Human Resources Assistant Staff Officer

Purpose of the Post

The position of Grade IV encompasses both managerial and administrative responsibilities, which include the following: Principal Duties and Responsibilities Administration

• Assist in the co-ordination and assignment of workload & managing appropriate deadlines.
• The capacity to deal with confidential or sensitive information in a calm and professional manner is also a key requirement.
• Have strong interpersonal and administrative skills
• Have ability to work on their own initiative and as a member of a team
• Provide secretarial support including preparation and management of relevant documentation, data collection and compiling correspondence.
• Ensure the efficient day-to-day administration of area ofresponsibility.
• 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.
• Partner with and support hiring managers while promoting best practice and a high level of customer service in relation to recruitment processes
• Support the HR Staff Officer and HR Management Team with various recruitment activities
• Ensure all relevant recruitment documentation (advertisements, shortlist forms, job description and interview pack etc.) are maintained to an excellent standard
• Facilitate and coordinate interview processes and ensure interview panel have all necessary documentation ensuring integrity of process and procedure
• Ensure that successful candidates complete all pre-employment screening procedures prior to job offer confirmation, including Occupational Health clearance, Garda vetting and previous employer references
• Ensure that verification of previous service and salary is obtained prior to issue of contract and that work permit/visa requirements are in order
• Ensure contract of employment is issued and a signed copy returned to HR and scanned to electronic record and HR Forms are issued to National Personnel Records in a timely manner
• Perform any other duties that may be assigned
• 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.

Garda Vetting

• Work with the Data Controller on Garda vetting process as required
• Comply with this Standard Operating Procedure
• Understand the National Garda Vetting Bureau Act 2012 and HIQA Registration requirements
• Comply with all guidance from the National Garda Vetting Unit
• Comply with all data protection guidelines

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.

Human Resources / Supervision of Staff

• Manage the performance of staff.
• Ensure an even distribution of workload amongst the team, considering absence due to annual leave etc.
• Supervise and ensure the well-being of staff within own remit.
• Co-operate and work in harmony with other teams and disciplines.

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 protocolsfor 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.
• Staff motivation and quality assurance of workload.

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 Candidates must have at the latest date of application:

• 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
• 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
• Have completed a relevant examination at a comparable standard in anyequivalent examination in another jurisdiction Or
• 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).

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. Note1:

Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paperis not acceptable. Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme. The Leaving Certification Applied Programme does not fulfil the eligibility criteria. Access to Transport: The post holder must have access to appropriate transport to meet the requirements of the role, including travel between sites as needed.

Post Specific Requirements  Demonstrate experience of the HR function in a role that has involved a variety of HR related duties.  Demonstrate experience in recruitment & pre-clearance process  Demonstrate knowledge of HR systems & tracking  Demonstrate knowledge of HSE policies and procedures relevant to the role (HR legislation, Codes of Practice and the CPSA guidelines (Commission of Public Sector Appointments) Skills, competencies and/or knowledge 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

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.

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.

Results Driven & Accountable Focuses on delivering results; always concerned with achieving or surpassing goals and/or recognised standards of performance.

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. Tenure

The current vacancies are permanent and whole time. The post is pensionable. A panel may be created from which permanent and specified purpose vacancies of full or part time 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 Act2013.

Remuneration The Salary scale for the post is as at: 01/10/2024 34,256 36,367 37,215 39,356 41,317 43,033 44,694 46,935 48,563 50,202 51,733 53,304 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.

Working Week The standard working week applying to the post is: 35 Hours HSE Circular 003-2009 “Matching Working Patterns to Service Needs (Extended Working Day / Week Arrangements); Framework for Implementation of Clause 30.4 of Towards 2016” applies. Under the terms of this circular, all new entrants and staff appointed to promotional posts from Dec 16th 2008 will be required to work agreed roster / on call arrangements as advised by their line manager. Contracted hours of work are liable to change between the hours of 8am-8pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement (Implementation of Clause 30.4 of Towards 2016). Annual Leave The annual leave associated with the post will be in line with HSE annual leave entitlements and will be outlined at job offer stage.