Clerical Officer – Human Resources

About CORU

CORU regulates Health & Social Care Professionals. Our role is to protect the public by promoting high standards of professional conduct, education, training and competence through statutory registration of health and social care professionals. CORU was set up under the Health and Social Care Professionals Act 2005 (as amended). It comprises the Health and Social Care Professionals Council and individual registration boards, one for each profession named in the Act.

The designated professions under the Act are clinical biochemists, counsellors, dietitians, dispensing opticians, medical scientists, occupational therapists, optometrists, orthoptists, physical therapists, physiotherapists, podiatrists, psychologists, psychotherapists, radiation therapists, radiographers, social care workers, social workers and speech and language therapists. In the future, the Minister for Health may add other professions to be regulated by CORU.

Data Protection

CORU will process any personal data provided by you in connection with an application for this role in accordance with the General Data Protection Regulation and the Data Protection Acts 2018. The data will be kept for no longer that is necessary for the purposes for which that data are processed, and it shall be kept in a manner that ensure appropriate security of the data including the unauthorised or unlawful processing of data.

If your application is successful for this role, then your personal data will continue to be processed in accordance for the specified reason of the vacancy that you have applied to, and your data will not be held longer than is necessary. If your application is successful and you accept an offer of employment with CORU, then your personal data will continue to be processed in accordance with CORU personnel file management policy.

CORU may disclose the data that you provided on the application form to external sources for the following reasons; where there is an external assessor assisting in the shortlisting or during interviews to the post which you have applied, and to internal and external auditors.

Citizenship Requirements:

Eligible Candidates must be:

a)     A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway; or

b)     A citizen of the United Kingdom (UK); or

c)     A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or

d)     A non-EEA citizen who has a stamp 4 visa: * or

e)     A person awarded international protection under the International Protection Act 2015, or any family member entitled to remain in the State as a result of family reunification and has a stamp 4 visa: or

f)       A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state or the UK or Switzerland and has a stamp 4 visa.

*Please note that a 50 TEU visa, which is a replacement for Stamp 4EUFAM after Brexit, is acceptable as a Stamp 4 equivalent.

Job Purpose:

The HR Clerical Officer, reporting to the HR Executive Officer and HR Higher Executive Officer/Manager, is responsible for providing support in an administrative area within CORU.

Key Activities:

• General Administration including phone cover, emails, post

·        Manage the recruitment lifecycle including advertising of roles, organisation of interviews, pre-employment checks and issuing of contracts of employment.

·        Maintaining responsibility for all contract signatures, including sending to Council for signing and distributing contract to staff

·        Provide logistical support for interviews, training sessions and meetings, including room bookings, materials preparation, and note-taking

·        Provide administrative support for the Time and Attendance system (TMS), dealing with staff queries in relation to same and running reports such as sick leave monthly or as required

·        Maintain accurate HR filing systems and assist with HR audits of files, while ensuring that HR are complying with Data Protection regulation.

·        Ensure high standards are maintained in the HR Department, promote CORU's values through example and develop good working relationships with all staff members.

·        Maintain the probation/PMDS administration and ensure up-to-date probation/PMDS has been completed by each Department and filed, while ensuring compliance with HR processes.

·        Organise and conduct set up, on-boarding and induction for all new staff members.

·        Conducting regular internal audits of files, including policies and Standard Operating Procedures, ensuring they are up to date.

·        Monitor staff compliance with all policies and procedures, through reports and TMS audits

·        Manage responses from the HR inbox and deal with first level queries from the public and internal staff and escalate as necessary.

• Provide general secretarial/administrative support to include drafting general correspondence, preparing reports, letters, spreadsheets, database reports and any other information as required
• Schedule and service meetings and organise room bookings as required
• Participate fully in any cross functional training initiatives from time to time

·        Support the unit with all matters relating to its functions including day to day processes and general administrative support.

·        Any other tasks as may be assigned by the Head of Corporate Services, HR Manager or designated person.

• Represent CORU in a professional manner at all times

Essential Qualifications & Experience:

• A minimum of one-year relevant administrative experience is essential, with HR experience preferred
• Educated to leaving certificate level (or equivalent) with a further relevant qualification beneficial

Essential skills/characteristics:

• Excellent attention to detail
• Excellent interpersonal and communication skills
• Ability to work accurately within tight deadlines
• Proven organisational skills and ability to work towards tight deadlines
• Ability to effectively manage and prioritise workloads
• Adaptability and flexibility are important
• Demonstrable customer service skills
• Ability to work with confidentiality and discretion to a high degree is expected
• A thorough knowledge and understanding of office processes and equipment is important
• PC proficiency is vital