The Planet Group
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HR Systems Lead (Workday)
The National Archives, The National Archives, Kew, Richmond, Surrey Surrey, Greater London TW9 4DU GB
Posted: 02/13/2025
2025-02-13
2025-03-17
Employment Type:
Direct Hire/Perm
Job Category: Workday
Job Number: 629064
Country: United Kingdom
Is job remote?: No
Job Description
The postholder will be the lead for all HR elements of the Workday system, leading on the development of the National Archives Human Capital Management system to meet users’ needs across the whole organisation and enable the delivery of the People, Inclusion and Change strategy and the wider long term objectives of The National Archives.
Key responsibilities will include the oversight and co-ordination of system support and the development and delivery of a prioritised, strategic development pipeline to realise the full benefits from the system. The role will act as the HR Workday lead and expert for the whole organisation, ensuring that the system works as designed, and that the design of the system is optimised and fit for purpose, allowing the organisation to function effectively. They will upskill and mentor Workday Leads within the People, Inclusion and Change directorate and build organisational capability in the usage of the system.
The role will work collaboratively with colleagues in Finance, IT and other teams as well as with external stakeholders including other government departments and external suppliers, including Workday, Kainos and CGI.
This role is key in ensuring the robustness and effectiveness of people-related management information and the analysis of this data to drive strategic decision-making. The role will lead on all elements of HR reporting, working with stakeholders across the organisation to understand financial reporting requirements and deliver reporting that supports effective strategic HR partnering. They will be responsible for statutory reporting and the submission of people-related reports to other government departments, DCMS and Cabinet office. Role and Responsibilities HR System management and development
Collaborating, Partnering and Capability building
Reporting and Data Analysis
Key responsibilities will include the oversight and co-ordination of system support and the development and delivery of a prioritised, strategic development pipeline to realise the full benefits from the system. The role will act as the HR Workday lead and expert for the whole organisation, ensuring that the system works as designed, and that the design of the system is optimised and fit for purpose, allowing the organisation to function effectively. They will upskill and mentor Workday Leads within the People, Inclusion and Change directorate and build organisational capability in the usage of the system.
The role will work collaboratively with colleagues in Finance, IT and other teams as well as with external stakeholders including other government departments and external suppliers, including Workday, Kainos and CGI.
This role is key in ensuring the robustness and effectiveness of people-related management information and the analysis of this data to drive strategic decision-making. The role will lead on all elements of HR reporting, working with stakeholders across the organisation to understand financial reporting requirements and deliver reporting that supports effective strategic HR partnering. They will be responsible for statutory reporting and the submission of people-related reports to other government departments, DCMS and Cabinet office. Role and Responsibilities HR System management and development
- As organisational lead for the Human Capital Management (HCM) elements of the Workday system, be responsible for the successful day to day running of the system, ensuring it continues to operate efficiently and effectively to meet longer term business needs.
- Define and own the people-related elements of the system development pipeline, translating aims and diverse needs of end users into clear and manageable plans, managing expectations and determining resource requirements to support operational service design. Collaborate closely with Finance and IT systems leads on the creation and monitoring of the development pipeline.
- Ensure that all Workday HR processes are documented via process maps and/or procedural notes to ensure users can be appropriately trained and supported, and to facilitate change control for process changes.
- Responsible for ensuring the security of HR data in the system working with the IT team to ensure processes are in place to allocate security roles appropriately and ensure regular review.
- Ensure that HR data complies to GDPR (General Data Protection Regulation) standards
- Lead the HCM elements of the biannual releases through close working with the IT Workday Principal and Finance Systems Lead, ensuring alignment with Workday’s technical roadmap. Lead planning, testing and implementation of HCM required features and prioritised optional features which will affect system usage by all staff.
- Manage systems resources across the People, Inclusion and Change directorate, allocating responsibilities to the respective Workday Leads in each department in line with the organisational requirements as defined in the HCM development pipeline.
- Make use of the resources available through the Workday Community including staying current on new functionality, building external networks and sharing resources with colleagues as appropriate (e.g. training.)
- Lead any people-related systems projects as necessary, working effectively with key stakeholders to deliver successful outcomes.
Collaborating, Partnering and Capability building
- Work with key external stakeholders such as Workday and external technical support to ensure HCM systems issues are resolved and support pipeline development and implementation.
- Manage and resolve system queries from end users, seeking and acting on user feedback, escalating as appropriate, working with HR colleagues to deliver an aligned, customer-focused service. As the HCM contact for Workday Champions, Chair regular Champions meetings and ensure that their role is understood by wider staff and operates effectively to drive engagement.
- Oversee the development of guides to key system processes for staff and maintain these on the intranet, collaborating with Internal Communications and Engagement to deliver continuing engagement with staff and ensure their understanding of system enhancements as these are introduced.
- Take supervisory responsibility for the Workday Leads in Learning, Talent Acquisition and HR Operations, allocating and monitoring systems tasks. Be the organisational subject matter expert, coaching and supporting wider People, Inclusion and Change colleagues in the use of the system and delivering training for end users and PIC teams as required.
- Engage with stakeholders across the organisation to understand system requirements and develop functionality. Lead in identifying and implementing enhancements based on internal stakeholder feedback, incorporating enhancements into the wider development pipeline which have an impact on all areas of the organisation.
- As HCM Lead for the Workday Operational Group, ensure that People, Inclusion and Change priorities and requirements are recognised and reflected in wider organisational systems activity.
Reporting and Data Analysis
- Define, create and produce regular reporting on key HR metrics in a user-friendly format, including provision of HR dashboards, to enable strategic HR Business Partnering and inform senior management decisions.
- Understand the needs of senior stakeholders including the TNA Senior Leadership Team, Directors, the NAO and Non- Executive Directors and ensure these are reflected in TNA’s Human Capital management reporting.
- Provide high quality data insight, analysis and advice, identifying trends to support evidence-based decision making and risk management, including around strategic workforce planning.
- Be responsible for the timely submission of statutory reporting including Gender Pay Gap reports. Submit all HR data returns in a timely manner, including ad hoc short notice requests and regular mandatory returns, liaising with internal and external stakeholders (e.g. other Government departments, auditors) as necessary.
- Continually seek ways to improve accuracy, processes, insight and interpretation of data.
- Normal office environment
- Display Screen Equipment user
- Workday product expert with demonstrable significant knowledge and experience of configuring and optimising Workday HCM modules to meet business requirements, with a degree in Information Technology or equivalent experience.
- Strong analytical and numerate skills, with the ability to use excellent attention to detail and accuracy to interpret complex data.
- Strong all-round IT skills including the use of HR systems, database input, data manipulation and reporting analysis to support organisational decision-making.
- Experience of creating dashboards and management information reporting.
- Ability to adapt communication style and communicate technical information effectively to non-technical audiences, presenting data in an engaging and meaningful way.
- Knowledge of the employee lifecycle and related HR functions, and the role of the HR system in developing the HR service
- Ability to manage multiple competing requirements, using excellent time management skills to manage expectations and deliver to deadlines and targets as required.
- Able to apply judgement, creativity, and flexibility to generate new and innovative ideas and approaches and to solve complex problems.
- A combination of onsite and home working is available and applicants should be able to regularly travel to our Kew site.
- Must be prepared to travel to other Government departments as required.