Executive Officer

The Purpose of the Role

To provide high-quality administrative and customer-focused support within the HR Resourcing Team. This role is central to delivering efficient, accurate and timely recruitment processes across the University, ensuring a professional and responsive service to all stakeholders. The Executive Officer will undertake a wide range of administrative tasks related to recruitment activity within the team.

This is a varied and rewarding role requiring discretion, initiative, attention to detail, and strong interpersonal and organisational skills. This is an excellent opportunity for a recent Human Resources Management Graduate who would like to begin their career within Human Resources, however a third level qualification is not essential.

With a workforce of more than 5,000 people spanning academic, research, professional, and technical roles, the University depends on the Resourcing Team to attract, recruit, and support talented individuals who contribute to its success. The role offers an excellent opportunity to contribute to a high-performing HR team within a leading University.

Context

The Resourcing Team, as part of the wider HR department, manage the recruitment and selection of employees for the University as well as academic progression and promotion calls. All talent attraction and career progression is conducted with the aim of enabling the University’s policy on diversity and inclusion and in compliance with employment legislation and GDPR regulations. The role reports to the Resourcing Manager and/or Team Lead/Supervisor.

Main Responsibilities

This is a list of the tasks, duties and responsibilities for the role.

Service Delivery

• Proactively manage and respond to daily customer enquiries, ensuring timely resolution, appropriate escalation, and accurate logging of all requests.

• Provide administrative support for recruitment processes including advertising, interview scheduling and collation of candidate applications for shortlisting.

• Managing temporary agency assignments.

• Assist with the advertising and coordination of research recruitment campaigns.

Systems and Data Management

• Confidently use and navigate HR systems (e.g., FIS, CoreHR, DocuSign) to efficiently retrieve information and respond to queries.

• Maintain accurate databases and record and run standard reports as required.

• Ensure data integrity and compliance with GDPR in all administrative tasks.

Administrative Support

• Deliver efficient administrative and customer support to ensure the smooth and effective operation of the team.

• Assist in monitoring progress against SLAs to ensure service standards are maintained and operational targets are met.

• Liaise with the Financial Services Division (FSD) and suppliers to ensure timely and correct payments.

• Process payments, invoices, and purchase orders accurately and in line with University procedures (including iExpenses).

• Draft correspondence and meeting minutes as required.

• Collate recruitment statistics and reports as directed.

• Taking minutes at weekly meetings and circulating these to the team.

General

• Deputise for colleagues as required and attend meetings and events as requested.

• Assist with projects as required within Resourcing and across HR.

• Undertake any other duties that arise from time to time as directed by the manager or nominee.

Person Specification

Qualifications

• Essential: Leaving Certificate or equivalent with relevant administrative experience.

• Desirable: Diploma or professional qualification.

Knowledge

• Working knowledge of Microsoft Office, e-mail and web-based applications.

• Awareness and familiarity with the work of the HR department.

• Competent in the use of an HR administration system or a similar customer management database e.g. CORE HR.

Experience

• Previous experience in a similar administrative or customer-focused role.

• Experience managing enquiries by phone, email, and in person.

• Experience using standard office systems and equipment.

Skills

• Excellent written and verbal communication skills.

• Ability to work on own initiative while contributing effectively as part of a team.

• Strong interpersonal and organisational skills.

• Ensure precision and attention to detail in all written and numerical work.

• Efficiently manage multiple tasks across various stages, ensuring timely completion through effective planning and organisation.

• Excellent IT skills with high level of competency in MS Office applications – particularly Word, Excel and Outlook.

Personal attributes

• Delivers excellent customer service with a helpful, courteous, and professional manner to colleagues, students, academic staff and customers.

• A positive, can-do attitude and a willingness to go above and beyond to support recruitment activities.

• Pays close attention to quality standards.

• Discretion and integrity when handling sensitive or confidential information.

• The ability to work collaboratively as part of a team, while also performing effectively with minimal supervision.

• Flexible approach to working hours as the demands of the post may require work outside normal office working hours from time to time.

• Takes initiative to identify potential issues and propose effective solutions.

• Demonstrates pride and accountability in work performance.

Note:

• This role is not eligible for an employment permit. Applicants must hold current and unrestricted permission to work full-time in Ireland at the time of application (e.g. Stamp 4 or equivalent, or Irish/EU/EEA/UK citizenship).

• Applicants must demonstrate a high standard of spoken and written English, sufficient to perform effectively in the role.

Trinity Competencies

In Trinity there are 6 Core Competencies that are applicable to all roles across a range of professional, administrative and support jobs, unlike specialist or technical skills which may be job specific. They provide a common language for describing performance and the abilities/attributes displayed by individuals. They focus on “how” tasks are achieved, not “what” is achieved.

Below is a summary definition of the 6 Core Competencies.

Competency Summary Definition

Agile Leader

Sees the big picture and harnesses opportunities to achieve the University’s goals. Creates clear direction for the future and how to get there.

Unlocks Potential

Energised, capable and confident to take ownership and responsibility for their development and goals. Motivates, supports and develops people to perform to the best of their ability.

Service Ethos

Finds ways to increase stakeholder and customer satisfaction. Builds relationships, is proactive and delivery focused in order to anticipate, meet and exceed expectations.

Builds Trusted Relationships

Communicates in a clear and respectful manner building trust and commitment for mutually beneficial outcomes.

Decision-making

Confidently makes timely decisions based on knowledge, evidence and sound judgement.

Achieves Results

Delivers results by setting direction, planning, executing and evaluating impact.