HR Services Manager

In the Crick's Hr Delivery Team.

Part of Crick Operations.

Deadline for applications has passed.

Key information

Job reference
Competitive with benefits, subject to skills and experience.
Applications closed
03 August 2021, 00:00 BST
Hours per week
36 (full time)
Posted 22 July 2021

HR Services Manager

Human Resources

Reports to: HR Director Operations

Closing date: 2nd August 2021

Direct Reports: 4/5

This is a full-time, permanent position on Crick Terms and Conditions of Employment.

The HR Services Manager plays a key role to deliver an excellent HR service in a fast-paced environment for all staff and collaborators at the Crick. The post holder will manage effective communication and integration between the HR Services team and other functions, in particular the HR Advisory team in order to execute our people initiatives, providing great internal support and process improvement.

The HR Services Manager will also ensure the Crick talent acquisition process is fit for purpose, attracting and engaging the right people at the right time. Managing the team delivering the entire life cycle of HR transactional services whilst driving continuous improvement, streamlining and ensuring cost effectiveness.

Specific objectives will include, but not be limited to:

  • Lead and manage a team of two Senior HR Coordinators and two/three HR Coordinators ensuring:
  • All advice and support provided is compliant and in line with employment legislation, internal policies and procedures
  • Effective management of the day-to-day operations of the people admin function including on-boarding, people changes, off boarding and enquiries
  • Regular evaluation of Coordinators training needs/performance
  • Data processing and correspondence is accurate and output is of a consistent high quality;
  • The team have the knowledge and skills to develop and deliver a strong customer service to the institute
  • Manage and develop the HR Services team by undertaking regular 121’s, agreeing SMART objectives, carrying out performance development reviews and seeking out opportunities to allow the team to enhance and grow their HR capability. Continuously using insight and feedback from the Senior HR Coordinators to support these conversations
  • Create and maintain a development plan for the Senior HR Coordinators to enable the post-holders to support the HR Services team on a day-to-day basis
  • Evaluate the service on a regular basis by seeking feedback from users, analysing results using management information and making recommendations for further service improvement to drive an excellent performance framework
  • Be a trusted subject matter expert for all immigration queries and managing the end-to-end process, including monitoring of visa expiry dates, initiating new visa applications with our immigration advisors, applying for certificate of sponsorships for visa extensions and attending frequent external immigration forum meetings
  • Robust account management of third-party partners e.g. security screening provider, recruitment agencies and immigration lawyers
  • Ensure personnel records are retained or archived as required, and being responsible for data protection of people records and maintaining integrity of the global people data in line with GDPR
  • Act as an escalation point of contact for urgent and complex HR queries
  • Lead the development, implementation and improvement of HR processes and services across the function, ensuring that services are meeting the needs of users. Partner within HR and other admin services to ensure appropriate Service Level Agreements are in place and delivered against, maintaining compliance and driving a culture of continuous improvement
  • Deliver training and coaching on areas of specialist knowledge and expertise to other team members as appropriate
  • Manage the recruitment life cycle, to ensure relevant contractual agreements have been issued and returned. This will include liaising with the in-house Legal team to jointly produce relevant contracts/collaboration agreements with partner universities
  • Create a strong and connected relationship with the HR Advisory team through improved ways of working across the areas where we share accountability and delivery
  • Support with the Crick’s Covid-19 track and trace process and overseeing the sending out of test kits to new starters and those that have tested positive
  • Provide guidance on operational and policy matters to team members and colleagues within HR and the wider institute
  • Contribute to and, where relevant, manage projects and bespoke pieces of work instructed by the HR Director Operations
  • Check and approve monthly payroll transactions processed by the HR Services team

New system implementation: Workday

Workday is integral to our way of working within the Crick and includes HR, finance and IT admin and cross-functional integration. This role is to:

  • Develop an understanding of Workday to ensure the maintenance of good quality data in line with agreed data structures and configurations, and to ensure efficient, auditable processes within the team
  • Ensure that administration areas such as recruitment, new starters, leaver and employee changes in Workday are administered in accordance with the standard operating procedures (SOPs)
  • Ensure employee electronic personnel files are managed in line with SOPs
  • Contribute to the on-going improvement and optimisation of Workday processes, working collaboratively with the relevant colleagues, encouraging the HR Services team to make suggestions for improvement
  • Ensure the maintenance of key SOPs to support the team’s functioning  
  • Report any concerns relating to security access, data quality or process to the systems manager
  • Develop an understanding of reporting capability in Workday to support HR Services as well as end users  
  • Be an ambassador for Workday supporting its use and development

Person Specification

The post holder should embody and demonstrate Crick’s core values: Bold, Imaginative, Open, Dynamic and Collegial and abide by its Code of Conduct in addition to the following:

Key Skills and Behaviours

  • Strong people management and leadership;
  • Resilient and adaptable
  • Ability to effectively plan, set priorities, and manage several complex projects simultaneously
  • Strong communication and stakeholder management skills, with the ability to engage with diverse teams, both culturally and geographically
  • Tact and discretion particularly when dealing with confidential information
  • Combined skills and experience in hands-on HR service delivery and HR process improvement
  • Strategic planning and decision-making

Key Technical Knowledge and Experience

  • Up to date knowledge of employment legislation, relevant regulations and policy. Detailed knowledge of UKVI and data protection legislation and regulations
  • Solid understanding of HR systems and ability to engage with technical specialists and partner with them as a functional expert
  • Working knowledge of GDPR (data retention) and IR35
  • Proven experience of applying and advising on HR policies and procedures
  • Experience of working in a medium sized complex, multi-disciplinary organisation as part of a team
  • Experience in the design and implementation of administrative processes, procedures and systems
  • Good working knowledge of Microsoft Office, Outlook and HR systems