Human Resources Assistant

Tenure of Employment

The post is a permanent full-time post working 70 hours per fortnight. Compulsory retirement age is 70.

Qualifications and Experience

The appointee should:

a)     hold a degree in Human Resource Management.

b)     have a minimum of 2 years recruitment experience

c)     have strong analytical skills and be proficient in the operation and use of computers, in particular Microsoft Office Professional Software and HR systems (including but not limited to Docusign, Refnow, Candidate Manager, Therefore software & OPAS G2)

d)     have excellent oral and written communication skills

e)     be a strong team player

f)      have a proven ability to deliver on results and meet deadlines

g)     have excellent organisational skills with the ability to work on own initiative

h)     have an appreciation of the needs of people with intellectual disabilities

i)      be in possession of a “B” class clean Irish Driving Licence is essential.

Remuneration

Salary Scale Grade IV (clerical):

€33,756, €35,867, €36,715, €38,856, €40,817, €42,533, €44,194, €46,435 , €48,063, €49,702, €51,221, €52,776 LSIs

Last two points on the scale are Long Service Increments requiring additional service of 3 years to progress to penultimate point and a further 3 years to progress to the final point

Health

The successful candidate must be free from any condition, which would render him/her unsuitable to hold the appointment, and must be in a state of health as would indicate a reasonable prospect of ability to render regular and efficient service.  To satisfy this qualification, the successful candidate will be required to undergo a medical examination by the Occupational Health Nurse/Physician. 

Working Hours

The normal working week will be 35 hours per week based on a 5-day roster.

Contracted hours of work are liable to change between the hours of 8am – 8pm over seven days to meet the requirements of the services. The Brothers of Charity Services model of service is based on Personal Outcome Measures requiring employees’ to be flexible in their working hours to provide a quality service delivery for each individual.

Duties

The general duties of the appointment are as described in the attached Job Description.

A short list of candidates to attend before the selection Board will be prepared by the Selection Board from an examination of statements of statements of qualifications furnished by the candidates.

Annual leave is 26 days per year.

Note re Canvassing

Any attempt by candidates themselves or by any person(s) acting at their instigation directly or indirectly, by means of written communication or otherwise to canvass or otherwise influence in the candidate’s favour any member of the staff of the Brothers of Charity Services Ireland South East Region or person nominated to interview or examine applicants, will automatically disqualify the candidates for the position they are seeking.

ETHOS

‘LOVE AND RESPECT IN EVERY ACTION’

The Congregation of the Brothers of Charity is a religious voluntary organisation, founded in 1807, to provide a Christian response to a variety of needs of society. In their services to people with intellectual disabilities, the Brothers of Charity Services seek to provide a Christian environment in which the dignity of each human being is recognised and respected. We are committed to working with people who use our services to claim their rightful place in society as valued and included citizens and to offer a responsive service that facilitates each person’s choice and growth.

DUTIES

The purpose of the post is to effectively support the work of the Head of Human Resource, Human Resource Manager, Human Resources Generalist and HR team in all matters pertaining to Human Resources. Work closely with other members of the HR team to ensure that all administrative duties are kept up to date.

Subject to the agreed policies and procedures of the Brothers of Charity Services Ireland South East Region and under the direction of the Head of Human Resource / Human Resource Manager the person appointed shall be responsible for the following: -

Advocacy and Rights

1.               Uphold and respect the human, legal and constitutional rights of each individual supported by the services, recognising their individuality and equality, and empowering them to grow, thereby achieving the highest possible level of personal autonomy.

Recruitment

2.               Co-ordinate and undertake all the administration and recruitment activity across the relevant service areas in accordance with the R&S Policy and Procedure and good HR practice.

3.               Process vacancies from Request to hire, draft adverts, job descriptions and person specifications for Services Managers/Team Leaders.

4.               Arrange interview boards, send out and monitor garda vetting, references, medical.

5.               Issue Contracts of Employment to successful candidates and notify unsuccessful candidates.

6.               Follow up on all HR paperwork e.g. induction checklists and probation checklists for all employees for allocated Service Area.

7.               Assist as a member of interview boards when required.

8.               Set up new employees and ceased employees on HR information system

9.               To conduct garda vetting and revetting

10.            Photocopy files for third party, GDPR as required.

Administrative Duties

11.            Provide advice and support to managers and staff on general human resources matters, terms and conditions of employment and HR Policies, Procedures and guidelines.

12.            Monitor all temporary contracts within allocated Service Area and ensure appropriate action is taken and follow up with the relevant managers.

13.            Provide support to Service Managers with workforce planning and staff forecasting.

14.            Assist in the production of standardised reports from the HR IT systems to maintain HR reporting processes. Produce regular and annual HR reports. Assist in the analysis and presentation of data and HR Metrics.

15.            Be proficient in the operation and use of Computers, in particular Microsoft Office Professional Software and comply with obligations under the Data Protection Legislation and Freedom of Information Act.

16.            Receive and prepare agenda and meeting notices, minute meetings, note matters arising and prepare action lists.  Procure and circulate other items and information as directed. Organise and minute meetings as requested.

17.            Type Reports, Policies Procedures and Guidelines, as required.

18.            Prepare files, information and statistics in accordance with requests from Department of Health, Children/HSE, HIQA, Audits and other organisations.

19.            Complete requests from external organisations for information for signature by the Head of Human Resource / Human Resource Manager

21.            Maintain your own knowledge of relevant regulations, human resources policies and procedures, guidelines, good practice in HR to perform the role effectively.

22.            Prepare for signature by Head of Human Resources Manager/Human Resources Manager appropriate documentation i.e. changes and deletions on the Staff Payroll, verification of services, letters for Human Resources etc.

23.            Ensure that personnel records, HR metrics and statistics are kept up to date. Ensure HR systems/filing is efficient.

24.            Manage personnel files and ensure they are maintained and updated to HIQA standards in the secure filing area when not in use and that the proper procedures are adhered to in the removal and return of files. Ensure files area archived regularly or destroyed in accordance with good practice and procedures and legislation.

25.            In liaison with the Accounts Department, prepare for certification and issue certificates for staff, in relation to for example, mortgages, social welfare benefits and requirements of other external agencies. 

26.            Liaise with HSE personnel, CERS, DOHC, IBEC, CIPD and other organisations for assistance with HR issues.

27.            Ensure office equipment is maintained in working order and report breakages, faults to Human Resources.

28.            Assistance in the implementation of any HR related projects and undertake project work as required.

29.            Implement agreed changes to the administration of the service. Encourage and support staff through change processes.

30.            Ensure consistent adherence to procedures within area of responsibility.

Person Centred Support for Work and Living

Money and Budgets

31.            Prepare for certification invoices and other documents relating to routine expenses.  Code invoices to appropriate cost centres in line with Human Resources budget.  Maintain records of budget expenditure and other relevant records.

Communication

a)     Ensure that good and respectful communications and relationships are developed and maintained with individuals, staff, and volunteers, liaise with professional organisations and external bodies, e.g. HSE CERS, IBEC.

Training and Development

32.            Attend mandatory training courses and achieve required standard; keep up to date with HR practice and CPD.

Health & Safety

33.            Report all matters of concern immediately to the Head of Human Resources /Human Resources Manager, or such other person as the Employing Authority may designate.

34.            Be aware of and become familiar with security procedures relating to the premises.

35.            Be conversant with existing fire regulations and emergency procedures and participate in the implementation of same.

30.      Be conscious of health and safety matters in the work place and in particular to comply with employees’ obligations as set out in the Safety, Health and Welfare at Work Act and Regulations and ensure that the procedures set out in the Safety Statement are implemented at all times

FlexibilityThis job description is not intended to be a comprehensive list of all duties involved and consequently, 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 post while in office.

Employees are expected to have a high level of flexibility and a willingness and ability to develop new approaches to their work. Duties and responsibilities of any post in the Services are likely to change with the ongoing needs and developments of the Services. Employees will therefore be required to carry out such other duties appropriate to their employment as may be assigned to him/her from time to time. 

Confidentiality

In the course of the employment the appointee may have access to, or hear information concerning the medical or personal affairs of individuals and/or staff, or other health service business.  Such records and information are strictly confidential and unless acting on the instructions of an authorised officer, on no account must information concerning individulas, staff, or other health service business be divulged or discussed except in the performance of normal duty.  In addition records must 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.

Essential

·        Degree in Human Resource Manager

·        Have a minimum of 2 years recruitment experience

·        Analytical skills – HR IT Systems, Microsoft Word and Excel, PowerPoint to produce professional documents

ExperienceEssential

·        Strong HR administration in Recruitment &Selection.

·        Dealing with high volumes of e mails/correspondence

• Experience of preparation reports/ documents to tight timelines
• Experience in a role that has involved support and advice to Managers and working collaboratively with internal and external personnel

Knowledge

·        Knowledge and understanding of recruitment processes, HR policies and procedures,

Competencies/SkillsEssential

·        Ability to manage deadlines and handle multiple tasks

·        Capacity to respond to changes adapt and open to change

·        The ability to analyse and interpret information, develop solutions, and contribute to decisions quickly and accurately

·        Strive to achieve high standards and commitment to provide a quality service

·        Good IT, organisational skills and communication skills

·        Interviewing skills

·        Ability to work independently on own initiative and as part of a team and establish good working relationships

·        Flexibility, problem solving and initiative skills

Other RequirementsEssential

·        Honest, trustworthy, friendly and co-operative

·        Energetic and enthusiastic

·        Appreciation of the needs of people with intellectual disabilities

·        Flexible, adaptable to change

·        Full Clean Driving Licence (which permits the holder to drive in Ireland) is essential for the position.

·        Car Owner / Use of Car

·        Eligibility to work in Ireland

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