Clerical Officer

JOB DESCRIPTION

Main duties

• Recruitment – co-ordinate and undertake all the administration and recruitment activity across the relevant service areas in accordance with the organisation’s policies and procedures and good HR practice. To complete the recruitment cycle from request to hire, draft adverts, job descriptions and person specifications for managers review, arrange interview boards, ensure candidates receive details of their interview in a timely manner, request and monitor Garda Vetting applications, references and pre-employment medicals. Ensure that all recruitment documentation is maintained in accordance with legislative requirements.
• Ensure that all Contracts of Employment are issued to successful candidates in accordance with legislation requirements and payroll deadlines. Follow up on all recruitment documentation and notifying Candidates who have not been successful in their application.
• Ensure HR systems/electronic filing are accurate, updated and maintained in a timely manner.
• Ensure that personnel records, HR metrics and statistics are kept up to date.
• Manage personnel files and ensure they are maintained 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 is archived regularly or removed in accordance with good practice and procedures and legislation.
• Provide support to Service Managers with workforce planning and staff forecasting.
• Assist in the production of standardised reports from the HR IT systems, maintaining HR reporting processes. Produce regular and annual HR reports. Assist in the analysis and presentation of data and HR Metrics.
• Maintain individual HR files in accordance with HIQA regulations and requirements. Prepare information and statistics in accordance with requests from Department of Health, HSE and other requests as required.
• Assist in the implementation of HR related projects and undertake project work as required.
• Participate in Interview panels where required.
• Ensure all candidate/employee queries are dealt with in a professional and courteous manner and reflect the HR Department’s commitment to fostering excellent employee relations at all times.
• Ensure all appointments are approved by the relevant senior managers and is within agreed staffing levels and funding arrangements.
• Be a proactive member of the Recruitment Team and the wider HR Team through participation in departmental meetings and bring forward suggestions for HR service improvement.
• Comply with policies, procedures and guidelines of the Brothers of Charity Services Ireland and operate within the policies and procedures of the Services ensure legal compliance and best practice in all areas of responsibility.
• Ensure adherence to GDPR guidelines and maintain strict confidentiality in all matters including the safe storage of records.
• Promote dignity at work and show respect to the People Supported, colleagues and stakeholders in the course of duty.
• To comply with employees’ obligations as set out under the Safety, Health and Welfare at Work Act 2005 and Fire Drill procedures including fire detection and evacuation etc.
• To participate in all mandatory training.
• Perform such other duties appropriate to the post as may be required from time to time by the Recruitment Lead, HRM and or Regional Head of HR.
• Duties and responsibilities of any post in the Service are likely to change with the ongoing needs of the Service, the needs of the individuals we support, and the ongoing development of HR and IT systems.
• The role of the post holder will not be limited by reference to this Job Description.

Requirements

• A relevant Human Resources /CIPD qualification
• Have a minimum of 2 years’ experience in a high volume recruitment environment
• Strong IT skills & proficient with all aspects of Microsoft Office

• Level 7 Degree in related discipline, such as Business, Administration etc
• Experience of working in a fast paced office environment with competing priorities