Workforce Planning Analyst

Durham University

OUR CHARACTERISTICS: We are a globally outstanding centre of teaching and research excellence, a collegiate community of extraordinary people, in a unique and historic setting.

OUR VALUES:We are inspiring, challenging, innovative, responsible and enabling.

Durham University is one of the world’s top universities with strengths across the Arts and Humanities, Sciences and Social Sciences. We are home to some of the most talented scholars and researchers from around the world who are tackling global issues and making a difference to people’s lives.

The University sits in a beautiful historic city where it shares ownership of a UNESCO World Heritage Site with Durham Cathedral, the greatest Romanesque building in Western Europe. A collegiate University, Durham recruits outstanding students from across the world and offers an unmatched wider student experience.

Durham University seeks to promote and maintain an inclusive and supportive environment for work and study that assists all members of our University community to reach their full potential. Diversity brings strength and we welcome applications from across the international, national and regional communities that we work with and serve.

It is expected that all staff within the University:

• Contribute to our learning culture by engaging in mentoring, training and coaching.
• Positively contribute to fostering a collegial environment; as well as demonstrating commitment to equality, diversity and inclusion.
• Have due regard to Health and Safety requirements appropriate to grade and role.

Family key attributes

Roles in this family provide a comprehensive service and deliver the efficient administration and governance of the University.

Overall family purpose

• Deliver direct and indirect services to stakeholders.
• Provide advice and answer queries as part of an enquiry-desk/help-desk function.
• Respond to and manage requests for information and resources.
• Deliver services to meet regulatory requirements and procedures.
• Plan and deliver a joined-up approach to University business and people services.
• Align business processes and services to meet operational and strategic policy objectives.
• Deliver business processes to ensure effective management, governance and the economic viability of the University.
• Encourage, collaborate and participate in the development of productive cross-institution relationships and working.
• Provide excellent professional services that meet strategic and operational goals and business needs.
• Carry out monitoring, analysis, development and planning to design new services and service updates for continuous improvement whilst meeting changes in regulations.
• Engage with specialist professionals, consultants, and suppliers to exchange knowledge and facilitate partnership working.
• Work collaboratively and network across the University with staff in other families to ensure a smooth, timely and high-quality delivery of service.
• Align and deliver programmes and activities to meet operational and strategic objectives to enhance the stakeholder experience.
• Engage and encourage participation with external professionals, schools, alumni and donors.

Link to key strategic plan

• An economically sustainable approach to delivering Professional Services across the University;
• A joined-up approach to University professional services, regardless of location or line management;
• A culture and practice of continuous improvement;
• Design services that meet business need;
• A stakeholder-focused orientation, offering satisfying careers to all staff;
• Support and facilitate programmes that offer intellectual challenge, cohesiveness and a strong sense of progression;
• Ensure that an increasingly diverse workforce is treated equally, fairly and with respect, and that all staff are demonstrably valued and actively engaged.

The Department and role purpose:

People are the most important asset of Durham University and our HR Department is pivotal in ensuring that we attract, recruit, develop, reward and retain the very best talent from across the world into our University community. Building on our bold and ambitious University Strategy, a key role of HR is to secure the University’s strategic aim, ‘to be a world leading employer’ by ensuring that our staff can reach their full potential. The HR Department plays a lead role in creating a working environment for our staff (and potential staff) which is supportive, stimulating and informative which provides for creative and innovative employment practices and opportunities. Our aim is to make sure that Durham University is a great place to work.

OUR GOALS

We will:

• Oversee a workforce which can effectively and efficiently deliver the University Strategy;
• Attract, retain and reward the very best talent for every role in the University;
• Develop colleagues at every level to ensure that staff are supported to realise their potential and understand their contribution to the University’s goals;
• Make sure that the University has an increasingly diverse workforce and that all staff are demonstrably valued, engaged and treated equally and fairly; and
• Promote the well-being of all of our workforce.

The purpose of this role is to produce accurate and timely workforce information reports to support the business planning process, workforce planning activities and statutory returns across the University. The post holder will support and improve the quality of workforce information with the maintenance, administration and security of data held on the computerised HR/Payroll system.

Core responsibilities:

• Act as more knowledgeable team member without responsibility for team members.
• Plan and organise own workload with or without involvement with project work streams.
• Resolve queries and requests for information and advice and escalate more specialist and complex queries or issues to more experienced team members.
• Respond to stakeholder needs to deliver and shape an excellent stakeholder experience.
• Apply theory and practice, from academic and professional development and previous knowledge within a service team.
• Contribute to collaborative decision making within the team with service provision to deliver an excellent stakeholder experience in accordance with policy and procedures.
• Work collaboratively across the organisation and/or externally with colleagues and stakeholders to deliver a service.
• Provide guidance and advice to resolve problems and queries for a broad range of service users.
• Collaborate with team members to implement service alterations.
• Organise and schedule resources, activities and events.
• Identify priorities and monitor processes and activities to ensure success.
• Provide more in-depth independent research and analysis activities within the role.
• Analyse work activities to ensure the effective and efficient use of capital and consumable equipment and resources.
• Provide demonstrations and instruction to others outside the team.
• Support the capture of business requirements from users and work with colleagues to translate these into recommendations for future service provision.
• Liaise with contacts and participate in networks and communities internally and possibly externally to build links to pass on information for effective working.
• Advise others and make recommendations into work processes and procedures for consideration by senior management to improve services.

Role responsibilities:

• Deliver support services to ensure the effective and efficient running of business processes and systems.
• Collaborate with colleagues across professional and administrative areas to ensure seamless service provision.
• Provide training to team members and colleagues across the University on the day to day operation of the HR/Payroll system and other relevant information systems.
• Monitor data accuracy checks to identify anomalies and ensure the integrity of data and information.
• Update data and information on systems and media for recording, storing, communicating and informing service users and team members.
• Work with internal and external partners to deliver cross-functional services and activities.
• Analyse data and statistics via the provision of reports and promote understanding of data to higher level decision makers.
• Contribute to developing, maintaining and improving workforce information processes and procedures within own area of working, ensuring that systems are used to their optimum ability and effectiveness.
• Prepare and present analysis, reports and recommendations on HR data for consideration by management where required, tailoring technical information accordingly.
• Create reports using the HR/Payroll system in order to provide data to colleagues across the university.
• Support with the provision of data to the University’s departmental and institutional Athena Swan submissions
• Develop an understanding of Microsoft Office 365 products such as Forms, SharePoint and Power BI in order streamline processes within HR.
• Ensure the University is complying with statutory requirements for monitoring purposes, including HESA and Gender Pay Gap and Equal Pay Reporting, and provision of benchmarking data to various external organisations.
• Interrogate the HR/Payroll system to establish the relevant data to be able to support FOI requests and the production of quarterly and annual reports for Council and UEC.
• Continually develop improved reporting methodology for the production of management information reports, including key data.
• Any other reasonable duties.

Working Arrangements

At Durham we recognise that our staff and students are our greatest asset and we want to support the health and wellbeing of all. Hybrid working supports this ethos and provides many benefits to our colleagues, including empowering people, where their role allows, to work in a manner which is more suitable for them, whilst encouraging our commitment to environmental sustainability.

Depending on the needs of the business and the job role, Durham University is piloting hybrid working for all Professional Services colleagues in the academic year 2021/2022, which may include the opportunity to work both on and off campus and to flex working hours. If appointed to the post, your line-manager will discuss the specific arrangements with you. Any hybrid arrangements are non-contractual and may change within the pilot and when the pilot ends.

Reward and Benefits

To support the delivery of the University’s People Strategy to attract, retain and reward the very best, we offer a fantastic range of rewards and benefits to our staff, including:

• 27 days annual leave, plus 4 customary days and 8 bank holidays (pro-rata for part time) and the option to purchase additional leave;
• Automatic enrolment into a pension scheme;
• Corporate and local discounts;
• Wellbeing resources and discounted health benefits;
• Health discounts on sports and activities at Maiden Castle Health and Activity Centre;
• Reward and Recognition Schemes;
• Personal and career development;
• And SO much more, with further information availablehere

Recruiting to this post

In order to be considered for interview, candidates must evidence each of the essential criteria required for the role in the person specification. In some cases, the recruiting panel may also consider the desirable criteria, so we recommend you evidence all criteria in your application.

Please note that some criteria will only be considered at interview stage.

How to apply

We prefer to receive applications online.

Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement https://www.dur.ac.uk/ig/dp/privacy/pnjobapplicants/ which provides information on the collation, storing and use of data.

Information if you have a disability

The University welcomes applications from disabled people. We are committed to ensuring fair treatment throughout the recruitment process. We will make adjustments to support the interview process wherever it is reasonable to do so and, where successful, adjustments will be made to support people within their role.

If you are unable to complete your application via our recruitment system, please get in touch with us on e.recruitment@durham.ac.uk.

What you are required to submit

1. A CV;

2. A covering letter which details your experience, strengths and potential in the requirements set out in the essential and desirable criteria;

3. Completion of the application questions and a Word document, with examples of how you satisfy the Realising Your Potential Approach criteria. Please ensure you give detailed examples of how you meet these criteria if requested. ase ensure you give detailed examples of how you meet these criteria if requested.

Please ensure that you submit all documentation listed above or your application cannot proceed to the next stage.

Contact details

For further information regarding this post, please contact Neil Dawson email neil.dawson@durham.ac.uk

Contact information for technical difficulties when submitting your application

If you encounter technical difficulties when using the online application form, we prefer you send enquiries by email. Please send your name along with a brief description of the problem you’re experiencing to e.recruitment@durham.ac.uk

We will notify you on the status of your application at various points throughout the selection process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails.

At Durham University, our aim is to create an open and inclusive environment where everyone can reach their full potential and believe our staff should reflect the diversity of the global community in which we work. We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities.

As a University we foster a collegiate community of extraordinary people aligned to the University’svalues. Equality, Diversity, and Inclusion (EDI) are a key part of the University’s Strategy and a central part of everything we do. At Durham we actively work towards providing an environment where our staff and students can study, work and live in a community which is supportive and inclusive, and in doing so, recruit the world’s best candidates from all backgrounds and identities. It’s important to us that all of our colleagues are aligned to both our values and commitment to EDI.

Person specification - skills, knowledge, qualifications and experience required

Essential Criteria

Desirable Criteria

• Understanding of Data Protection and Freedom of Information.
• HR related professional qualification.
• A comprehensive knowledge and understanding of a HR/Payroll system.
• Experience of Microsoft Power BI or other data visualisation tools
• Knowledge and understanding of Office 365 products including Forms, SharePoint and Power Automate.

Realising Your Potential Approach

The Realising Your Potential Approach clarifies the behaviours expected to be demonstrated by all staff across Professional Services in the University regardless of their role. Along with the core responsibilities, role responsibilities and the person specification, the Realising Your Potential Approach behavioural indicators are used to inform the recruitment and selection process. Further information on the Realising Your Potential Approach is available here.

Please provide a written statement as part of your application explaining how you meet the RYPA criteria below;

Working Together:Working co-operatively with others in order to achieve objectives. Applying a wide range of interpersonal skills.

• Working across boundaries to develop relationships with other teams

Finding Solutions: Taking a holistic view and working enthusiastically and with creativity to analyse problems and develop innovative and workable solutions. Identifying opportunities for innovation.

• Being open to and applying good practice and fresh ideas from inside and outside the University

Providing Excellent Student Services and Professional Support: Providing the best quality service to all our students, customers and stakeholders. Building genuine and long-term relationships through everyday interactions in order to drive up service standards and to enhance their experience.

• Establishing challenging standards to develop services and advance the reputation of the University

Using Resources Effectively: Making effective use of available resources including people, information, networks and budgets. Being aware of the financial and commercial aspects of the University.

• Identifying ways in which resources can be used flexibly and imaginatively for the benefit of the whole University within agreed limits