The HR Systems Officer role is focused on providing effective, responsive day-to-day support for HR systems, ensuring users receive timely and accurate assistance. The postholder is responsible for managing the systems inbox and responding to routine queries, carrying out basic system administration and maintenance activities, and supporting the smooth running of core HR systems. This includes maintaining up-to-date system documentation and desk instructions so that processes are clear, consistent and easy to follow.
The role also supports wider accessibility and confidence in HR systems by providing assistance with MS Forms, undertaking basic administration of HR intranet and internet pages, and ensuring information remains accurate and current. The postholder contributes to system development and stability by supporting system testing activities, helping to identify issues and ensure changes work as intended before implementation. Through these activities, the role plays a key part in maintaining reliable HR systems that underpin effective People Services delivery.
Core Responsibilities
- Manage shared mailboxes and routine queries, escalating issues where appropriate.
- Basic system admin maintenance/changes.
- Support system testing.
- Maintain system documentation / desk instructions.
- Provide support for MS Forms, making basic changes to forms as needed or setting up simple forms, and working with ICT for more complex issues and workflows.
- Basic administration of HR intranet and internet pages, adding or amending pages as needed, including maintenance of the policy hub.
Service quality and teamwork
- Deliver a responsive, courteous service to colleagues and external providers.
- Work collaboratively within the team, supporting shared goals and priorities.
- Identify issues or errors early and highlight them to the HR Systems Manager.
Job Specific skills and Competencies
This section states which skills and experience are deemed to be essential for this role, and also which are considered desirable.
Job Specific criteria
- Strong administrative and organisational skills.
- High attention to detail and accuracy.
- Ability to effectively manage a varied and often reactive workload, prioritising tasks to meet changing day‑to‑day demands.
- Confidence using digital tools and systems.
- Ability to use initiative and problem‑solving skills to resolve routine queries and issues.
The following qualities are not essential for this particular post but have been deemed as desirable. These will only be taken into account in the event of two (or more) candidates acquiring the same score at either application or interview stage.
- Experience supporting HR or systems teams.
- Experience working with HR systems.
