As the living, growing home of our national story, The National Archives is already a special place to work. We’re an institution nearly 200 years old with a collection spanning 1,000 years of history. But it’s where we go next that makes things really interesting. In our strategic vision: Archives for Everyone, we set ourselves the challenge of becoming the 21st Century national archive - a different kind of cultural and heritage institution: Inclusive, Entrepreneurial, Disruptive. We won’t become this overnight. It will take time, focus, effort and daring. That’s where you come in. Because we can’t do this without you. Job Overview Salary: £55,000 - £60,000 per annum Contract type: Permanent Band: G / Grade 7 Closing date: Tuesday 25th February at midnight Are you a Workday product expert with demonstrable experience of configuring and optimising HCM modules to drive business success? Having introduced Workday in summer 2023, we are now seeking a dedicated lead for all elements of HCM activity. This is an opportunity to set and drive the HCM system agenda, leading development to unlock the potential of our HR system to meet users’ needs and enable delivery of our strategic plan and objectives. Our organisation is a leader in its sector and is committed to being inclusive, entrepreneurial, and disruptive. We are seeking an experienced HR System Lead to join our friendly and supportive team and be the organisational lead for all elements of our HCM Workday activity, ensuring our system is optimised and enables the organisation to function efficiently and effectively. In this role you will define and own the people-related aspects of the system development pipeline, collaborating closely with HR, IT and Finance colleagues to translate user needs into clear plans and successful outcomes. You will use your significant knowledge and experience to configure and optimise Workday HCM modules to meet business requirements, leading on planning, testing and implementation of required and optional features. With a strong customer focus, you will engage with system users to understand their needs, developing tools to build confidence and organisational capability in the use of the system. You will mentor and coach HR colleagues, allocating and monitoring the delivery of systems tasks and sharing your subject matter expertise. Your excellent data and analytical skills will be put to use to develop reporting on key HR metrics and provide insight to inform senior stakeholder decision-making. You will be responsible for creating and producing HCM reports for external partners including statutory reports and responding to data requests from other government departments. You will combine your technical HCM systems expertise with a solid understanding of HR functions and processes and of the value that the combination of these elements creates. This is a great time to join our team and make your mark to help us to realise the potential of our Workday system to drive success. This is a full time post. However, requests for part-time working, flexible working and job share will be considered, taking into account at all times the operational needs of the Department. A combination of onsite and home working is available and applicants should be able to regularly travel to our Kew site for a minimum of 60% of their work time. How to apply: To submit your application please click the 'Apply' button on this page. You will be asked to provide details of your work experience and write a personal statement, not exceeding 1200 words. In your personal statement please explain, using examples, how you meet the essential criteria in the person specification below. You may draw on knowledge, skills, abilities, experience gained from paid work, domestic responsibilities, education, leisure interests and voluntary activities. Please note selection for interview will largely be based on the information you provide in this section. We understand that you might use artificial intelligence (AI) and other resources to assist with your application; however, please ensure all information you provide is factually accurate, truthful, and original and doesn’t include ideas or work that isn’t your own. We encourage you to showcase your unique knowledge and skills using your own voice. Job Description Job Purpose 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: 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. Working Conditions Normal office environment Display Screen Equipment user Person Specification Essential criteria: 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. Other Requirements 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. The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service D&I Strategy. Benefits Generous benefits package, including pension, sports and social club facilities, onsite gym, discounted rates at our on-site cafe and opportunities for training and development. Annual leave entitlement of 25 days per calendar year (rising to 26 days after 2 year’s service, and incrementally to 30 days after six years) and 10½ days public and privilege holidays per annum. Any move to The National Archives from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk ; (opens in new window) Selection process details Reasonable adjustments If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes. If you need a change to be made so that you can make your application, you should: Contact The National Archives via careersnationalarchives.gov.uk as soon as possible before the closing date to discuss your needs Complete the ‘Reasonable Adjustments’ section of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional Feedback will only be provided if you attend an interview or assessment. Security Successful candidates must pass a disclosure and barring security check. People working with government assets must complete basic personnel security standard checks. (opens in new window) Nationality requirements This job is broadly open to the following groups: UK nationals nationals of Commonwealth countries who have the right to work in the UK nationals of the Republic of Ireland nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS) (opens in new window) relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service certain family members of the relevant EU, EEA, Swiss or Turkish nationals Further information on nationality requirements (opens in new window) Working for the Civil Service The Civil Service Code (opens in new window) sets out the standards of behaviour expected of civil servants. We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles. (opens in new window) The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy. This vacancy is part of the Great Place to Work for Veterans initiative. (opens in new window) Contact point for applicants Name: The National Archives Recruitment Team Email: careersnationalarchives.gov.uk Further information If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact The National Archives via email: careersnationalarchives.gov.uk If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission at https://civilservicecommission.independent.gov.uk/recruitment/recruitment-complaints/ (opens in new window)