Higher Executive Officer HR

Location

The successful candidate will be based in the National Museum of Ireland, Collins Barracks, Dublin 7 or any other site as may be designated from time to time by the Director.

Reporting to

The successful candidate will report to the Head of Human Resources.

Job Purpose

The HEO will be responsible, in conjunction with the Head of HR, for providing professional support, leadership and advice to Managers/ Heads of Departments in relation to HR Operations best practice.

The HEO will be responsible for the management of the HR operations functions including, recruitment and on-boarding, HR Payroll inputs, superannuation administration, NSSO liaison and instructions, audits, HR point of contact with NMI Finance dept. and reporting /returns to parent department and state bodies.

The primary focus of the role is managing, supervising, and overseeing the instructions to payroll in respect of NMI staff and pensioners to the National Shared Servies payroll section, ensuring compliance with regulations, and enhancing operational efficiency.

Duties and Responsibilities

▪ Co-ordinating day-to-day activities of HR Operations team, supervising staff, including allocating and monitoring workloads, overseeing and co-ordinating work, reprioritising and troubleshooting, as necessary to ensure efficient delivery of services.

▪ Promoting teamwork within the HR Operations Team, providing guidance and training to enhance skills and competencies of staff. Conduct regular team meetings and one-to-ones for direct reports

▪ Oversee the accurate and timely preparation, approving, processing, and instructions to payroll in respect of NMI staff and pensioners to the National Shared Servies payroll.

▪ Liaising with National Payroll Shared Services as necessary, ensuring the accurate and timely completion of payroll processing.

▪ Ensure compliance with all relevant circulars, legislation, regulations, and organisational policies relevant to the role.

▪ Handle complex payroll enquiries and resolve discrepancies or issues in a prompt and efficient manner.

▪ Ensure high levels of customer service and meeting timeframes for response to queries.

▪ Serve as a primary point of contact for pay and leave related queries from employees.

▪ Address and resolve employee concerns regarding payroll, benefits, or deductions.

▪ Liaise with Payroll and the Pensions Unit to administer and collate the pension data for retiring staff.

▪ Collaborate with the NMI Finance Department payroll lead to refine payroll systems, ensuring they support organisational quality standards i.e.

o Identify areas for improvement in payroll processing systems and recommend enhancements to increase efficiency and accuracy.

o Identify risks related to payroll processing and develop mitigation strategies including a quality review of any overpayments.

o Ensure compliance with procedures, regularly undertaking quality assurance checks on all aspects of Payroll Admin work in the HR and Finance Department

o Conduct and oversee audits and ensure that payroll processes meet the standards set by auditors.

▪ Contribute to the development and implementation of pay-related policies and procedures.

▪ Ensure that all payroll policies/procedures are communicated effectively to staff and are consistently applied.

▪ Keep informed of changes in legislation and ensure the organisation remains compliant.

▪ Establish and maintain a system for tracking payroll discrepancies and overpayments and ensure timely resolution.

▪ Lead initiatives aimed at enhancing the accuracy and efficiency of payroll processes.

▪ Use data-driven insights to recommend and implement changes that improve payroll quality.

▪ Reporting and providing information and statistics for Head of HR and Senior Management as required.

▪ Support the Head of HR to ensure proper implementation of the Service level Agreement.

▪ Patriciate in Quarterly meetings with NSSO to an agreed Agenda to ensure that all NMI issues/queries are fully addressed.

▪ Oversight of the Recruitment and Selection Policy.

▪ Ensure that the recruitment process, the issuing of contracts of employment and the terms and conditions of employment meet all relevant employment legislation, relevant national policies, regulations and public service policies and procedures.

▪ Provide best practice recruitment and selection advice and guidance to hiring managers, and interview board members.

▪ Administer and maintain all HR personnel files and ensure records are accurate, including salary, probation, sick, maternity, parental, annual leave and any other special leave arrangements.

▪ Develop and maintain the human resources and other management information/data.

▪ Ensure that the HR Operations Team makes the most effective and efficient use of developments in information technology for administrative support in a manner that integrates well with systems throughout the public service.

▪ Assist in the collection, interpretation and presentation of staff, data and information on NMI activities and staffing as required.

▪ Ensure compliance with the requirements of GDPR in respect of HR activities and records.

▪ Compile and ensure the timely return of specified quarterly and annual reports to the Department of Culture, Communications and Sport as required.

▪ Maintain good open constructive communications with staff.

▪ Develop and maintain a good working relationship with trade union and professional representative organisations.

▪ Participate to the HR Department Team Development Process.

▪ Assist in leading the HR Team in identifying improvements and initiatives to the service in line with best practice.

▪ Promote a culture of dignity at work, diversity and equality.

▪ Encourage a culture of continuous improvement within the team, focusing on reducing errors and enhancing service delivery.

▪ Undertake any relevant HR assignment / projects necessary and undertake any other duties as appropriate to role.

Person Specification

Essential Requirements:

▪ A third level qualification (at Level 8) in HRM or an equivalent related discipline or a minimum of 5 years relevant experience.

▪ Previous experience of HR payroll processes and administration in a public sector environment.

▪ A good working knowledge of public service pay and remuneration policy and procedures.

▪ Excellent numeric and accuracy skills and attention to detail.

▪ Team leader/People Management Skills and Experience.

▪ A high level of computer proficiency is required inclusive of Microsoft Windows 10 Enterprise and Microsoft Office 365, Excel and other data analytics/reporting tools and systems, SharePoint.

▪ Knowledge and understanding of employment law, industrial procedures, data protection and GDPR Regulations.

▪ An ability to maintain high levels of confidentiality.

▪ Ability to communicate clearly and with required sensitivity.

Desirable Requirements (but not essential):

▪ Qualififcation and/ or previous experience in payroll administration.

▪ Previous experience of working with Natioanl Shared Service providers in respect of HR/Payroll functions.

▪ Knowledge of project management and process improvement methodologies.

▪ Committed to ongoing personal and professional development.

▪ An interest in cultural institutions and the Museum sector.

Selection Process

In the event that the number of applications received significantly exceeds that required to fill existing and anticipated future vacancies over the lifetime of the panel, the National Museum of Ireland may implement a shortlisting process to select a number of candidates to be invited to interview on the basis of the information contained in their application. This is not to suggest that other candidates are necessarily unsuitable, or incapable of undertaking the job, rather that, on this occasion, there are some candidates who are, on the basis of the information provided, better qualified, and /or have more relevant experience.

The National Museum of Ireland does not reimburse the cost of travel to interview.

Citizenship Requirements

Eligible Candidates must be:

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

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

(c) A non-EEA citizen who is a spouse or child of an EEA or Swiss citizen and has a stamp 4 visa: or

(d) 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

(e) 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 Switzerland and has a stamp 4 visa.

To qualify candidates must meet one of the citizenship criteria above by the date of any job offer.

Note in respect of UK citizens: The recently concluded EU/UK Brexit negotiations have confirmed that the longstanding Common Travel Area Agreement between the UK and Ireland remains unchanged post-Brexit. Accordingly, UK citizens remain eligible to work and reside in Ireland without restriction and, as such, to make an application to compete for this competition where they meet all other qualifying eligibility criteria. Further information regarding the Common Travel Area is available here.

Incentivised Scheme for Early Retirement (ISER):

It is a condition of the Incentivised Scheme for Early Retirement (ISER) as set out in Department of Finance Circular 12/09 that retirees, under the Scheme, are debarred from applying for another position in the same employment or the same sector. Therefore, such retirees may not apply for this position.

Department of Health and Children Circular (7/2010):

The Department of Health Circular 7/2010 dated 1 November 2010 introduced a Targeted Voluntary Early Retirement (VER) Scheme and Voluntary Redundancy Schemes (VRS). It is a condition of the VER scheme that persons availing of the scheme will not be eligible for re-employment in the public health sector or in the wider Public Service or in a body wholly or mainly funded from public funds. The same prohibition on re-employment applies under the VRS, except that the prohibition is for a period of 7 years, after which time any re-employment will require the approval of the Minister for Public Expenditure and Reform. People who availed of either of these schemes are not eligible to compete in this competition.

Pay:

The salary scale for this position is as follows, Higher Executive Officer PPC Scale (Public Service Agreement 2024-2026 - 1% Increase - 1st Aug 2025):

€58,847 - €74,112 per year

Subject to satisfactory performance, increments may be payable in line with current Government Policy.

After 3 years satisfactory service at the maximum

**After 6 years satisfactory service at the maximum

Starting Salary

Entry will be at the minimum of the scale - €58,847 per annum, the 1st point on the Higher Executive Officer PPC Scale (Public Service Agreement 2024-2026 - 1% Increase - 1st Aug 2025). The rate of remuneration may be adjusted from time to time in line with Government pay policy.

Tenure

The appointment will be in a probationary capacity for a period of one year. Subject to successful completion of the probation period, a fixed term contract of a further two years will be offered. The appointment may be terminated at any time by either side in accordance with the Minimum Notice and Terms of Employment Acts, 1973 and 1991.

Annual leave

Annual leave will be 29 working days a year. This leave is on the basis of a Five-day week and is exclusive of the usual public holidays.

Hours of Attendance

Hours of attendance will be fixed from time to time in line with central agreements but will amount to not less than 43.25 gross hours per week (35 net hours per week). Flexible working hours are available in line with the National Museum of Ireland’s policy on flexible working hours. You will agree to co-operate in assisting NMI to maintain accurate records of your working hours for the purpose of Section 25 of the Organisation of Working Time Act, 1997.

Duties

You will be required to perform any duties which may be assigned to you from time to time as appropriate to the position. The position will be whole-time, and you will not be connected with any outside business which would interfere with the performance of official duties. You agree to undertake the duties attached to the post and accept the conditions under which the duties are, or may be required to be, performed.