HR Executive Officer

The Purpose of the Role

Human Resources, Trinity College Dublin wishes to appoint an Executive Officer to join the department to assist in providing a comprehensive HR service to the University. A current vacancy exists in the HR Service Centre team.

The HR Service Centre is a busy function in HR, providing dedicated front-line support and looking after the HR queries on an entire university with some 4,700 staff members. This is a varied and challenging role, which requires discretion, initiative, and attention to detail. The role-holder will also possess excellent interpersonal, communication, and organisational skills.

This will be an in-person, office-based role initially 5 days a week, with review after successful first probation.

Context

The HR Service Centre is responsible for receiving and managing queries from across the University on all HR matters. The HR Service Centre team offers an increased level of service via phone and email, and in-person, to resolve queries as efficiently and effectively as possible, working in close collaboration with other HR teams to action queries.

At Trinity, we are committed to equality, diversity, and inclusion. We are ranked 3rd in the world for gender equality (Times Higher Education Impact Rankings 2020) and we hold an Athena SWAN Bronze award, recognising our work to advance gender equality. The University is actively pursuing a Silver level award, which it has committed to achieving by 2025. Trinity is committed to supporting the work-life balance and to creating a family friendly working environment. Trinity welcomes applications from all individuals, including those who may have had non-traditional career paths, those who have taken time out for reasons including family or caring responsibilities, and applicants with disabilities.

Main Responsibilities

This is a list of the tasks, duties and responsibilities associated with this role.

Service

• Act as first point of contact for HR and payroll queries from TCD employees.

• Respond, research, and resolve HR-related issues and enquiries received via the HR inbox, through phone and in-person in a timely manner and in accordance with Service Centre standards. Escalate queries when necessary.

• Process all employee leave requests in line with policy and legislation, and ensure all requests are documented.

• Understand HR policies and procedures to help others navigate them.

• Issue staff cards and IT system log-in details.

• Administer the Travel Pass, Bike to Work, Fee Remission, and Shorter Working Year Schemes.

• Administer and advise on Leaves of Absences.

• Set staff members up on our self-service employment portal, CorePortal, and troubleshoot issues when they occur.

• Support the HR Service Centre Supervisor in identifying opportunities to enhance employee experience, maintain HR efficiency and drive process improvements.

• Create and maintain HR content online, such as FAQs and how-to guides.

• Actively participate in HR projects as required.

• Attend departmental meetings as required.

• Carry out routine record keeping and data entry to ensure accurate records and HR databases are maintained.

Clerical

• Provide routine administrative and/or customer support to contribute to the smooth operation of the HR department.

• Ensure accurate documentation is sent out in an efficient and timely manner.

• Issue salary certificates, verifications of employment, and letters of employment.

• Scan and upload documents to the Document Management System.

General

• Deputise for colleagues as required and represent the manager or department at meetings and events.

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

Person Requirements

Qualifications

• Leaving Certificate or equivalent – essential.

• Holds a HR qualification or studying towards the same – highly desirable.

Knowledge and Experience

• At least one years’ experience working in a busy HR function.

• Experience working in a customer-facing administrative environment and responding to queries through multiple channels.

• Excellent IT skills, with a high level of competency in the Microsoft Office suite.

• An understanding (or the ability to quickly acquire knowledge) of University procedures and policies.

• Working knowledge of HR Information Systems. Knowledge of CoreHR is highly desirable.

Skills and Competencies

• Excellent interpersonal and written and verbal communication skills.

• High standard of accuracy in both written and numerical work with a keen eye for detail.

• The ability to work well as part of a team and build strong working relationships with teammates and stakeholders.

• Excellent customer service skills.

• Excellent planning and organisational skills, with an ability to multitask according to different deadlines.

• Can work on own initiative to pre-empt problems and suggest solutions.

• Acts with integrity and treats HR data with confidentiality and discretion with respect to GDPR and the Acceptable Use of IT.

• Flexible and can adapt to a fast-paced, changing environment.

Personal Attributes

• Understands the importance of, and pro-actively delivers, professional quality HR service.

• Takes pride in providing excellent customer service, adopting a helpful, polite, and courteous approach when interacting with stakeholders and employees.

• Pays close attention to quality standards.

• Convincing and confident when speaking to others and can explain complicated concepts and procedures well.

• Committed to achieving results, is motivated, and displays a ‘can-do’ attitude.

• Welcoming and approachable in manner.

Salary

This appointment will be made on the Executive Officer Merged salary scale (€33,523 – €51,715 per month) at a point in line with current Government pay policy.