonstrations and trials.
• Lead the HRIS implementation, including data audit, cleansing and preparation for migration, system configuration, testing and user acceptance testing, liaising with system suppliers and internal stakeholders.
• Manage the migration of HR data, ensuring accuracy, GDPR compliance and data integrity.
• Develop and maintain HR reports and dashboards to support workforce planning, compliance and decision‑making.
• Produce system guidance and support materials and provide training to colleagues and managers as required.
• Act as system administrator post‑implementation, embedding the HRIS into business‑as‑usual processes.
• Provide regular project updates and reports to the Leadership Team.

Compliance, Safeguarding & Governance:

• Ensure all activity complies with employment legislation, GDPR, safeguarding requirements and internal policies.
• Maintain confidentiality and security of sensitive personal and organisational data at all times.
• Support ISO, CQC and other audit requirements by maintaining accurate and accessible records.
• Promote equality, diversity and inclusion in all practices and interactions.

General:

• Work collaboratively with colleagues to deliver an effective and customer‑focused HR service.
• Contribute to continuous improvement of HR processes and systems.
• Undertake training and professional development relevant to the role.
• Have an awareness of relevant health and safety regulations and legislation, being responsible for your own health and safety and that of anyone else whom your acts and omissions may affect.
• Demonstrate commitment to Caudwell Children’s mission, vision and values.
• On occasion and when necessary work flexible hours to meet the needs of the business.
• Willingness to travel on occasion in order to fulfil the needs of the post.
• Carry out other duties appropriate to the level of the post as required.

Person Specification:

Essential Criteria:

• GCSEs (or equivalent) in English and Maths.
• Demonstrable experience in an HR Officer, HR Assistant or similar role.
• Experience working with HRIS (off‑the‑shelf and/or bespoke systems) and managing HR data.
• Strong understanding of GDPR and data accuracy requirements.
• Excellent IT skills, including confidence working with databases and reporting tools and analytics.
• Highly organised with the ability to plan, prioritise and manage competing deadlines.
• Excellent written and verbal communication skills.
• High level of accuracy and attention to detail.
• A positive ‘can‑do’ attitude with a flexible approach to work.

Desirable Criteria:

• CIPD qualification and professional membership.
• Experience of implementing or significantly upgrading an HRIS.
• Experience working in the charity or third sector.
• Knowledge of safer recruitment and DBS processes.
• Experience of working in ISO or CQC regulated environments.

This Job Description is not exhaustive. The post holder may be required to carry out any other task as deemed appropriate for the level and responsibilities of the post.

Disclosure & Barring Service Checks: The Charity is committed to safeguarding children and young people and therefore adopts a safer recruitment approach through a robust recruitment and selection process. All posts within the Charity are subject to DBS checks, in line with the Rehabilitation of Offenders Act (1974). This role is eligible for a basic disclosure check.

Equal Opportunities: Caudwell Children is a Disability Confident employer committed to offering an interview to all applicants who meet the minimum criteria and declare they have a disability as defined in the Equality Act 2010. We are committed to creating a diverse environment and will not discriminate for any reason against any person because of their age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion and belief, sex or sexual orientation. We particularly encourage applications from people who identify as Black, Asian or from a Minority Ethnic background and other under‑represented groups.

Location: Keele, Staffordshire (informal homeworking arrangements available up to 40% of working week)

Salary: Up to £34,000 per annum depending on qualifications and experience

Hours: 37.5 hours per week