HR Executive Assistant

Position Summary: The HR Executive Assistant will be a member of UCD Human Resources Services Directorate working within the Resourcing Team. These roles are customer focused and will provide advice and guidance to staff and managers on HR policies and procedures. Applicants must have the ability to multi-task, meet deadlines and be able to maintain a high degree of accuracy and attention to detail in completing their work. They must have proven communicative, administrative and organisational skills. The person will also contribute to the process of continuous improvement within the HR Services directorate to ensure the efficient operation of the team, as well as contributing to project work and any other duties as directed by the Head of Resourcing.

Salary Scale: €28,790 - €44,865 per annum Appointment will be made on scale and in accordance with the Department of Finance guidelines

Principal Duties and Responsibilities: • Assist with all administrative aspects of the resourcing process from advertisement through to appointment. o Support the administration of competitions and update the system throughout the resourcing process. o Assist with communications to candidates regarding the status of their application at both shortlisting and interview stage. o Prepare shortlisting and interview packs. o Assist with Interview scheduling as required o Assist with expense process for booking of travel and accommodation as required for candidates and externs. o Assist with the post interview process including verification of transcripts, references and medicals. o Complete Contracts of Employment for all successful candidates according to SLAs ensuring relevant approvals are in place • Scanning of relevant documentation to the HR Database. • Respond to standard customer queries as they arise. • Organise meetings and room bookings for the team. • Any other administrative tasks as requested by the Resourcing Support Manager Experience and Qualifications • Typically, 1-2 years’ professional or customer services experience working in either a large organisation or a third level institution and/or a third level degree. • Proficient in MS Office and experience of working with databases.

Functional Competencies • Staffing (Proficiency Level 2): A strong understanding of resourcing concepts, principles, and practices specifically related to identifying, attracting, and selecting individuals. • Talent Management/ Succession Planning (Proficiency Level 1): Satisfactory knowledge of talent management and succession planning concepts, principles and practices. • Equality, Diversity and Inclusion (Proficiency Level 1): Developing knowledge of equality concepts, principles and legislation in support of mainstreaming equality, diversity and inclusion across the organization.

Core Competencies • Building Relationships (Proficiency Level 1): Demonstrates a good ability to form effective working relations within own area and more broadly. • Organisational Awareness (Proficiency Level 1): Demonstrates a satisfactory understanding of UCD in its entirety. • Planning and Organising (Proficiency Level 1): Proven organisational and administrative skills with the ability to prioritise, set clear priorities and effectively meet deadlines. • Communicating Effectively (Proficiency Level 1): Demonstrates good communication skills with an ability to engage in written and oral communication that is clear, unambiguous, transparent, and consistent. • Taking Initiative (Proficiency Level 1): Proven ability to make suggestions for improvements in own work area and acts early to address and resolve problems and find solutions. • Service Focus and Innovation (Proficiency Level 1): Demonstrates a good ability to provide a high-quality service to meet the expectations of all internal and external stakeholders.

Desirable: • Experience of Core HR personnel or similar payroll/pensions systems. • Experience of working within the University Sector. • A relevant HR degree or CIPD qualified. • Fluency in written and spoken Irish