People Services MIS Administrator

Who are we?

South Western Railway (SWR) operates over 1,500 services each weekday across the network and employs more than 5,000 people. We provide easy and convenient mobility, connecting people and communities in South West London, southern counties of England, and the Isle of Wight.

Join our team and help us continue to bring people together to get the most out of life.

About the Job:

Responsible for the management/maintenance and development of the HR database, People XD, including security/administration of the system; data management and provision of KPIs and management information, using reporting tools; employee record holding; data capture and input in line with GDPR and SWR's company policies and procedure.

Main Responsibilities:

• To maintain the People XD database effectively, ensuring its integrity and acting within the general data protection regulations.
• Accountability for checking that information is recorded accurately within the HR system for payroll, audit, data integrity and management reporting purposes.
• Maintain HR system and reporting user access records.
• Provide data analysis and produce key performance indicators in accordance with ongoing and ad-hoc business needs.
• To provide support, training and associated documentation where appropriate to out based People XD users.
• To ensure that the HR and payroll records held within People XD are up to date and accurate; data capture, record holding and input.
• Provision of timely and accurate information from People XD to all levels of the Organisation.
• Implementation of changes to the system as a result of restructuring and changes to SWR policies and upgrades of the system.
• Responsibility for ensuring the production and update of the standard weekly and period end reports/information, ensuring timely and accurate completion and distribution to agreed timetables.
• The development and creation of ad-hoc reports from all parts of the People XD system, utilising the relevant reporting tools.
• To maintain identified integrity checks ensuring that all information within the People XD database is accurate and consistent.
• Ensuring all staff changes are processed in an accurate and timely manner onto the People XD System ensuring that deadlines are met, and all changes are completed in accordance with restructured and non-restructured conditions of service.
• The maintenance of job information within the People XD System, to include the creation of new jobs, amendment and deletion of existing jobs and changes to establishments/headcounts ensuring that all such changes are properly authorised and systems are in place and integrity checks are utilised to monitor such changes.
• The maintenance of cost centre amendments and re-organisation changes ensuring that all such changes are properly authorised and systems in place and integrity checks are utilised to monitor such changes. Also carry out comparisons with the SAP database.
• Responsibility for updating changes to holiday plans as and when employees change from non-restructured to restructured positions and vice versa; ensuring entitlements are updated as appropriate.
• To manage and provide the final resolution for an annual leave and compensatory leave queries as advised by the business and to communicate actions to all relevant parties. All queries to be resolved within 4 weeks of receipt.
• To maintain regular reporting statistics per period.
• Occasional liaison with management in resolving queries, responding to requests for information and providing regular management reporting.
• Liaison with external suppliers in relation to management of problem reporting following recognised processes and procedures.
• Maintenance of end of year leave records to ensure that correct data is held within the People XD database.
• To ensure compliance with GDPR and SWR's company policies and procedures.
• To provide cover and assist with ad-hoc requests for information or any project work as directed by the Management Information & Services Manager.
• Assisting the HR Services team in maintaining the shared email inbox, answering first contact queries in a timely fashion, and escalating any complex issues to the relevant team member or manager for resolution. Providing assistance to the HR Services team as and when required, which may include notetaking.

You'll need:

• GCSE Maths and English Grade A-C or 4-9
• Proven experience of working in a fast paced and challenging office environment
• Previous experience of working in a HR team would be an advantage.
• Possess a flexible approach in ensuring customer needs are met.
• Demonstrate strong time management, communication and interpersonal skills.
• Conscientious with an attention to detail particularly in relation to producing reports and data in a variety of context.
• Experience of People XD and Insight reporting, along with IT packages including Microsoft Word, Excel and PowerPoint.
• Must demonstrate a willingness to learn new systems, skills and behaviours and to acquire job related formal qualifications as necessary.

Working Pattern

Working an average of 37 hours per week.

Monday – Friday, standard office hours

The Reward

In return we offer a competitive salary and a variety of valuable benefits, including:

• Free duty and leisure travel on SWR services for employees
• Free leisure travel for spouse/partner and dependants (criteria dependent)
• 75% discount on many other train operating companies
• Full training and support with development
• Excellent pension scheme

We all belong at SWR. Our vision is to provide an inclusive environment for all colleagues, ensuring all candidates have an equal opportunity to access meaningful employment.

We value our differences such as age, gender, LGBTQIA+, ethnicity, religion, and disability. We maintain a zero tolerance towards any form of prejudice towards our colleagues, customers, and future talent.

We celebrate and encourage diversity of thought, progressive ways of working and seeing all our colleagues grow and thrive.

If you require additional support to complete your application due to a disability or neurodivergent condition, for example, dyslexia, dyspraxia, or autism, please follow the links below. We encourage you to share any additional needs you may require so we can provide a fair and equal process for all who apply.