Administrative jobs in Limerick
Sort by: relevance | dateAdministrator / Receptionist
Role Title: Administrator/Receptionist Location: 2nd Floor Arthurs Quay House, Arthurs Quay, Limerick V94 XVRO Hours: 21 hours The CASP Community Substance Misuse Team is a multi-disciplinary team, within the suite of services managed by CASP, funded through the MWRDAF responding to under 18′s and their families affected by substance misuse issues in the Mid-West Region. We are now seeking to recruit a part time office administrator/receptionist, on a 6-month fixed term contract, based at our offices in Limerick City. OBJECTIVE: To carry out administrative tasks on behalf of the CASP Community Substance misuse Team (CSMT) in the Mid-West Region. The successful candidate will report to the CEO/Team Leader and play a pivotal role in assisting the CASP and Community Substance Misuse Team in developing and implementing administrative duties of a strategic and operational role within the organisation. The role will include administration duties (but not limited to): Hours of Work 21 hours per week excluding lunch break, hours per day to be agreed by Team Leader. Closing Date Closing date for receipt of completed application forms is 5pm Tuesday the 20 th May 2025 and interviews the week commencing 26 th May 2025. Shortlisting will apply and a 12-month panel may be formed where future vacancies will be recruited from. If you wish to apply, please send a copy of your CV plus a covering letter stating how you meet the job requirements: Reference: Administrator/Receptionist, Mid-West Funded through the HSE by the Mid-West Regional Drugs Task Force
Housing Administrator
Salary: This role is attached to a defined salary scale which ranges from €35,800 to €43,860 and appointments are made depending on qualifications and experience. Purpose of the Job The role of Housing Administrator is vital to the effective provision of tenant services and our work for clients and tenants. The Housing Administrator will support the NOVAS Housing Department within the authority delegated from the Senior Tenant Services Manager and Head of Housing. The Housing Administrator role has the option to be based in either the Limerick or Dublin office (Hybrid working arrangements available), and will require travel as needed, to other locations where NOVAS operates as required. The post holder’s usual schedule will be to work Monday to Friday during office hours, with a high degree of flexibility and adaptability required. This will include attending occasional planned events outside of office hours and at weekends. The Housing Administrator will have a background in administrative duties like data entry, analytics and the use of the Microsoft office suite of applications. It would be advantageous if the candidate had experience of housing, property management, or an understanding of the needs of our clients and tenants. The Housing Administrator will be responsible for providing administrative support, for maintaining accurate property and tenant records, assisting with tenant communications, coordinating housing materials, inputting and managing rents, registering tenants with the RTB (Residential Tenancies Board) and assisting the Tenant Services and Asset Management Teams where needed. This role offers the successful candidate a fantastic opportunity to be part of a growing team and contribute to the success of NOVAS’ housing team. This job description is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive nor restrictive and is subject to periodic review. Environment of the Job NOVAS is a Registered Charity and Approved Housing Body, we work with single adults, couples and families and who are experiencing homeless or at risk of experiencing homeless. We provide a range of services and accommodation. Our first service was established in Limerick in 2002 which was a temporary low-threshold emergency homeless accommodation, and we have grown from there. We now have approximately 300 staff, and more than 30 services in Limerick, Dublin, Clare, Kerry, Cork and Tipperary including emergency homeless accommodation, transitional homeless accommodation, social housing and community-based services for tenancy sustainment, homelessness prevention, mental health and recovery. NOVAS is a Trauma Informed Practice Organisation, and the principles of collaboration, diversity, respect and trust are embedded in our way of working together. Our services are provided through support of our partners in local government through the Local Authorities, HSE, and other donors and funders. Delegation and Reporting The Housing Administrator will report to the Senior Tenant Services Manager under the guidance of the Head of Housing. In the absence of, or at other specified times the Housing Administrator may be required to consult with, and take direction from, another specified member of the Housing Department. Oversight for the work in this role is provided by the Housing & Tenant Sub Committee of the NOVAS Board of Directors. The Housing Administrator will at all times operate in a professional and respectful manner, maintaining high quality standards of work in accordance with the values and mission of NOVAS. Their decision-making will at all times be informed by the best interests of our clients and tenants and ensure cost effective value for money, use of donations and public money. Challenges The nature of our work involves supporting the most vulnerable people who often have complex needs and may be survivors of trauma. As a result, during the course of your work you may engage with sensitive and confidential matters that require empathy, compassion and pragmatism. You may also encounter clients or tenants who are displaying challenging behaviour or struggling to moderate their behaviour. Patience, respect and an ability to remain professional and focused on deescalating is essential. Further training will be provided in Trauma Informed Practice. As an organisation that is largely funded by public money, effective use of resources is a continuous focus and challenge. Key Accountabilities Accountability Achieved by Tenant Care and Administration Support • Tenant and Property database management – creating tenant and property files, updating and managing records, imports, forecasting and reporting. • Liaison & collaboration with internal and external departments & partners on housing & property data, reports, processes and outputs. • Inputting and reporting on all required housing-related data such as rents, complaints, maintenance, etc. • Analysing data and improving information outputs. • Communication of department work as required and agreed. • Laison & collaboration with Local Authorities and other service parties working with NOVAS as agreed. • Monitoring and replying to tenant queries acting as the initial point of contact for general enquiries in relation to housing, tenant services, maintenance queries, etc. • Arrange meeting, take minutes, update & record department activities as agreed. • Preparing and assisting with content for tenant newsletters, assisting with the organisation of tenant meetings and collecting data from tenant satisfaction surveys. • Editing NOVAS website as agreed. • General Administration duties and co-ordination of team members diaries, timetables, etc. Supervision, Support & Development • Engaging in regular one-to-one sessions with your line manager. • Contribute to the housing department to develop ideas and initiatives • Working under the direction of your line manager and the wider management team. • Participating in team meetings. • Familiarity and compliance with all relevant policies and standards. • Participation in relevant and required training events. Health & Safety • Attention to your own Health & Safety in the workplace. • Vigilance of health & safety hazards and timely reporting of same to your line manager. • Managing incidents and accidents in accordance with policies. Information Management • Ensure only relevant and appropriate data and personal information relating to donors, clients, tenants, staff and other members of the organisation is retained safely using the correct systems and procedures, is collected for legitimate purposes and is safely destroyed when appropriate. Person Specification Essential Criteria Documentary evidence of qualifications and eligibility will be confirmed at the end of any recruitment process, candidates who do not possess the essential requirements, on the date of application will not be offered a position. It is the responsibility of the applicant to ensure they meet the essential criteria of the person specification. The appropriate candidate will have: ▪ Proven experience in administration roles including customer, client or tenant service or similar. ▪ Collaboration skills & experience to ensure completeness of date and information collection and sharing duties. ▪ Excellent IT skills – database, CRM, Etc. ▪ Excellent administration and project management skills with the ability to work to deadlines and manage multiple priorities. ▪ Excellent written and verbal communication skills with an ability to communicate to different audiences. ▪ Confident on telephone calls and interpersonal communications. ▪ Criminal Record Self Declaration will be sought for this role. Desirable Criteria It would be an advantage for the candidate to have: ▪ Experience of administrative work in housing, property or tenant services including social housing. ▪ Experience in the charity Not for Profit sector with a proven track record of working with housing or property management teams. ▪ Experience of working with Local Authorities and service partners in the social housing and support industry. ▪ Proficient use of Microsoft office applications such as word and excel and experience of data entry to a record keeping system (ideally Salesforce). ▪ 3rd level qualification in Housing Studies, Property management, Administration or other relevant qualification or demonstrable experience in the area. ▪ Organised, flexible, hard working with a passion for excellent tenant care. ▪ Full driver’s licence and access to own car. ▪ Good understanding of the charity sector and the codes of best practice in Housing and GDPR in Ireland. NOVAS Employment Benefits NOVAS is committed to attracting and retaining the best talent in service of our clients and tenants and values the hard work and commitment of our staff. Detailed below are a range of benefits you receive as a NOVAS employee. Support & Supervision Every employee will have regular planned one-to-one meetings with their line manager as well and Team Meetings and Monthly All Staff Town Hall meetings in order to ensure you are connected to, and supported by your colleagues and the organisation. Learning & Development NOVAS will fully fund a wide range of training programmes required role specific including First Aid, Fire Safety, Manual Handling, Trauma Informed Practice. Career Progression NOVAS believes in supporting the development and career path for our staff and develop skills for role changes, Leadership Preparation and Management Development. Salary Scales NOVAS has defined salary scales and has committed to awarding annual increments to staff depending on sustained funding. Annual Leave 26 Days annual leave plus bank holidays. Pension A direct contribution pension with a 5% employer and employee contribution totalling 10%. Employee Assistance Programme Our Employee Assistance Programme provided by Inspire Wellbeing gives staff access to free confidential counselling and a suite of online mental health and wellness tools. Further Education Support With the help of your line manager you can apply for financial support, study leave or exam leave days to complete external professional qualifications to help further your career. Sick Pay 2 Weeks full and 2 weeks half sick pay certified. Maternity Leave 18 weeks full pay which can be pro rata across duration.
Administration Officer (Payroll & Pensions)
Purpose of the Post Job Summary The Payroll & Pensions Officer is a senior position within the Finance Department, with responsibility to manage the payroll process for approximately 400 multidisciplinary staff and manage and administer monthly pension payments. The role has responsibility for overseeing a dedicated team of payroll and pension administrators. The candidate will require previous experience of payroll and pensions and extensive knowledge of statutory regulations and HSE terms and conditions. The role will contribute to the implementation of service improvements and change. Integral elements of the role include excellent people management, communication and project management skills. The successful candidate will be highly motivated, organised and possess the ability to work to tight deadlines. Collaboration with various departments including HR and Finance is vital to the success of the position along with the ability to build strong and trusting relationships with stakeholders. A strong customer service ethos is required along with the ability to problem solve. Principle Duties and Responsibilities The role includes managerial and administrative functions. The following are the key duties and responsibilities for this role (indicative not exhaustive): • Management and administration oversight of fortnightly and monthly pay cycles • Management of pension process (VHSS & SPSPS) • Annual benefit statements • The ability to evaluate complex information from a variety of sources and make effective decisions. • Manage the integration of HR time and attendance system with payroll system • Responsible for Implementation and/or review of payroll and pension procedures • Ensure accurate calculation of payroll and all relevant taxes and deductions • Ensuing all deadlines are met • Preparation of monthly reports for finance management team • Responsible for month and year end reporting where relevant and as requested by Finance Management team • Partake in annual external audit and internal audits where relevant as requested by Finance Management team • Ensure optimum and effective use of staff within your department to avoid backlogs. where possible, with adequate planning and monitoring of resources. • Ensure adequate cover is in place during periods of leave/absences for maintaining service provision • Conduct regular training requirement analysis for payroll and pensions team and organise when needed • Organise mandatory training requirements for all staff within the payroll and pensions department in compliance with Hospital policies and provide reports on request. • Management of queries from Payroll & Pensions team, Finance Management, hospital staff and HR department • Collaborate and work closely with HR department to ensure information flow • Attend meetings representing the payroll and pensions department • Review and implement HSE Circulars and other national agreements • Conduct look back exercises as required and in consultation with the department head/ HR department • Key contact with payroll system provider • Reporting Relationships: Communicating when required with external bodies and government agencies • Demonstrate pro-active commitment to all communications with internal and external stakeholders • Prioritising competing workload demands from internal and external stakeholders to meet pre-determined targets and timeframes. • Demonstrate leadership and sound judgment in managing allocated assignments. • Awareness of Data Integrity, Process Standardisation, System of Internal Financial Controls, Financial Regulations and Corporate Governance at local and national level • Promote and participate in the implementation of change • Embrace change and adapt local work practices accordingly by finding practical ways to make policies work. • Participate in project assignments as may arise from time to time. • Utilise technology to enable automation of existing processes to ensure work is completed efficiently and highest standards possible. • Any other appropriate duties as may be determined by the senior management. • To support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service. Staff Supervision: • Ensure that optimum and effective use of staff through appropriate allocation is exercised. • Manage the performance of staff, dealing with underperformance in a timely and constructive manner • Conduct regular staff meetings to keep staff informed and to hear staff views. • Pursue and promote continuous professional development in order to develop management expertise and professional knowledge. This extends to completion of Performance Achievement meetings ensure these are done in a timely manner for all staff under the remit of Payroll & Pensions Officer. • Promote and maintain a safe working environment for all staff and ensure that all Risk Management & Health & Safety strategies, policies and procedures are implemented. • Adhere to and implement Human Resources policies and procedures & Occupational Health Policies & procedures. • Promote an attendance culture and actively engage in measures to improve attendance. • Foster a good working relationship with Hospital Staff and outside agencies. Training and Development: • Conduct regular training needs analysis for payroll and pensions staff. Ensure the provision of comprehensive training to payroll and pensions staff. Ensure effective induction processes are in place for new staff. • Organise mandatory training requirements for all staff within the department in compliance with Hospital policies. • Attend appropriate in-service training and education programmes and facilitate staff to attend same. • Conduct regular training sessions in line with HSE Circulars, Memos, and employment legislation changes. Confidentiality. In the course of your employment you may have access to, or hear information concerning, the medical or personal affairs of patients 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 staff, patients 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 left in safe custody when no longer required. You are required to comply with the legislation in respect of the General Data Protection Regulation (GDPR). The above 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. Flexibility must be exercised in dealing with new situations and emergencies. It would be expected in the normal course of events at Hospital level that the role will evolve as professional and service demands change. Management structures, budgetary processes and training/education initiatives are the subject of on-going development to facilitate the exercise of the devolved functions set out above. This job description indicates the main responsibilities and duties of the post and is subject to review and amendment to reflect the changing needs of the hospital service. The extent and speed of change in the delivery of health care is such that adaptability is essential. The incumbent will be required to establish, maintain, enhance and develop their professional knowledge, skills and aptitudes in order to respond to a developing service situation. Eligibility Criteria Qualifications and/or experience 1. Education, Experience Requirements etc: a. Each candidate must, at the latest date for receipt of completed applications for the post possess: (i) Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004. Or (ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish (1). Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination. Or (iii) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction Or (iv) 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). And b. Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office. And c. Candidates must possess a background in the areas of Payroll and Pensions Management in an organisation of similar size minimum of 3/5 years’ experience. And d. Candidates must possess the IPASS qualification Desirable: • Knowledge & Experience of HR/Payroll system functionality • In depth experience of Megapay Payroll system/SAP Payroll system • Manager or Certified Payroll Professional with payroll experience, in a health service preferred. • Qualification in Pensions Management. • Membership of or working towards certified payroll body • Proficient in Microsoft Office packages, with particular emphasis on Excel. • Experience in people management Note (1) Candidates must achieve a pass in Ordinary or Higher-level papers. A pass in a foundation level paper is not acceptable. Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme. 2. Age The Public Service Superannuation (Age of Retirement) Act, 2018 set 70 years as the compulsory retirement age for public servants. 3. Garda Vetting Applicants who do not comply with the Hospitals requirements in this regard will be excluded from the competition. 4. Health Candidates for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. 5. Character Candidates for and any person holding the office must be of good character. • Experienced and proficient in the use of Microsoft Office suite of applications including advanced competency in Excel Post Specific Requirements • Have a strong working knowledge of the Payroll Systems • Have a proven track record in delivering to strict deadline • Demonstrate experience of working collaboratively and in a professional manner with multiple internal and external stakeholders • Demonstrate experience of managing and delivering multiple concurrent pieces of work • Demonstrate a proven ability to prioritise tasks and meet deadlines Essential Skills, competencies and/or knowledge Candidates will demonstrate through their application form and at the interview that they have: Professional Knowledge & Experience • Proven track record in the compilation of reports • Highly proficient in the Microsoft Office suite, including MS Word and Excel • Experience of working with payroll systems • Demonstrate the ability to work in line with relevant policies and procedures • Demonstrate commitment to developing own professional knowledge and expertise • Experience in managing a payroll function and knowledge of HSE terms and conditions • Experience in preparation of retiring staff members files and calculation of pension entitlements for submission to the National Pensions Management Team for review (VHSS) • Experience in management of SPSPS pension process Managing and Delivering Results • Demonstrate excellent attention to detail • Strong results focus and the ability to achieve objectives through collaborative working • Demonstrate excellent organisational and time management skills to meet objectives within agreed timeframes and achieve quality results • Demonstrate the ability to improve efficiency within the working environment ability and the ability to evolve and adapt to a rapid changing environment. • Demonstrate the ability to work to tight deadlines and operate effectively with multiple competing priorities • The ability to take responsibility and be accountable for the delivery of agreed objectives • A logical and pragmatic approach to workload, delivering the best possible results with the resources available • Ability to effectively delegate tasks to the team to ensure projects are completed • Self-motivation and an innovative approach Evaluating Information, Problem Solving & Decision Making • Display excellent analytical skills to enable analysis and interpretation of data • The ability to gather and analyse information from relevant sources, weighing up a range of critical factors to develop solutions and make decisions as appropriate • Demonstrate the ability to grasp and understand complex issues and the impact on service delivery • Capacity to anticipate issues and implement solutions • Recognises when it is appropriate to refer decisions to a higher level of management • Demonstrate initiative in the resolution of complex issues / problem solving and proactively develop new proposals and recommend solutions • Ability to make sound decisions with a well-reasoned rationale and to stand by these as appropriate Communication & Interpersonal Skills • Demonstrate the ability to work on own initiative as well as part of a team, promoting a positive team spirit. • Demonstrate the ability to interact in a professional manner with other finance staff, HR department and other key stakeholders from clinical and non-clinical backgrounds • Work as part of the team to establish a shared sense of purpose and unity • Demonstrate flexibility and adaptability • Demonstrate commitment to regular two-way communication across functions and levels, ensuring that messages are clearly understood • Demonstrate strong written, oral and presentation skills Building & Maintaining Relationships (including Team Skills and Leadership) • Demonstrate the ability to work on own initiative as well as part of a team, promoting a positive team spirit. • Demonstrate leadership potential, the ability to manage the performance of others and support staff development. • Works as part of the team to establish a shared sense of purpose and unity Commitment to Quality Service • Practices and promotes a strong focus on delivering high quality customer service for internal and external customers and an awareness and appreciation of the service user • Proactively identifies areas for improvement and develops practical solutions for their implementation • Embraces and promotes the change agenda, supporting others through change and effectively seeing it through • Demonstrate flexibility and initiative during challenging times and an ability to persevere despite setbacks. The successful applicant will be required to work flexibly in response to changing local/organisational/network requirements. Tenure The appointment is permanent whole-time and pensionable A panel may be created from which permanent full-time duration may be filled. Appointment as an employee of the Health Service Executive is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointment) Act 2004. Remuneration The salary scale for this post is in accordance with Department of Health approved salary scales 01/03/2025 grade code 0574: €56,757; €58,110; €59,761; €62,862; €64,716; €67,025- LSI1; €69,341; LSI2 Working Week The standard working week applying to the post is: 35 hours delivered on a Monday to Friday basis. Flexibility in consideration of service needs is required. HSE Circular 003-2009 “Matching Working Patterns to Service Needs (Extended Working Day / Week Arrangements); Framework for Implementation of Clause 30.4 of Towards 2016” applies. Under the terms of this circular, all new entrants and staff appointed to promotional posts from Dec 16th 2008 will be required to work agreed roster / on call arrangements as advised by their line manager. Contracted hours of work are liable to change between the hours of 8am-9pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement (Implementation of Clause 30.4 of Towards 2016). Annual Leave 30 working days per annum. Public Holidays are granted in accordance with the provisions of the Organisation of Working Time Act, 1997. Pro-rata annual leave entitlement applies to part-time posts. Superannuation All pensionable staff become members of the pension scheme. Probation Employment will be probationary for the first six months, during which time the Department Head will carry out periodic probation assessment reviews. The appointee will cease to hold office at the end of or during the probationary period unless during such period the Hospital has certified that their service is satisfactory Termination of Employment Two months’ notice in writing, on either side, except in circumstances where the Hospital authority is of the opinion that the holder of the office has failed to perform satisfactorily the duties of his/her office or has misconducted himself/herself in relation to such office or is otherwise unfit to hold office. The mandatory retirement age for new entrant staff in employment in the public service after 1st January 2013 is 70 years. All other appointees in accordance with HR Circular 029/2018 who have not already reached their retirement age before 26th December 2018 will have the choice to work beyond the age of 65 to age 70 if they so choose.
Administrative Officer
Purpose of the Post Job Summary The Payroll & Pensions Officer is a senior position within the Finance Department, with responsibility to manage the payroll process for approximately 400 multidisciplinary staff and manage and administer monthly pension payments. The role has responsibility for overseeing a dedicated team of payroll and pension administrators. The candidate will require previous experience of payroll and pensions and extensive knowledge of statutory regulations and HSE terms and conditions. The role will contribute to the implementation of service improvements and change. Integral elements of the role include excellent people management, communication and project management skills. The successful candidate will be highly motivated, organised and possess the ability to work to tight deadlines. Collaboration with various departments including HR and Finance is vital to the success of the position along with the ability to build strong and trusting relationships with stakeholders. A strong customer service ethos is required along with the ability to problem solve. Principle Duties and Responsibilities The role includes managerial and administrative functions. The following are the key duties and responsibilities for this role (indicative not exhaustive): • Management and administration oversight of fortnightly and monthly pay cycles • Management of pension process (VHSS & SPSPS) • Annual benefit statements • The ability to evaluate complex information from a variety of sources and make effective decisions. • Manage the integration of HR time and attendance system with payroll system • Responsible for Implementation and/or review of payroll and pension procedures • Ensure accurate calculation of payroll and all relevant taxes and deductions • Ensuing all deadlines are met • Preparation of monthly reports for finance management team • Responsible for month and year end reporting where relevant and as requested by Finance Management team • Partake in annual external audit and internal audits where relevant as requested by Finance Management team • Ensure optimum and effective use of staff within your department to avoid backlogs. where possible, with adequate planning and monitoring of resources. • Ensure adequate cover is in place during periods of leave/absences for maintaining service provision • Conduct regular training requirement analysis for payroll and pensions team and organise when needed • Organise mandatory training requirements for all staff within the payroll and pensions department in compliance with Hospital policies and provide reports on request. • Management of queries from Payroll & Pensions team, Finance Management, hospital staff and HR department • Collaborate and work closely with HR department to ensure information flow • Attend meetings representing the payroll and pensions department • Review and implement HSE Circulars and other national agreements • Conduct look back exercises as required and in consultation with the department head/ HR department • Key contact with payroll system provider • Reporting Relationships: Communicating when required with external bodies and government agencies • Demonstrate pro-active commitment to all communications with internal and external stakeholders • Prioritising competing workload demands from internal and external stakeholders to meet pre-determined targets and timeframes. • Demonstrate leadership and sound judgment in managing allocated assignments. • Awareness of Data Integrity, Process Standardisation, System of Internal Financial Controls, Financial Regulations and Corporate Governance at local and national level • Promote and participate in the implementation of change • Embrace change and adapt local work practices accordingly by finding practical ways to make policies work. • Participate in project assignments as may arise from time to time. • Utilise technology to enable automation of existing processes to ensure work is completed efficiently and highest standards possible. • Any other appropriate duties as may be determined by the senior management. • To support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service. Staff Supervision: • Ensure that optimum and effective use of staff through appropriate allocation is exercised. • Manage the performance of staff, dealing with underperformance in a timely and constructive manner • Conduct regular staff meetings to keep staff informed and to hear staff views. • Pursue and promote continuous professional development in order to develop management expertise and professional knowledge. This extends to completion of Performance Achievement meetings ensure these are done in a timely manner for all staff under the remit of Payroll & Pensions Officer. • Promote and maintain a safe working environment for all staff and ensure that all Risk Management & Health & Safety strategies, policies and procedures are implemented. • Adhere to and implement Human Resources policies and procedures & Occupational Health Policies & procedures. • Promote an attendance culture and actively engage in measures to improve attendance. • Foster a good working relationship with Hospital Staff and outside agencies. Training and Development: • Conduct regular training needs analysis for payroll and pensions staff. Ensure the provision of comprehensive training to payroll and pensions staff. Ensure effective induction processes are in place for new staff. • Organise mandatory training requirements for all staff within the department in compliance with Hospital policies. • Attend appropriate in-service training and education programmes and facilitate staff to attend same. • Conduct regular training sessions in line with HSE Circulars, Memos, and employment legislation changes. Confidentiality. In the course of your employment you may have access to, or hear information concerning, the medical or personal affairs of patients 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 staff, patients 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 left in safe custody when no longer required. You are required to comply with the legislation in respect of the General Data Protection Regulation (GDPR). The above 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. Flexibility must be exercised in dealing with new situations and emergencies. It would be expected in the normal course of events at Hospital level that the role will evolve as professional and service demands change. Management structures, budgetary processes and training/education initiatives are the subject of on-going development to facilitate the exercise of the devolved functions set out above. This job description indicates the main responsibilities and duties of the post and is subject to review and amendment to reflect the changing needs of the hospital service. The extent and speed of change in the delivery of health care is such that adaptability is essential. The incumbent will be required to establish, maintain, enhance and develop their professional knowledge, skills and aptitudes in order to respond to a developing service situation. Eligibility Criteria Qualifications and/or experience 1. Education, Experience Requirements etc: a. Each candidate must, at the latest date for receipt of completed applications for the post possess: (i) Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004. Or (ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish (1). Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination. Or (iii) Have completed a relevant examination at a comparable standard in anyequivalent examination in another jurisdiction Or (iv) 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). And b. Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office. And c. Candidates must possess a background in the areas of Payroll and Pensions Management in an organisation of similar size minimum of 3/5 years’ experience. And d. Candidates must possess the IPASS qualification Desirable: • Knowledge & Experience of HR/Payroll system functionality • In depth experience of Megapay Payroll system/SAP Payroll system • Manager or Certified Payroll Professional with payroll experience, in a health service preferred. • Qualification in Pensions Management. • Membership of or working towards certified payroll body • Proficient in Microsoft Office packages, with particular emphasis on Excel. • Experience in people management Note (1) Candidates must achieve a pass in Ordinary or Higher-level papers. A pass in a foundation level paper is not acceptable. Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme. 2. Age The Public Service Superannuation (Age of Retirement) Act, 2018 set 70 years as the compulsory retirement age for public servants. 3. Garda Vetting Applicants who do not comply with the Hospitals requirements in this regard will be excluded from the competition. 4. Health Candidates for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. 5. Character Candidates for and any person holding the office must be of good character. • Experienced and proficient in the use of Microsoft Office suite of applications including advanced competency in Excel Post Specific Requirements • Have a strong working knowledge of the Payroll Systems • Have a proven track record in delivering to strict deadline • Demonstrate experience of working collaboratively and in a professional manner with multiple internal and external stakeholders • Demonstrate experience of managing and delivering multiple concurrent pieces of work • Demonstrate a proven ability to prioritise tasks and meet deadlines Essential Skills, competencies and/or knowledge Candidates will demonstrate through their application form and at the interview that they have: Professional Knowledge & Experience • Proven track record in the compilation of reports • Highly proficient in the Microsoft Office suite, including MS Word and Excel • Experience of working with payroll systems • Demonstrate the ability to work in line with relevant policies and procedures • Demonstrate commitment to developing own professional knowledge and expertise • Experience in managing a payroll function and knowledge of HSE terms and conditions • Experience in preparation of retiring staff members files and calculation of pension entitlements for submission to the National Pensions Management Team for review (VHSS) • Experience in management of SPSPS pension process Managing and Delivering Results • Demonstrate excellent attention to detail • Strong results focus and the ability to achieve objectives through collaborative working • Demonstrate excellent organisational and time management skills to meet objectives within agreed timeframes and achieve quality results • Demonstrate the ability to improve efficiency within the working environment ability and the ability to evolve and adapt to a rapid changing environment. • Demonstrate the ability to work to tight deadlines and operate effectively with multiple competing priorities • The ability to take responsibility and be accountable for the delivery of agreed objectives • A logical and pragmatic approach to workload, delivering the best possible results with the resources available • Ability to effectively delegate tasks to the team to ensure projects are completed • Self-motivation and an innovative approach Evaluating Information, Problem Solving & Decision Making • Display excellent analytical skills to enable analysis and interpretation of data • The ability to gather and analyse information from relevant sources, weighing up a range of critical factors to develop solutions and make decisions as appropriate • Demonstrate the ability to grasp and understand complex issues and the impact on service delivery • Capacity to anticipate issues and implement solutions • Recognises when it is appropriate to refer decisions to a higher level of management • Demonstrate initiative in the resolution of complex issues / problem solving and proactively develop new proposals and recommend solutions • Ability to make sound decisions with a well-reasoned rationale and to stand by these as appropriate Communication & Interpersonal Skills • Demonstrate the ability to work on own initiative as well as part of a team, promoting a positive team spirit. • Demonstrate the ability to interact in a professional manner with other finance staff, HR department and other key stakeholders from clinical and non-clinical backgrounds • Work as part of the team to establish a shared sense of purpose and unity • Demonstrate flexibility and adaptability • Demonstrate commitment to regular two-way communication across functions and levels, ensuring that messages are clearly understood • Demonstrate strong written, oral and presentation skills Building & Maintaining Relationships (including Team Skills and Leadership) • Demonstrate the ability to work on own initiative as well as part of a team, promoting a positive team spirit. • Demonstrate leadership potential, the ability to manage the performance of others and support staff development. • Works as part of the team to establish a shared sense of purpose and unity Commitment to Quality Service • Practices and promotes a strong focus on delivering high quality customer service for internal and external customers and an awareness and appreciation of the service user • Proactively identifies areas for improvement and develops practical solutions for their implementation • Embraces and promotes the change agenda, supporting others through change and effectively seeing it through • Demonstrate flexibility and initiative during challenging times and an ability to persevere despite setbacks. The successful applicant will be required to work flexibly in response to changing local/organisational/network requirements. Tenure The appointment is permanent whole-time and pensionable A panel may be created from which permanent full-time duration may be filled. Appointment as an employee of the Health Service Executive is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointment) Act 2004. Remuneration The salary scale for this post is in accordance with Department of Health approved salary scales 01/03/2025 grade code 0574: €56,757; €58,110; €59,761; €62,862; €64,716; €67,025- LSI1; €69,341; LSI2 Working Week The standard working week applying to the post is: 35 hours delivered on a Monday to Friday basis. Flexibility in consideration of service needs is required. HSE Circular 003-2009 “Matching Working Patterns to Service Needs (Extended Working Day / Week Arrangements); Framework for Implementation of Clause 30.4 of Towards 2016” applies. Under the terms of this circular, all new entrants and staff appointed to promotional posts from Dec 16th 2008 will be required to work agreed roster / on call arrangements as advised by their line manager. Contracted hours of work are liable to change between the hours of 8am-9pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement (Implementation of Clause 30.4 of Towards 2016).
