HR Systems Officer

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.

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 #jointhechange 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.

The post holder will also assist the wider team in providing maternity cover for the HR Administrator, ensuring continuity of HR operations and compliance with employment legislation, safeguarding requirements and internal policies.

• 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.

With input from the wider team:

• 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
  • 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.

• 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.

• 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.

• 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,…