Job r description - WaterAid · • Induct and train all members of the People Team using PeoplePlace. This includes its capabilities, and systems updates as well as their role and

47-49 Durham St, Vauxhall, London SE11 5JD

Full Time

Grade 3

Job description Global PeoplePlace System Administrator

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WaterAid is an international not-for-profit, determined to make clean water, decent toilets and good hygiene normal for everyone, everywhere within a generation.

Who we are

Since we started in 1981, we’ve remained resolutely focused on tackling these three essentials that transform people’s lives. Without all three, people can’t live dignified, healthy lives. With all three, they can unlock their potential, break free from poverty, and change their lives for good. Children grow up healthy and strong, women and men get to earn a living, whole communities start to thrive. It sounds normal and it should be. We’re committed to changing normal forever—are you?

Team description WaterAid's vision is of a world where everyone has access to safe water and sanitation, with a mission to overcome poverty by enabling the world’s poorest people to gain access to safe water, sanitation and hygiene education.

We employ almost 1,000 people to help us achieve this vision. Approximately 300 are based in the UK with others based in 33 other countries across the globe from Australia to Bangladesh, South Africa to Ethiopia.

The People Team aims to attract and retain the best talent and provide the tools to enable everyone to be their best whilst working here. One of the People Team’s four strategic objectives is “To develop an agile and well connected, global organisation that maximises opportunities for change” This new role has been created as part of achieving this objective.

This role will report to the IT Systems and Management Information Manager, however due to the nature of the role will work and be embedded exclusively with the People Team. The Systems team sit within the IT directorate and support a myriad of systems ranging from Databases, Integration tools and bespoke NGO solutions. Support of “PeoplePlace” (Salesforce) has now been transitioned across to IT, however, as mentioned this role will work exclusively with our human resource directorate.

Job purpose WaterAid have recently launched a global HRIS named “PeoplePlace”. This is using Sage People software. This software is built on the Salesforce platform.

This role acts as the PeoplePlace Global System (Salesforce) Administrator. This includes supporting and training all HR teams globally, providing expert technical advice on proposed changes and acting as the point of contact with Sage People on system issues and upgrades.

The overall purpose is to ensure WaterAid is using PeoplePlace to gain maximum benefit in its investment both in terms of having efficient processes and local and global reporting to aid decision making.

About the role

Accountabilities

Training, advice, system support and change control for the Global People Teams

Training and advice

• Translate the technical information on how PeoplePlace processes work to develop training material which is clear to new People Team members.

• Induct and train all members of the People Team using PeoplePlace. This includes its capabilities, and systems updates as well as their role and responsibilities.

• Create and update user documentation and guidelines. Ensure Learning Hub and the intranet are kept up to date with any changes to system processes.

• Maintain and update system templates ensuring translations are uploaded of emails, documents, notices and system information.

System support

• Ensure data is available in correct format for payroll interface(s).

• Bulk upload data as required.

• Maintain and update the system processes and templates as required.

• Ensure knowledge of sage people and salesforce is relevant and up to date as the latest release and where appropriate make recommendations for system improvements.

• Ensure environment sandboxes are aligned at all times

• Liaise between the business users, internal systems team and external vendors, initiating and managing projects, supporting production issues, managing vendor/system releases and actively managing user priorities

Change control

• Understand how this role interfaces with the roles of others in WaterAid and our ways or working to ensure change requests are managed as part of the wider picture.

• Act as the Technical Expert on PeoplePlace processes are being designed and provide expert advice when changes are requested by the process owner on the impact of these changes.

• Liaise with Finance on any proposed changes to data flows.

• Update homepages and other noticeboards as and when requested.

• Ensure there is an effective and auditable issues management process in place which is managed to ensure the correct prioritisation of work required.

• Test new functionality along with the HR Users.

• Challenge others to ensure unintended consequences and missed opportunities are

Accountabilities

Accountabilities

Act as one point of contact for PeoplePlace

• Relationship with local People Teams to elicit, translate and assess business requirements through to development and release of changes and features which do not impact existing business processes.

• Is this an accountability or a heading? It doesn’t read as an accountability – what are you trying to get across here?

• Communication to the wider network/users on any system issues/fixes and updates

• Facilitate quarterly People Team network meetings to review ways of working with the system and to create a peer network

• Plan and prioritise resources through a defined process – possibly through the use of a ticketing system

• Treat the rollout of new functionality as a project, working with the customer to figure out their requirements and develop this with them and then hand over to BAU.

• Provide extra support to country teams with limited or no People Team presence.

• Own and manage the PeoplePlace application through out each environment

Relationship with other systems and teams

• Build and maintain the relationships with IT to work effectively and efficiently together ensuring the Active Directory sync is working and any data transfer needs between PeoplePlace and other systems particularly finance.

• Own and manage the key interfaces between other IT systems. For example, internally Finstream, Basware etc. and externally Docusign, Career Builder, Broadbean etc.

• Work with peers within the systems team to upskill knowledge of Sage people and Salesforce throughout the Systems and MI team.

Relationship with Sage

• Own and maximise the relationship with Sage and the wider user community. In doing so develop and maintain knowledge of the system.

• Act as the key interface with Sage People for all change and development requirements and attend Sage events.

Report writing

• Develop reports and dashboards to grow organisational capability in using analytics to inform

Accountabilities

Accountabilities

Compliance

• Understand and monitor of use of the processes in PeoplePlace

• Flag issues/know when something isn’t right and escalating accordingly

• Manage access permissions to ensure security of our data.

• Monitor PeoplePlace to ensure user compliance with agreed system processes.

• Ensure PeoplePlace is compliant with General Data Protection Regulations and WaterAid’s IT and data protection policies.

• Update workflows and test all system changes to identify risks or concerns.

• Provide expert PeoplePlace input to decision making regarding changes required or requested on the use of system and flag any concerns.

• Ensure that the daily, weekly and annual updates to support the effective running of the system are competed on time.

• Carry out routine routine maintenance checks and processes (e.g. data cleansing) on a weekly, monthly and annual basis

Accountabilities

Person specification

Essential skills

• Proven track record of system administration and understand the implications of being part of a wider system infrastructure (ideally Salesforce ADM201)

• Extensive technical knowledge of, and experience in using HR information system(s)

• Significant experience of effectively developing reports and analytics which inform decision making and organisational plans.

• In depth working knowledge of HR processes and best practice.

• Expert user of MS Excel and competent user of Office 365 software

• Extensive experience of change and release management

Personal qualities

• A systematic and logical thinker.

• Have a broader insight and vision than just the task in-hand

• Have the desire and pride to make the best use of the system

• Curious and solution focussed

• Ability to plan own work, set priorities and deliver them under pressure or when faced with competing demands.

• Delivery focused, holding self and others to account

Communication

• Ability to communicate and engage effectively with other cultures and geographical boundaries, working remotely from own place of work.

• Ability to guide and influence others.

Other requirements

• Ownership of the system – proactively manage the system

• Ability and willingness to flex working patterns to accommodate global time differences

• Spoken and written language fluency in English

• Committed to the WaterAid values

Registered charity numbers 288701 (England and Wales) and SC039479 (Scotland)

Person specification

Desirable skills • Technical experience in using Sage People (Fair Sail) and system administration

• Technical experience in using the Salesforce platform

• Use of HTML and SQOL/SQL programme languages.

• Working knowledge of either Portuguese or French

• Other language skills spoken in WaterAid Countries.

• Salesforce ADM201

• Salesforce DEV401

• Business Analysis

• Project management (Agile and or Waterfall)