HR Information Mgt. Services Advisor

Shell

Manila, Philippines

2d ago

Job Description

This role is created to execute sustainable governance in both Content Management and Information Management workstreams within HRIMS.

The core responsibility is to support content owners in delivering key messages to employees through HR Online and support HR functions in embedding behaviours that enable Information Risk & Management, Records Management and Data Privacy compliance.

Upon assuming the role, the Advisor is expected to :

Adhere and operate in accordance to the HR Information Management Standards, Group Records Management and Data Privacy

Build expertise in the various HR system tools namely SharePoint, Salesforce, and Workday

Build strong partnership with the various teams supporting HR Online

Surpass monthly targets and metrics

PRINCIPAL ACCOUNTABILITIES

HR Online Content Management

Provide centralized management of HR Online contents submitted by authorized policy experts (global and local policy authors) within the Shell HR Function.

Work closely with the HR Online project team to deliver country-specific requirements / requests in HR Online

Manages HR Online contents by creating, editing and deleting contents in the portal, through the main information management tool of Shell, the SharePoint Application

Operates within the standardized processes of publishing contents in HR Online, to maintain consistency and quality of services provided to stakeholders and partners

Onboards new content owners, contributors and country focal points to ensure adherence to the HR Online Governance Framework whilst complying to the Shell intranet standard

Drives continuous improvement on content management activities in HR Online whilst complying to the governing standard processes and guidelines of Shell

Promote proper information lifecycle management by driving content owners to review and validate contents using the reports generated by the team

Overall owners and content editors in HR Online SharePoint

Follows the standard operating procedures in publishing contents in HR Online which includes the following

Selection of appropriate content templates

Assigning of appropriate metadata

Ensuring ownership of contents are stored within the page properties

Assigning of appropriate target audience

Follow naming convention on file and folder creation within the Content Management Structure (CMS)

Ensuring that contents are published in accordance to expected effectivity of policies and guidelines

Supports HR IT teams on global and country-specific projects impacting content visibility in HR Online Salesforce webform / application enhancements

Manage HR Online landing page information in all tabs (Home, NPA, HR, Supervisor and Manager), Left Hand Navigation Menu, Life Events ,Work Events, Latest Updates, Banners, Screen Elements

Support to HR Services System Support Team, IT-SOM HR Online Support team and WIPRO

Continuous evaluation and improvement of GKM processes to achieve performance goals

Monthly generation and analysis of and the Full Content Map reports to identify outdated contents and engages with the appropriate Content Owner to review the contents.

Collaborate effectively with stakeholders and partners to build a strong community and to drive a customer-centric improvement initiatives in HR Online.

Drive and deliver quarterly engagement within the content owner community to ensure proper guidance on upcoming projects and portal changes

Collaborate with stakeholders and partners to anticipate upcoming changes and projects that may affect HR Online end-users6.

Contributes to positive work environment. Membership to HRSC functional groups and participation to company sponsored activities such as team building, pre-shifts, town halls, etc.

Information Compliance

Work closely with HR Information Compliance team to ensure that we stay compliant as an HR organization

Manage Information Management Reporting including HR IM dashboard to sustain the IM model and ensure Information Risk Management and Group Records Management compliance

Provide monitoring and reporting of key Information Management process performance metrics and maintain output and process scorecards.

Manage the topology of 500 SharePoint sites across the HR function incl. new site requests, topology correctness, Functional Site Owner accuracy.

Act as Unstructured Data Repository Librarian for HR to manage HR library and retrieve HR data

Most Confidential SharePoint site creation, generate audit reports and maintain permissions structure in the most confidential SharePoint environment.

Own and maintain HR Group Records Management HR Workgroup File Plan structure structure and TRIM profile in order to ensure 100% coverage and with it compliance with GRM standard

Work to determine and address pain points and improvement opportunities raised by HR users in overall IM landscape.

Provide functional support to the community of ca. 1000 HR SharePoint Functional Site Owners and 150 Record Focal Points.

Provide functional support to 3000+ HR users in application of Information and Group Records Management standard.

Support ongoing IM projects retrieving as-is data, analyzing the results, spotting trends and improvement areas.

Delivers high quality standard of work applying the Beyond Service Excellence’ principles with focus on employee centricity.

Contributes to positive work environment. Membership to HRSC functional groups and participation to company sponsored activities such as team building, pre-shifts, townhalls, etc.

Key Challenges :

Specific challenges of operating in this environment include :

The need to perform effectively to deliver with a constant and demanding workload while maintaining mastery in both work streams.

The need to demonstrate Human-centric mindset in a culturally diverse environment and maintain credibility and strong working relationships with all parties involved

Manage escalated issues and queries efficiently and promptly

Identify and apply best practices to increase efficiency

The need to be able to make sure that all content on HR Online is published with a consistent look and feel

Build a level of HR knowledge (e.g. policy and procedures etc.) as required for successful execution of the role.

The opportunity to develop strong knowledge of SharePoint, other MS Applications, and Quick & Easy application Global support on HR Online functionality

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