Assistant Staff Officer

Overall role and context:

The HR Assistant Staff Officer plays a vital role in the administrative and professional services in the HR department particularly around Core functionality for all staff in SETU. The post holder will further develop the HR function, both in its administrative and reporting capabilities but also developing new initiatives for SETU as it enters a period of significant change. The developmental nature of this role will also present opportunities to become involved in other projects that arise from time to time in the department. The collection and collation of complex material and the preparation of reports and submissions is also part of this role. This role will demand a high level of judgement as well as an in depth knowledge and skill in the use of information and communication technologies.

Principal duties and responsibilities:

This role will require an experienced, committed and motivated individual with a strong work ethic, excellent communication and interpersonal skills and advanced organisational and administrative skills.

• Ensure all relevant records, correspondence and documentation are maintained and compliant with policies and procedures and GDPR.

• Provide individual advice on leave information when required.

• Keep up to date with government circulars, agreements and correspondence and maintain an in depth knowledge of same.

• Liaise with appropriate University personnel and other external agencies in a manner which is consistent with SETU policies and procedures.

• Work closely with the HR Manager and other HR staff to support the function.

• Display discretion and confidentiality when dealing with all staff issues.

• Carry out other related duties as may be required by the HR manager.

• Promote activities that are aimed at fostering an inclusive working and learning environment.

• Keep up to date records of staff leave entitlements and report on these as required by SETU, HEA and other appropriate bodies.

• Utilize appropriate software tools (eg CoreHR) for informing, planning, maintaining records and for reporting purposes.

• Core Time Flexi Clocking Management and balancing of period ends.

• Complete weekly Flexi violation report in a timely manner for Payroll.

• Managing system balances including Annual leave, Flexi, Tech Flexi, Time in Lieu.

• Providing employees with policies including Maternity, Parental Leave, Parent’s Leave, Paternity Leave, Marriage Leave, Jury Leave, Sick Leave, Force Majeure, Career Break, Compassionate Leave, Cycle to Work Scheme, Eye Vouchers and actioning these requests with employees and Payroll to ensure all paperwork is in order for the payroll deadlines, updating employee’s salaries and multipliers on the Core system in accordance with these requests.

• Completing Salary Certificates and Employment Letters.

• Generating and printing Staff ID Cards.

• Filing of paperwork on a daily basis.

• Updating Core for a number of departments with employee shift patterns and working from home requests.

• Managing the PDIS for all pay groups to ensure all employee’s details are captured for the correct pay group deadline.

• Complete the Shorter Working Year applications each year and ensure the paperwork is in order for Payroll and the multipliers are correct on the Core system to reflect the time requested by the payroll cut off.

The above provides a broad outline of the duties and responsibilities attached to the position as currently envisaged. These may change over time in the context of evolving University objectives and organisational restructuring.

Person specification – Qualifications, Knowledge, Experience & Skills:

• Have the requisite knowledge, skills and competencies to carry out the role and be capable and competent of fulfilling the role to a high standard.

• Have obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (higher, ordinary, applied or vocational programmes) or equivalent or have passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as being of a comparable to Leaving Certificate standard or equivalent or higher or have appropriate relevant experience which encompasses equivalent skills and expertise.

• Excellent oral and written communication skills.

• Strong interpersonal and organisational skills.

• Analytical and numerical ability, with strong attention to detail.

• Excellent computer skills with a good working knowledge of Microsoft Office packages (MS Teams, Word, Excel, Outlook etc.) and use of other IT systems.

• Evidence of working as a team player.

• An ability to deal with confidential matters.

• A commitment to advancing equality, diversity and an inclusive community.

Hours of Work:

The appointee will be required to work 35 hours per week together with such additional hours as may be required for the proper discharge of their duties.

Salary:

Assistant Staff Officer Salary Scale €38,599 - €54,911

Annual Leave:

23 days annual leave. Annual Leave will be in accordance with arrangements authorised by the Minister for Further and Higher Education, Research, Innovation and Science from time to time.