Human Resource Officer

Remuneration

The salary scale for the post is:

01/08/2025: 35,609 37,741 38,597 40,760 42,740 44,473 46,151 48,414 50,059 51,718 53,296 54,914 LSIs

New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment, in respect of previous experience in the Civil Service, Local Authorities, Health Service and other Public Service Bodies and Statutory Agencies.

Purpose of the Post

To provide administrative support to the recruitment function within Connolly Hospital’s Human Resource Department and to support the execution of Connolly Hospital and the Dublin North and East Region’s Recruitment Strategy.

Principal Duties and Responsibilities

The position of Grade IV encompasses administrative responsibilities, which include the following:

• Provide administration support to the end to end recruitment of temporary and permanent posts in conjunction with hiring manager, local processes, HSE Recruitment and Selection Guidelines and Public Service Appointment Guidelines.

• Utilise IT solutions for recruitment services via the Applicant Tracking System (ATS) and Interview software system utilised throughout the Dublin North and East Region.

• Support and guide candidates throughout the process, liaise and refer to the nominated supervisor or manager in relation to contractual arrangements as required.

• Maintaining recruitment data base including national systems in place with regard to recruitment.

• Report and update all stakeholders throughout the recruitment process.

• Advise, educate and support hiring managers through the recruitment process.

• Deal with candidate queries / complaints and maintain regular communication with candidates until queries are resolved or escalated.

• Process candidate paperwork and pre-employment clearances associated with the recruitment process and ensure they are in line with GDPR and other regulatory requirements.

• Provide administration support to Garda re-vetting processes.

• Provide administration support to other areas or functions within the Human Resource Department as directed by the Recruitment Manager or HR Manager.

• Participate and contribute towards general HR functions as directed by the Recruitment Manager or HR Manager.

Administration

• Ensure the efficient day-to-day administration of area of responsibility.

• Ensure that deadlines are met and service levels maintained.

• Support the preparation and issuing of office documentation (correspondence, reports, etc.) to the highest possible standard by monitoring and reviewing the work of the team to ensure quality and accuracy.

• Ensure that archives and records are accurate and readily available.

• Maintain confidentiality of documentation, records, etc.

• Maximise the use of technology in ensuring work is completed to a high standard.

• Ensure line management is kept informed of issues.

• Ensure that stakeholders are kept informed and that their views are communicated to middle management.

• Organise and attend meetings as required.

• Take minutes at meetings and prepare for timely circulation following meeting.

Customer Service

• Promote and maintain a customer focused environment including monitoring efficiency of service provided by the team and notifying Line Manager of any deficiencies.

• Ensure that service users are treated with dignity and respect.

• Act on feedback from service users / customers and report same to Line Manager.

Medical Manpower Specific Duties:

• Set up NCHDs for payment purposes.

• Deal and respond to queries from past and present medical staff.

• Maintain Medical HR email, answer all queries, circulate HR Circulars and notices to NCHD’s / Consultants.

• NCHD Post Matching on NER / DIME system.

• Ensure Garda vetting for staff are maintained and updated.

• Complete work permit applications in a timely manner for set start dates.

• Update & action TSS claims through the NER / DIME system.

• Provide the administrative support to recruitment campaigns ensuring compliance with advertising process and interview board requirements.

• Liaise with Consultant & relevant stakeholders to coordinate interviews and schedule interviews in a timely manner.

• Provide admin support in during all steps of onboarding for NCHD rotations.

• Any other duties that may be assigned from time to time inclusive of projects that may be required by Medical HR Department.

Service Delivery and Improvement

• Actively participate in innovation and support change and improvement initiatives within the service; implement agreed changes to the administration of the service.

• Encourage and support staff through change processes.

Standards, Policies, Procedures and Legislation

• Maintain own knowledge of employer policies, procedures, guidelines and practices, to perform the role effectively and to ensure current work standards are met by own team.

• Maintain own knowledge of relevant regulations and legislation e.g. Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts, GDPR.

• Ensure consistent adherence to procedures within area of responsibility.

• Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role.

• Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

The above Job Description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.

Eligibility Criteria Qualifications and/or experience

Each candidate must on closing date for applications:

Qualifications, Experience, etc.

a) 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

b) 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 Irish¹. Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.

Or

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

Or

d) 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).

And

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

Health

A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Character

Each candidate for and any person holding the office must be of good character.

¹Note: Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable. Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme. The Leaving Certificate Applied Programme does not fulfil the eligibility criteria.

Post Specific Requirements

• Have satisfactory administration experience

• Experience working in Human Resources recruitment function

• Demonstrate knowledge of HR systems & tracking

• Knowledge of HR Legislation, Policies & Procedures

Skills/Competencies

Technical & Professional Expertise

Has a command over the technical/professional skills and knowledge required within the job holder’s role and continues to upskill to maintain high professional standards and continuous professional development requirements.

Building & Maintaining Relationships

Builds and maintains relationships with a network of people. Recognises the two way nature of relationships and works to develop mutually beneficial partnerships. Interacts with others in a manner that builds respect and fosters trust.

Flexibility & Adaptability

Works effectively within a variety of situations with individuals or groups. Adapts one's approach as the requirements of a situation changes; adjusts tasks and priorities when necessary. Accepts that changes in one’s role may be required from time to time.

Attention to Detail

Is thorough and precise when accomplishing a task showing concern for all aspects of the job; developing detailed plans; accurately checking processes and tasks.

Communication & Interpersonal Skills

Speaks and writes clearly, fluently and effectively to both individuals and groups; communicates in a manner that will persuade, convince and influence others, in order to motivate, inspire or encourage them to follow a particular course of action.

Competition Specific Selection Process Shortlisting / Interview

Short listing may be carried out on the basis of information supplied in your application form. The criteria for short listing are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification. Therefore it is very important that you think about your experience in light of those requirements. Failure to include information regarding these requirements may result in you not being called forward to the next stage of the selection process. Those successful at the shortlisting stage of this process (where applied) will be called forward to interview.

Code of Practice

The Health Service Executive will run this campaign in compliance with the Code of Practice prepared by the Commission for Public Service Appointments (CPSA). The Code of Practice sets out how the core principles of probity, merit, equity and fairness might be applied on a principle basis. The Codes also specifies the responsibilities placed on candidates, feedback facilities for candidates on matters relating to their application, when requested, and outlines procedures in relation to requests for a review of the recruitment and selection process, and review in relation to allegations of a breach of the Code of Practice. Additional information on the HSE’s review process is available in the document posted with each vacancy entitled “Code Of Practice, Information For Candidates”.

Codes of Practice are published by the CPSA and are available on www.hse.ie

in the document posted with each vacancy entitled “Code of Practice, Information For Candidates” or on www.cpsa-online.ie

.

The reform programme outlined for the Health Services may impact on this role and as structures change the job description may be reviewed.

This job description is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive nor restrictive and is subject to periodic review with the employee concerned.

Tenure

The current vacancies are specific purpose and permanent whole time. The post is pensionable. A panel may be created from specified purpose vacancies of full duration may be filled. The tenure of these posts will be indicated at “expression of interest” stage. Appointment as an employee of the Health Service Executive is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointments) Act 2004 and Public Service Management (Recruitment and Appointments) Amendment Act 2013.