Human Resources Receptionist

JOB DESCRIPTION Job Purpose: The purpose of the Clerical Officer Grade III is to provide exceptional service delivery within the Human Resources Department. The Clerical Officer Grade III will ensure that all duties, roles and responsibilities are completed to the required operational standards in line with the competency framework.

KEY RESPONSIBILITIES Key Role and Responsibilities include and are not limited to the following: Service Delivery

• Effective delivery of departmental administration duties (e.g. reception, telephone support, filing, mail sorting, photocopying, scanning, pulling employee files, etc.)
• Receive, make and action telephone enquiries and refer to the appropriate personnel as necessary
• Undertake receptionist duties for all visitors/interview candidates/Mater staff as appropriate in accordance with the visiting policy and security systems
• Complete and return Verification of Service forms for staff as required
• Assist with recruitment coordination tasks as required - schedule interviews, book rooms, schedule video interviews and set up interview devices (laptops, presentation screens, Zoom accounts), print interview packs
• Assist with processing of Critical Skills Visas and liaise with staff members regarding Visa expiries or Garda Re-vetting as required
• Ensure general tidiness and organisation of the work station
• To participate in cross-cover and training within the department as required, and to provide clerical assistance to other areas as necessary and as deemed appropriate by your manager
• To use all functionality of available IT systems required to carry out your duties
• To participate in any new developments regarding IT that may be applicable to your role
• Contact Technical Services Department/IMS/Facilities regarding maintenance work required, under the direction of your manager
• To order and maintain adequate stationary stock for your designated area
• Contribute effectively to service development / service improvement
• Participate in training of new and replacement clerical officers, as well as providing handover of work as and when required
• Deliver a professional and efficient service to visitors, candidates, patients and hospital staff
• Ensure confidentiality of records and adhere to GDPR regulations at all times
• Report to Management on all queries / issues which cannot be resolved locally
• Present MMUH in a professional manner at all times
• Show drive and initiative in completing tasks
• Complete duties in line with operational standards
• To perform such other duties as required from time to time

Planning and Organising

• Approach and deliver all work in a thorough and organised manner
• Follow MMUH policies and procedures in accordance with departmental standards and SOPs (Standard Operating Procedures)
• Alerting your Supervisor/Manager to current and potential risks or issues as appropriate
• Take responsibility for work completed, checking all work thoroughly and minimising errors
• Attend any training which may be allocated by Management
• Demonstrate efficiency and flexibility in ensuring that work is delivered (this may include fluctuations to your working hours, as determined by service requirements)

Effective Communication Skills

• Maintain good communication with the team at all times
• Communicate effectively with other hospital-wide departments, directorates, stakeholders and external parties
• Attend to employee and public queries in a professional, efficient and timely manner
• Ensuring necessary information is filtered to the appropriate parties involved in a timely manner
• Possess a good level of listening skills, responding positively to feedback
• Maintain composure during pressurised times
• Show patience and tolerance when dealing with conflict
• Communicate with confidence and in a clear manner with a positive approach

General Responsibilities and Accountabilities 1. Confidentiality You will be aware of the confidential nature of Hospital work and in particular, the right of patients to confidentiality. 2. Policies & Procedures You are required to familiarise yourself with and adhere to all policy and procedural documents relevant to your position. 3. Hygiene Standards The highest standard of hygiene must be maintained in the Hospital at all times and all staff members are responsible for ensuring compliance with the Hospitals requirements and standards with regard to hygiene. It is the responsibility of all staff to have a fundamental understanding oftheir individual responsibility in maintaining departmental & site hygiene standards. 4. Health and Safety Ensure that effective safety procedures are in place to comply not only with the Safety, Health and Welfare at Work Act 2005 but also within the spirit of the Hospital’s mission, vision and values, and they are known and followed by staff. You are required to familiarise yourself with the requirements of employees under the Safety, Health and Welfare at Work Act 2005 and to promote a work environment that is compliant with the Safety, Health and Welfare at Work Act 2005. Each staff member is individually responsible for ensuring that the Hospital remains a safe place to work. 5. Information Technology Ensure the most effective and efficient use of developments in information technology for administrative support in a manner, which integrates well with systems throughout the organisation. 6. Business Continuity Management Business Continuity Management (BCM) is a holistic management process that identifies potential impacts that threaten an organisation and provides a framework for building resilience and the capability for an effective response that safeguards the interests of its key stakeholders and reputation” (BS 25999) All Staff employed in the Mater Misericordiae University Hospital are obliged to: - make themselves familiar with the Organisational Business Continuity Plan - attend BCM education sessions provided for them - make themselves familiar with their individual roles as set out in their departmental business continuity plan if applicable and or the Organisational business continuity plan Note: The duties and responsibilities contained in the job description are a reflection of the present service requirements and may be subject to review and amendment to meet the changing needs of the Hospital. They are not exhaustive and may be reviewed by the Administration Team Manager at any stage. The incumbent will be required to maintain, enhance and develop their professional knowledge, skills and aptitudes necessary to respond to a changing climate.

PERSON SPECIFICATION – CLERICAL OFFICER GRADE III, HR RECEPTION Qualifications

Leaving Certificate or equivalent (Relevant FETAC Level 5 or High School qualification) Experience

Minimum 3 months administrative / clerical / reception / HR experience

Professional Skills/Core Competencies Ability to work in a pressurised environment with good time management skills Ability to communicate effectively and work well within in a team

Good level of administration skills with knowledge of administrative software Ability to multitask and prioritise Planning and organisational skills Ability to provide innovative solutions to problems Demonstrate flexible and adaptable approach to service needs Ability to work to a high level of discretion/confidentiality Other Skills

Results-oriented work ethic Ability to maintain resilience and composure Description

The purpose of the Clerical Officer Grade III is to provide exceptional service delivery within the Human Resources Department. The Clerical Officer Grade III will ensure that all duties, roles and responsibilities are completed to the required operational standards in line with the competency framework.

For further information see the full job description attached.

Please be advised that the salary scale for this position is €27,145-€44,113. Any successful candidate without relevant public sector experience will be placed on the first point of the scale.