HR Officer

LOCATION: Please note this role is based across 2 locations Grattan House, Northern Cross, City Junction Business Park, Dublin 17 (2 days per week) & St Michael’s Head office, Ballymun Rd, Ballygall, Dublin 9 (3 days per week). Hybrid working for 2 days per week will apply after probation.

SALARY SCALE: Grade IV HSE Salary Scale, Point 1: €34,256 to

Point 12: €53,304 per annum

HOLIDAYS: 28 days per annum

HEALTH: A candidate for and any person holding the office must be free from any health-related issue which would render him/her unsuitable to hold the office and be in a state of health as would indicate a reasonable prospect of ability to attend regular and efficient service.

CHARACTER: A candidate for and any person holding the office must be of good character.

HOURS OF WORK: 35 hours per week. Details of starting and finishing times, which may vary in accordance with Service needs, will be notified to you by the Senior HR Business Partner and Admin Manager. There will be times when you will be required to work outside of the normal office hours.

WORKING WEEK: Will be determined by Senior HR Business Partner

ETHICAL CODE: The post holder is requested to respect the special charisma, ethos, and tradition of St Michael’s House and to observe and comply with its general policies, procedures, and regulations.

CONFIDENTIALITY: The post holder will have access to various types of records/information in the course of work. Such records and information are strictly confidential and unless acting on the instruction of an authorised person, on no account must information concerning staff, service users or other service business be divulged or discussed except in the performance of normal duty. In addition, records may never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required.

JOB PURPOSE:

The position of Grade IV HR Administrator encompasses administrative responsibilities

across the Human Resources and Children’s Directorate function, which include following:

·       Administration

·       Act as the first point of contact to employees and managers for general HR queries.

·       Ensure the efficient day-to-day administration of area of responsibility, working closely with other members of the HR team to ensure payroll deadlines are maintained and information is shared. Reviewing and processing HR forms to set deadlines.

·       Forming and maintaining accurate employee records.

·       Updating HR and employee databases.

·       Coordinate HR mailboxes, responding to employee queries and maintaining regular communication with employees until queries are resolved or escalated.

·       Support the preparation and issuing of office documentation (correspondence, reports, etc.) to the highest possible standard by monitoring and reviewing the work of the team to ensure quality and accuracy.

·       Interpret and apply understanding of SMH policies and practices, and other regulations to provide advice and guidance to staff and managers.

·       Conduct HR audits to ensure accuracy of records and databases as directed.

·       Supporting the recruitment and onboarding of new employees

·       Provide support to managers and staff on queries relating to statutory and non- statutory leave, SMH policies and procedures.

·       Support the wider HR team in HR related projects as directed.

·       Regularly gather data and prepare reports on HR related metrics.

·       Ensure that archives and records are accurate and readily available.

·       Maintain confidentiality of documentation, records, etc.

·       Work with managers to ensure the provision of a best practice HR service.

·       Maximise the use of technology in ensuring work is completed to a high standard.

·       Ensure line management is kept informed of issues.

·       Ensure that stakeholders are kept informed and that their views are communicated to middle management.

·       Organise and attend meetings as required.

·       Take minutes at meetings and prepare for timely circulation following meeting.

·       Customer Service.

·       Promote and maintain a customer focused environment including monitoring efficiency of service provided by the team and notifying Line Manager of any deficiencies

·       Ensure that service users are treated with dignity and respect.

·       Act on feedback from service users / customers and report same to Line Manager.

·       Ensure HR operational processes and records are maintained to a high standard.

·       Actively participate in innovation and support change and improvement initiatives within the service; implement agreed changes to the administration of the service.

·       Encourage and support staff through change processes Standards, Policies, Procedures and Legislation.

·       Maintain own knowledge of employer policies, procedures, guidelines, and practices, to perform the role effectively and to ensure current work standards are met.

·       Maintain own knowledge of relevant regulations and legislation e.g., Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts, GDPR

·       Ensure consistent adherence to procedures within area of responsibility

·       Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role.

·       Provide clinical administration support to Children’s services team e.g case notes, referrals, appointments

·       Gathering and returning KPI data and metrics internally and to relevant stakeholders e.g HSE

·       Management of relevant databases – e.g waitlist, equipment, professional registration

Project Work

·       The HR Officer will provide administrative support to the Director of HR & OD with regards to the implementation of the HR Strategy relevant to the Department.

·       To participate in Adhoc projects as and when required.

General:

·       To adhere to Departmental and Service policies at all times.

·       To perform such other duties appropriate to the post as may be assigned from time to time by the Managers or his/her nominee.

·       To undertake any work as delegated by the Head of Department or his/her nominee.

·       To play an integral role participating as a key member of the HR Department.

·       To attend meetings as required.

·       To participate in the performance management process and relevant training and development courses as appropriate.

·       To have a working knowledge of all departments in St. Michael’s House.

Information Technology:

·       To assist in ensuring that the HR team make the most effective and efficient use of developments in information technology in a manner which integrates well with systems throughout the organisation.

·       To utilise developments in information technology for administrative support in line with the overall administrative service within the organisation.

Training & Education:

·       Willing to work towards a Human Resources qualification.

·       To take responsibility for seeking out opportunities for further education and development.

Self-Development

·       To be aware of current developments and issues in human resources by reading current literature and keeping abreast of new developments, attending ‘in-house’ seminars, lectures, and courses when possible and as appropriate in consultation with Director of HR & OD.

·       To assume responsibility for his/her own professional development and safe work practice.

·       To ensure a safe environment for himself/herself, colleagues, and visitors.

Professional:

·       To have an excellent knowledge of St. Michael’s House policies.

·       To ensure confidentiality on all matters and information obtained during the course of employment.

Garda Vetting:

St. Michael’s House recognise its responsibilities under the National Vetting Bureau (Children and Vulnerable Persons) Act 2012-2016.This act applies to those employees who provide care for children and vulnerable adults. St Michael’s appointed liaison person will apply for vetting disclosure for new and current employees.

The post holder may be required to perform other duties as appropriate to the post, which may be assigned to him/her from time to time, and to contribute to the development of the post while in office. This job description will be subject to review in the light of changing circumstances. It is not intended to be exhaustive but should be regarded as providing guidelines within which individuals work

Qualifications

·       Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland, (QQI)

·       Hold or willing to work towards a HR Qualification or relevant qualification i.e., Business degree.

·       Expert working knowledge and proficiency in software packages including Microsoft Word/Excel/PowerPoint/Outlook.

·       Proficient usage of Microsoft Office applications (to include MS Excel)

Experience

·       Minimum of two years’ experience, in the last three years, in an administration role one of which is based in a fast-paced Recruitment or HR Department.

·       Experience working with high volume workloads.

·       Proven ability to collect and interpret data for processing

·       Demonstrable knowledge of Personnel Record databases (e.g., SAP, Workday, Softworks) or related systems.

·       Demonstrated customer service experience with proven ability to deliver highest standard of service.

CORE COMPETENCIES

Quality Service

·       Adopts a person centered approach and supports service users with empathy, compassion, and respect.

·       Demonstrates a commitment to achieving a high standard result.

·       Is flexible and adaptable to meet unanticipated demands.

·       Complies with organisational policies and procedures at all times.

·       Understands, demonstrates, and respects the rights of all service users and families

Planning & Organising

·       Demonstrates the ability to plan and deliver the duties of the role in an effective and resourceful manner within a model of person centered care.

·       Adopts a systematic approach to planning, organising, and managing workload.

·       Able to multitask without losing focus.

·       Manages competing and changing priorities effectively.

·       Demonstrates a flexible and adaptable approach in a changing environment.

·       Deals with issues in a timely manner.

·       Demonstrates a high level of attention to detail.

Professionalism

·       Approaches all tasks in a confident manner.

·       Shows pride in one’s profession.

·       Demonstrates honesty and integrity: holds a strong code of ethics.

·       Maintains appropriate and professional boundaries.

·       Manages personal problems to minimise impact on work or professional relationships.

·       Respects confidentiality and discretion in all work-related matters.

·       Pays attention to dress code and professional appearance.

·       Shows an enthusiastic and committed attitude to one’s work.

·       Understands scope of practice.

·       Understands the need to apply service and/or professional standards, policies and procedures

·       Demonstrates self-belief in own potential and ability.

Continuous Learning & Development

·       Shows enthusiasm and motivation for work.

·       Willing to use opportunities to improve, learn and develop self.

·       Regularly participates in on-the-job learning.

·       Stays current in own field of expertise.

·       Is open to constructive feedback, acknowledges own limitations.

·       Understands role and boundaries of other disciplines.

·       Initiates and undertakes mandatory training.

·       Takes responsibility to ensure learning and understanding of new ideas and procedures.

·       Self-evaluates own performance to continuously improve personal development.

Organisational Knowledge

·       Understands the mission and core values of St. Michael’s House

·       Is aware of the multiple services provided by St. Michael’s House

·       Familiar with professional bodies.

·       Is knowledgeable of regulations and where relevant applies practice in accordance with legislation to area of work.

·       Has the skill set to access computer systems and ability to learn new IT systems?

·       Knowledgeable of professional standards, policies, and procedures relevant to discipline.

·       Understands how own scope of practice fits with the organisation.

Innovation & Creative Thinking

·       Generates new ideas.

·       Shows enthusiasm for trying new ways of doing things.

·       Takes a creative approach to work by exploring a range of options and trying new ideas whilst keeping an open mind.

Leadership Potential

·       Successfully modifies behaviour to embrace change.

·       Energetic and Inspires others through own positive attitude.

·       Creates trust by being honest, reliable, and consistent.

·       Can be directive without being dictatorial.

·       Blends a focus on results with a caring and sensitivity for individuals.

·       Demonstrates the ability to be flexible in relation to hours of work and roles and responsibilities.

·       Responds positively to new demands and requirements.

Problem Solving & Decision Making

·       Makes timely, intuitive decisions to achieve successful outcome.

·       Identifies and uses appropriate sources of information when making decisions.

·       Supports views with sound logic reasoning.

·       Reasons systematically and logically through issues.

·       Demonstrates common sense when dealing with everyday issues that arise.

·       Knows when to ask for help and guidance from supervisor and/or colleagues

Teamwork

·       Contributes consistently and positively to team activities.

·       Projects a warm and appropriate professional demeanour at all times.

·       Is accepting of diverse values and beliefs.

·       Helps others: willing to take on different tasks/roles accordingly to the needs of the team.

·       Expresses views and professional opinion at team meetings.

·       Knows when and where to consult with other members of the team.

·       Is responsive to the needs of other team members: shows empathy.

·       Balances listening to others’ ideas with sharing own thoughts.

·       Considers how one’s behaviour may impact others.

·       Has the knowledge and confidence to identify and personally manage own workplace disagreements locally at an early stage and knows when to seek support of management.

Communication & Interpersonal Skills

·       Communicates openly and honestly.

·       Shows empathy when handling delicate or sensitive issues.

·       Shows patience when dealing with others.

·       Considers how one’s behaviour may impact others.

·       Clearly and confidently articulates ideas and opinions and their underlying rationale.

·       Draws on a variety of communication methods to fit/situation circumstances.

·       Open listening: asking clarifying questions and makes eye contact.

·       Demonstrates positive body language.

·       Knows when to speak, what to talk about, with whom, when, and where.

·       Communicates effectively in English language, written and spoken, as appropriate to job requirements.

·       Numerate and Literate.