HR Advisor

Key Duties and Responsibilities:

The HR Advisor may be assigned to any part of the HR Directorate. The HR Advisor may be required to discharge the duties related to the functions in the assigned areas. A brief outline of the responsibilities for each area is outlined below.

Resourcing & Retention

• Ensuring a high quality, professional, efficient and friendly service is provided to all recruitment candidates, promoting St. Vincent’s University Hospital as a top employer within Ireland.

• Responsible for all stages of the recruitment process (Job Description, Job Posting, Short Listing, Arranging interview panels, Interviewing, On-Boarding, Entering New Hires on HRIS and making HRIS changes for existing employees on payroll following a recruitment competition) for their designated areas.

• Participate and lead on interview panels.

• Assist in the administration of correspondence associated with the recruitment process.

• Posting of job vacancies through the recruitment system and external job boards.

• Responsible for the provision of ‘best practice’ HR advice, guidance and administrative support and the provision of enhanced customer service.

• To assist in all aspects of the delivery of an efficient and effective HR service.

• Ensure that all relevant HR pre-screen and new hire documentation (e.g. employment medical reports, written references, original qualifications, verification of previous service, employment contracts etc.) are in place prior to the commencement date in accordance with legislation or regulation where applicable.

• Prepare contracts of employment in accordance with Department of Health & HSE regulations and employment legislation.

• Ensure details of new appointments are fully prepared for integration into all HR information systems, employee HR file etc.

• Entering new hires in the HR Information Systems (HRISs) for payroll, ensuring that fortnightly and monthly payroll deadlines are met.

• Supporting the HR Executive, Senior HR Executive and Senior HR Management as required.

• Training and development of HR Assistants.

• Assist in the administration of the Voluntary Hospitals Superannuation Scheme and Single Public Service Pension Scheme.

• Assist with the development, maintenance and review of Standard Operating Procedures, which will assist in the efficient and effective delivery of HR services.

• Maintaining strict confidentiality as part of their role.

• Develop and maintain administrative systems and processes to support the HR functions.

• Develop and maintain appropriate management information systems to support operational effectiveness and to facilitate decision-making through the provision of timely and relevant information and the production of relevant reports.

• Participate fully in utilisation and maintenance of the Management Information Systems/HRIS.

• Report on developments and activity within your specified areas of responsibility as required.

• Maintain the integrity of information in all HRISs on an ongoing basis.

• Contribute to the ongoing development of the Human Resources systems and processes.

• Co-ordinate the provision of statistical information in relation to HR data as required.

• Reception cover when required.

Services and Quality

• Administration of the various types of leave and relevant correspondence.

• Managing the change of hours process for all employees and point of contact for managers.

• Working closely with the HR Business Partners and Head of Department to ensure the management of contract and temporary appointment renewals.

• Managing the Student Nurse Intern process, including change of hours, transfers, resignations and processing NMBI pins.

• Preparing reports/statistical information for Senior Management on activity within specified area as required.

• Providing administrative assistant to the HR Business Partners for IR/ER issues which arise as required.

• Participating on interview panels when required.

• Assisting with the implementation of HSE Circulars/changes in legislation as required.

• Maintaining and ensuring efficient data entry of relevant absence record onto the HR MIS.

• Processing allowances (location and qualification) for Nursing staff.

• Administering overtime posts ensuring previous service is verified.

• Ensuring professional registration compliance for all grades across the Hospital – close link with relevant service managers.

• Administering leave and relevant correspondence for the Shorter Working Year process and point of contact for Managers.

• Administering the probationary process for all new starts, including weekly follow-up with relevant managers.

• Administering the CPD process for all temporary and permanent staff.

• Preparing reports/statistical information for Senior Management on activity within specified area as required.

Key Duties and Responsibilities (Applicable to all parts of the HR Directorate):

Quality and HR Best Practices:

• Keep up-to-date with “best practice” in Human Resources Management and introduce innovations as appropriate.

• To keep up to date with all conditions of employment and related matters.

• Promote and maintain a safe working environment for staff, in compliance with Health & Safety requirements and best practice.

• Assist and participate in the hospital accreditation process, internal audits and other quality initiatives as required.

General:

• Act for senior staff during absence on leave as required.

• Represent the Division in relevant in-house and external fora as required.

• As part of the HR team, contribute where required to strategic and operational HR projects and initiatives.

• Participate fully in the integration programme for the wider HR Directorate. Foster and develop close working relationships between all parts of the HR Directorate.

• Participate as required in HR projects associated with the change management process.

• Assist where appropriate in the management of ongoing change in line with the hospital’s corporate strategy and HR strategy.

• Ensure that all duties are conducted in a professional and confidential manner.

• Keep abreast of changes in employment legislation and current HR issues together with actively enhancing your professional development.

Qualifications

Eligible applicants will be those who on the closing date for the competition:

(i) Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004.

Or

(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish. Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.

Or

(iii) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction.

Or

(iv) Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland (QQI).

Experience (length and type)

Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

Core Competencies

• Knowing the Health Service & How it works

• Delivering Quality & Fairness for Service Users

• Planning & Managing Resources

• Creating Team Spirit

• Being the Communication Channel

• Influencing People and Events

• Managing Individual Performance

• Embracing the Change Agenda

• Being a Role Model