Talent Systems Specialist

The Talent System Specialist will assume ownership for all Talent team systems, including but not limited to iCIMS, Workvivo and the new Learning Management System. Currently, these systems are the responsibility of non-technical team members and as user populations grow and we become an increasingly sophisticated and data-driven HR team, the need for a dedicated systems specialist is becoming greater. The role combines work already being undertaken by existing team members with tasks not currently being worked, including introducing talent analytics that will give greater and more timely visibility and direction to HR teams, and business managers and leaders. By centralising talent system ownership under a specialist, this position will optimise platform performance, governance, and integration while releasing capacity across People Communications, Talent Acquisition, and Learning and Development. This shift will enable those functions to focus on delivering high-impact initiatives that directly support organisational priorities and growth. The Talent Systems Specialist reports to the Talent Director and is a hybrid role, working two-to-three days per week at Vista's London, Mayfair office and the rest of the week from home.

Responsibilities

• Own the administration, optimisation and continuous improvement of Vista’s Talent systems, including iCIMS, Workvivo, and our Learning Management System.
• Ensure data accuracy, integrity, and security within databases, ensuring compliance with data governance policies (including GDPR, CCPA, etc.).
• Understand user needs to configure, update and test system settings, user roles, permissions and workflows.
• Lead talent system implementations, integrations, and support wider-HR and company implementations and integrate with Talent’s systems.
• Provide first-line support through troubleshooting and resolving system issues and user access problems.
• Act as the liaison between Talent / HR, Vista Tech, and system vendors to resolve technical and functional issues.
• Create, deliver and maintain user training materials for all owned systems and standard operating procedures.
• Design, automate, and maintain dashboards, reports, and analytics to support data-driven decision making.
• Perform regular reporting audits to ensure data accuracy and users are following system procedures.
• Manage customized fields and templates.
• Partner with the Talent teams (Talent Acquisition, Learning and Development, and People Communications) to deliver initiatives with analytics and dashboards.
• Support the Talent teams’ and wider HR teams’ projects including automation of cross-functional workflows, data integrity and analytics-led decision-making.
• Collaborate with the HR Systems Team to ensure alignment, scalability and integration across platforms.

Required Skills, Qualifications, and Experience

• Proven experience administering HR or Talent systems (ideally including iCIMS, Workvivo, or a comparable technology stack), with strong capability in configuring and maintaining system settings, workflows, roles, and permissions.
• Demonstrated experience with system implementations, integrations, and upgrades, including participation in project management activities such as testing, documentation, and stakeholder coordination.
• Strong data management and reporting skills, including the ability to design, run, and automate reports or dashboards to deliver insights on HR metrics (e.g., time-to-hire, turnover, engagement, training completion).
• Advanced Excel skills and familiarity with reporting or business intelligence platforms (e.g., Power BI, Tableau) is desirable.
• Knowledge of data security and privacy regulations (e.g., GDPR, CCPA) and experience managing user access, permissions, and compliance.
• Strong analytical and problem-solving capability, with the ability to identify system or data issues and implement scalable solutions.
• Excellent communication and stakeholder management skills, with a customer service mindset and the ability to translate technical concepts into user-friendly language.
• Experience creating and delivering user guides, SOPs, and system training materials to ensure consistent system use and data integrity.
• Working knowledge of system configuration concepts such as APIs, integrations, or basic HTML for editing templates or system configurations is preferred.