HR Coordinator

Role Description UCC wishes to appoint a human resource professional to the role of HR Coordinator, People and Culture Department. Reporting to the HR Manager, Central Services, the Coordinator will provide a high quality, efficient, accurate and timely HR administrative service in HR Central Services (‘HRCS’). The HR Central Services Co-ordinator shall support the effective implementation of all UCC HR policies, practices and university initiatives relating to the employee life cycle. In addition, the postholder shall provide a co-ordinating role working with the wider People and Culture Team in relation to the implementation, achievement and review of service delivery standards in HR Central Services.

The diverse and challenging nature of this role requires an enthusiastic and proactive HR professional with a strong service orientation and the ability to pro-actively contribute to the development of HR Central Services and the wider People and Culture Department. The successful candidate will demonstrate attention to detail and be flexible in their approach to working with people, always seeking supportive resolutions. A demonstrable achievement of excellence in HR, a passion for customer service and comfort with using new technology is vital for this role. The post is initially in place for a period of 12 months subject to review thereafter. The University, at its discretion, may undertake to make an additional appointment(s) from this competition following the conclusion of the process.

Role Summary: Reporting to the HR Manager Central Services, the HR Central Services Co-ordinator will provide a high quality, efficient, accurate and timely HR administrative service, contributing to a culture of collaboration and co-operation with internal and external stakeholders. The HR Central Services Co-ordinator shall support the effective implementation of all UCC HR policies, practices and university initiatives relating to the employee life cycle. In addition they shall provide a co-ordinating role working with the wider HR Team in relation to the implementation, achievement and review of service delivery standards in HR Central Services.

Key Accountabilities: • Co-ordinate all employee life cycle administration (recruitment, compensation & benefits, pensions etc) for Colleges /Support Functions to agreed deadlines ensuring full utilisation of the Human Resources Information System and provide accurate and timely information. • Liaise closely with HR Managers and HR Co-ordinators / Advisor in relation to each recruitment exercise to ensure effective scheduling, support and communication. • Develop close operational linkages with HR Managers to achieve a seamless HR service to the University. • Develop and maintain high service standards across the team. • Assist in the ongoing development of skills and expertise across HR Central Services and the wider HR department as required. • Promote and lead the development of standard operational procedures for activities within HR Central Services and to provide continuous development to colleagues operating within the area. • Maintain and update policy so as to ensure the ongoing accuracy of data input to and reporting from the HR Management Information System. • Provide agreed management information on a timely basis. • Develop and maintain skills in the use of technology, available IT facilities and management information systems to assist in the continuous development of HR Central Services. • Provide HR specialist advice (within distinct knowledge area) as required. • Refer HR matters requiring specialist knowledge and expertise (beyond distinct knowledge area) to HR Manager Central Services and/or relevant HR staff member as appropriate. • Provide administrative support in HR specialist areas for designated team as required including inputting to and maintaining databases and tracking systems, servicing meetings and committees and drafting and amending template documents. • Contribute to the review of HR policies and administrative and computerised processes, proposing changes and improvements where relevant to support the continuous improvement of the HR function. • Resolve queries and provide general advice in accordance with approved HR policies and procedures. • Provide cross team cover for administrative duties in other HR roles as required. • Support the planning and delivery of work within HR Central Services and to monitor and manage progress against the plans as required. • Support the activity of HR Central Services to ensure that the service provided is at all times of the highest standard and to engage in the continuous improvement of processes to ensure the ongoing development of standards. • Maintain the process for identifying costs, managing expenditure and commitments against the budget and proactively raising issues with the HR Manager Central Services. • Participate as a member of the wider HR Team in the design and delivery of HR projects and specialist support. • Contribute to the development of key performance indicators against which the success of HR Central Services can be measured and produce reports against those to an agreed format. • Assist the HR Manager Central Services in the provision of Management Information and to carry out analysis of data for the purposes of supporting HR Central Services activity planning. • Advise and support the implementation of organisational change initiatives where appropriate, in conjunction with the HR Managers and the wider HR department. • Contribute to the review of HR Central Services processes, proposing changes and improvements where relevant to support the continuous improvement of the HR function. • Demonstrate support for the University’s commitment to equal opportunities and its Equality, Diversion and Inclusion Policy. • Deputise for the HR Manager Central Services as directed and required. • Demonstrate a commitment to continuing personal and professional development. • Undertake other relevant duties as assigned by the HR Manager Central Services. There is an understanding that the duties assigned to this role are subject to review as HR Central Services evolves. • Demonstrate flexibility regarding the allocation of accountabilities. Health & Safety: In addition to the statutory safety duties of all employees (as prescribed in safety legislation and the relevant local safety statement) each staff member is responsible for: • Discharging any safety functions delegated to them by their Head of College \ School \ Department \ Centre \ Unit, in relation to the areas/ activities under their control • Co-operating and assisting the University and the Head of College \ School \ Department \ Centre \ Unit in the discharge of their statutory safety responsibilities • Ensuring that all work under their control, is undertaken safely and without risk to health and complies with the provision of all relevant statutory legislation

Key Attributes: 1. Planning and Organising To ensure that University HR strategy and employment policy is appropriately applied across the University and in a manner that meets local needs and circumstances taking cognisance of the University’s position as a single employer. Within the known annual cycle of HR activity and the College/Support Function HR work plan, assist the HR Manager Central Services, HR Co-ordinators / Advisor and relevant members of the People and Culture Department generally in relation to planning, prioritising, organising and carrying out the resultant activities. 2. Problem Solving and Team Management To exercise judgement in relation to identifying, analysing and addressing HR activities in consultation with the HR Manager Central Services. Provide constructive ideas for improvements in business, professional and operational interfacing processes and procedures that would deliver further efficiencies and service enhancement. Promote a customer focused and service-based culture which identifies, communicates and addresses customer needs. Ensure quality customer service levels are maintained. Regularly report on agreed HR key performance indicators, working with colleagues locally and within HR to address any particular issues which may arise from the data which the metrics provide. 3. Decision Making Ensure the ongoing development of the HR business service in a proactive manner so that the needs of the University continue to be met. Develop and maintain a relationship with HR colleagues to facilitate the development of HR policy particularly in relation to the employee life cycle. To carry out responsibilities in a manner which adheres to agreed service levels and policy standards. 4. Key Contacts and Relationships Reporting directly to the HR Manager Central Services, the HR Central Services Co-ordinator will be a key conduit between Central Services and the wider HR team (in particular the HR Managers and HR Co-ordinators / Advisor) responsible for delivering all aspects of employee life cycle, including recruitment of new staff; compensation and benefits; pensions; development and promotion. To perform all duties with discretion, tact, diplomacy and confidentially as required of the position.

Note: As the university continues to expand and evolve, it is likely that flexibility in regard to the allocation of specific duties will be necessary. Accordingly, the list of duties specified above is not intended to be exclusive or restrictive; duties may be added or withdrawn but any such alteration will take place after consultation with the appointee.

SELECTION CRITERIA The successful candidate will be expected to have: Essential Criteria 1. Third level qualification or other relevant professional qualification; 2. A minimum of three years relevant experience working in a comparable environment, ideally at a similar level; 3. Exceptional attention to detail; 4. Excellent organisational, interpersonal and IT skills (experience of HR & Financial Information Systems would be advantageous); 5. Excellent written communication skills (in particular report writing), with the ability to write clearly and accurately and to produce work of a high standard; 6. Experience of working to deadlines whilst coping with competing priorities; 7. Proven ability to interact positively and effectively with colleagues at all levels in the organisation; 8. Ability to work independently and effectively within a team and to build and maintain effective working relationships; 9. Ability to deal flexibly with a range of different demands ranging over a wide variety of subjects and to prioritise a varied workload; 10.Demonstrable energy, initiative and enthusiasm; 11.Proactive and positive approach to work; 12.Ability to work on own initiative and be responsible for seeing projects through to completion and on schedule.

Desirable Criteria 13.Qualification or equivalent in HR or CIPD; 14.Experience in/knowledge of the Irish Public Sector in general and Higher Education Sector in particular; 15.Proven experience of change management, policy development and successful implementation; 16.Experience of involvement in continuous improvement, service re-design or projects. CONDITIONS OF EMPLOYMENT Salary: Admin V (Grade 5) Salary Scales: €49,299 - €60,476 (Scale B) / €47,084 - €57,562 (Scale A) Salary placement on appointment will be in accordance with public sector pay policy. * As required by public pay policy for the higher education sector, new appointments to a direct entry recruitment grade will generally be at the minimum (1st point) of the relevant scale. For existing public servants, the restriction to the first point on scale may be varied where a person is appointed to the same or an analogous grade, role or position as their previous public service employment. The rate of remuneration for all appointments may be adjusted from time to time in line with government policy The working hours for administrative staff are 35 hours per week with normal hours of duty from 9.00am to 5.00pm Monday to Friday, with 1 hour for lunch break. Due to the nature and seniority of the post, however, it may be necessary to extend and vary these hours from time to time in order to meet the exigencies of the post. Annual Leave will be 27 days per annum. This leave is exclusive of public holidays and Good Friday. The leave year commences on 1 July annually and four days annual leave must be held for the Christmas closure period.

Sick Leave: Sick leave will be granted in line with University policy in this regard which may change from time to time. You should familiarise yourself with the University Sick Leave Policy and University Sick Leave Management Policy.

The tenure of the post is specific purpose whole time, based on the following provisions: a) A probationary period of twelve months shall apply from commencement of employment in the post during which the contract of employment may be terminated by either party in accordance with the Minimum Notice and Terms of Employment Acts, 1973 to 2001. The probationary period may be extended at the discretion of the University. b) Except in circumstances of gross misconduct justifying immediate dismissal, the appointee will receive one month's notice of termination of employment, or, if greater, such notice as is provided for in a minimum notice in terms of Employment Act, 1973. c) The appointee is required to give one month's notice of termination of employment. Pension: The Public Service Pensions (Single Scheme and Other Provisions) Act 2012 established the Single Public Service Pension Scheme. In general, anyone taking up pensionable public service employment on or after 1 January 2013 is a member of the Single Scheme. The Act provides that most members of the Single Scheme have a minimum pension age consistent with the age of eligibility for the State Pension (Contributory) and a compulsory retirement age of 70. A member of this group is generally referred to as a “Single Scheme member”. However, applicants who have previously worked in a pensionable post (non -Single Scheme terms ) in the Irish Civil/Public service, may be offered membership of the UCC Pension scheme. The normal retirement date in this scheme is age 65. A compulsory retirement date of 70 may apply depending on date of first employment in the Irish Civil/Public service. The relevant pension scheme will be confirmed to the successful applicant on completion of the Pensions Declaration form prior to taking up employment. Applicants that have previously availed of an Irish Public Service Scheme of Incentivised early retirement or enhanced redundancy payment should ensure that they are not precluded from re-engagement in the Irish Public Service under the terms of such Schemes. Queries should be directed to an applicant’s former Civil/Public Service Employer in the first instance. Applicants who are in receipt of an ill-health pension from an Irish Civil/Public Service body are required to declare that they are in receipt of such a pension. Pension Abatement: If an appointee has previously been employed in the Civil or Public Service and that appointee is entitled to or in receipt of a pension from the Civil or Public Service or where a Civil/Public Service pension comes into payment during the appointee’s reemployment that pension will be subject to abatement in accordance with Section 52 of the Public Service Pensions (Single Scheme and other Provisions) Act 2012. Please note: In applying for this position, you are acknowledging that you understand that the abatement provisions, where relevant, will apply. It is not envisaged that the employing Department/Office/Body will support an application or an abatement waiver in respect of appointments to this position Additional dependants’ benefits can be provided by membership of the Supplementary Life Assurance Scheme. You will be automatically included as a member of the scheme on commencement of your employment, but you may elect to opt out of the scheme at any stage.

The current membership rate is 0.26% of your salary. Membership of the Group Personal Accident Scheme shall apply to all employees, subject to individual acceptance by the Insurance Company. The salary quoted is subject to a deduction from salary at the rate of .06%. The UCC Income Continuance Plan (ICP) provides a source of income in the event of long or short-term temporary disability. As part of your contract of employment you will be automatically included in the ICP with effect from the same date provided you have not previously opted out of the plan, or you have been declined for cover under previous contracts of employment with UCC. The cost of membership of the plan will be deducted from your salary. The current membership rate is 1.05% of your salary. The Pay Related Social Insurance Class A1 rate of Pay Related Social Insurance (PRSI) applies to the post. Voluntary Health Insurance: VHI/Laya Healthcare & Irish Life Healthcare offer group schemes. In order to avail of a discount, premiums must be paid via the UCC payroll.  The Laya Group No is 28498 and VHI Group No is 137.

Additional benefits: We offer progressive employment and training policies including opportunities for further studies. Staff can avail of membership of a variety of clubs and societies and a wide range of facilities on campus, including a leisure centre. As an equal opportunities employer we offer a comprehensive suite of flexible working and family friendly initiatives. A list of such initiatives is available on our webpage. UCC welcomes applications from non-EEA citizens. However, regulations regarding employment permits are set by the Department of Enterprise Trade and Employment and must be strictly adhered to. An offer of appointment to Non-EEA candidates is subject to the granting of a Work Permit by the Department of Enterprise Trade & Employment. Candidates are requested to make a personal assessment against their own eligibility as to whether they should apply for this post.