HR Systems Assistant

Job title HR Systems AssistantSchool HRLocation RemoteResponsible to HR Systems TeamResponsible for HR Systems ManagementOverall PurposeThe HR Systems Assistant will support the administration, maintenance, optimisation and reporting of the organisation’s HR systems, primarily iTrent (HRIS), JazzHR (ATS), and Power BI (Datamart reporting platform).The postholder will ensure the accuracy, integrity, compliance and effective use of HR data across the employee lifecycle — from recruitment through to exit.The role will support the ongoing global rollout and continuous development of iTrent and related HR technology platforms across Regent Group.1. HRIS Administration – iTrent· Input, maintain and update employee data within iTrent, ensuring high levels of accuracy and data integrity.· Support onboarding and offboarding processes including new starters, leavers and contractual changes.· Upload and maintain employee documentation including contracts, right-to-work documents and statutory records.· Support system security administration including user access and permissions.· Support payroll-related data checks and reconciliations.· Conduct routine data quality checks and resolve discrepancies.· Assist with HRIS upgrades, testing and system improvements.2. Recruitment System Administration – JazzHR· Support administration of JazzHR including job postings and recruitment workflows.· Assist with issuing offer letters and contracts following approval.· Ensure safer recruitment documentation is completed and uploaded accurately.· Maintain accurate candidate records in compliance with GDPR.· Support monitoring of recruitment pipelines and status tracking.· Assist in maintaining alignment between JazzHR and iTrent.3. Reporting & Power BI Support· Assist in producing standard HR reports including headcount, starters, leavers, absence and turnover.· Support maintenance and refresh of Power BI dashboards.· Prepare data for HR and Finance teams.· Conduct data reconciliations between systems to ensure reporting accuracy.· Support development of improved reporting processes and dashboards.· Compile data analysis reports to highlight trends and risks.4. Data Integrity, Compliance & Governance· Ensure HR data is recorded accurately and stored securely.· Conduct regular audits and compliance checks.· Maintain documentation required for internal and external audits.· Ensure adherence to GDPR and internal data handling policies.· Escalate discrepancies or risks identified within employee records.5. User Support & Continuous Improvement· Respond to and resolve HR systems-related queries.· Provide first-line support for system issues and escalate where necessary.· Assist with training users on iTrent and JazzHR functionality.· Support documentation of system processes and SOPs.· Contribute to HRIS project work and system enhancements.Person SpecificationEssential Requirements· Experience using HR systems (iTrent preferred).· Experience using an Applicant Tracking System (JazzHR preferred).· Experience supporting HR reporting or Power BI dashboards.· Good understanding of HR policy and employee lifecycle processes.· Strong attention to detail and ability to handle high volumes of data.· Strong analytical and problem-solving skills.· Proficiency in Microsoft Office, particularly Excel.· Excellent organisational and communication skills.Desirable Requirements· Experience in education or regulated environments.· Experience supporting HR system implementations or rollouts.· Understanding of payroll interface processes.· Experience in creating or maintaining Power BI dashboards.Accountability· Accuracy and completeness of HR system data.· Timely processing of employee lifecycle transactions.· Supporting reporting accuracy and compliance documentation.· Maintaining confidentiality and data protection standards.

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