Human Resources Officer Grade V

Purpose of the Post

Job Summary

To provide administrative support within the HR function and to supervise assigned staff where required. The initial assignment will be to Medical Manpower. The post holder will support the principle that care of the patient comes first at all times and will approach their work with the flexibility and enthusiasm necessary to make this principle a reality for every patient to the greatest possible degree.

Principal Duties and Responsibilities

Main Duties & Responsibilities

Administration

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

• Ensure that medical manpower function is supported through effective and efficient recruitment practices and provision of assistance with rostering and leave arrangements for Consultants and NCHDs.

• Plan and organise external stakeholder visits and liaise with stakeholders and gather required information further to requests from the Irish Medical Council, RCPI, RCSI, and Training Leads for NCHD schemes and others as required from time to time.

• Ensure deadlines are met and that service levels are maintained.

• Ensure an even distribution of workload among team, considering absence due to annual leave etc.

• Ensure policies and procedures are well documented, understood, and adhered to by staff in own section.

• Ensure accurate attention to detail in own work and work of team.

• Use appropriate technology to ensure work is completed to a high standard.

• Ensure that archives and records are accurate, maintained confidentially, and readily available to the appropriate authority.

• Ensure line management is kept informed of issues.

• Ensure that the service is kept informed and that their views are communicated to management.

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

• Contribute to PQ, FOI, appeals etc. requests relating to HR as required.

• Ensure that appropriate locum medical staff cover arrangements are in place as required.

• Ensure that accurate training records are maintained and that training is prioritised and promoted and training statistics are shared with relevant stakeholders.

• Maintain close working relationships with other departments such as Payroll and Pensions and Department Heads across the hospital.

• Manage timetables and induction and provide support to Medical Students as required.

• In consultation with medical staff, ensure that populated medical rosters are in place which meet appropriate staffing requirements and are compliant with regulations including the European Working Time Directive.

• Maintain records for Consultants and NCHD personnel in accordance with Hospital HR policy and practice.

• Organise, implement, and support induction/training programmes including Consultant and NCHD staff as directed by the Head of People and Organisational Development/Human Resources Manager and/or Human Resource Operations Manager.

• Support line managers if required in the performance of staff, dealing with underperformance in a timely and constructive manner.

• Monitor probation activity and provide advice to department managers as required.

Recruitment

• Manage & support recruitment drives across the hospital for clinical and non-clinical areas.

• Process Vacancy Approval Forms once approved by the Vacancy Approval Panel (VAP).

• Advise managers on good practice in relation to the recruitment process.

• Ensure recruitment documentation (adverts, shortlist, job description and interview pack) are maintained in line with data protection guidelines. Prepare/update Job Descriptions and other recruitment documentation as required.

• Facilitate short-listing meetings as required.

• Facilitate/oversee interviews and ensure interview panel have all necessary documentation, ensuring integrity of process and procedure.

• Liaise with the ICT department as needed in relation to technical support for virtual interviews.

• Maintain good working relations with the hospital’s external recruitment suppliers.

• Keep up to date with employment legislation and ensure that managers are effectively briefed on any associated changes.

• Update and manage the NCHD and Consultant National Database/National Employment Record (NER) as required.

• Oversee the recruitment and selection process in accordance with the Public Service Appointments frameworks and other relevant policies, procedures and legislation.

• Participate on Interview Boards as required.

• Prepare employment contracts for all staff disciplines including consultants’ contracts in line with Consultant Contract 2008/Public Only Consultant Contract 2023.

• Ensure that written contracts are issued to all staff in designated grades prior to commencement of employment.

• Process relevant documentation for staff in relation to Visas, immigration, and work permit applications where required.

• Report, as required, on developments and activities in relation to Consultants and NCHDs and produce manpower statistics including reporting on EWTD Nationally and Locally and as required.

Employee Relation Support

• Assist HR Operations Manager in providing support to managers to deal with formal HR Policies such as Grievance Procedure, Dignity at Work.

• Attend Union Meetings as required.

• Research claims lodged by staff and/or trade unions and present research findings to the Head of People and Organisational Development/Human Resources Operations Manager.

• Provide support to HR Operations Manager in scheduling and supporting WRC for example Adjudication Hearings, Conciliation Talks, etc.

• Organise meetings and prepare minutes.

• Support preparation of documentation in relation to ER.

• Maintain effective filing system and ensure that archives and records are accurate and readily available.

• Liaise with Managers, Staff, Unions in relation to processing of complaints.

• Provide advice and support to managers and staff regarding the conditions of employment, regulations, and entitlements.

Human Resources / Supervision of Staff

• Supervise and ensure the well-being of staff within own remit.

• Create and maintain a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships.

• Deal with underperformance in a timely and constructive manner.

• Identify training and development needs of staff in own area.

• Promote co-operation and working in harmony with other teams and disciplines.

Customer Service

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

• Seek feedback from service users/customers and implement change to incorporate same, in agreement with line manager.

Service Delivery and Improvement

• Ensure accurate attention to detail in own work and work of team.

• Embrace change and adapt local work practices accordingly, ensuring team knows how to action changes.

• Encourage and support staff through change processes.

• Monitor efficiency of service provided by team, identify and implement changes to the administration of the service where inefficiencies arise.

Self-Development, Standards, Policies, Procedures & Legislation

• Maintain own knowledge of relevant HR and HSE policies, procedures, guidelines, and practices, to perform the role effectively and to ensure current work standards are met.

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

• Ensure consistent adherence to procedures within area of responsibility.

• Have a working knowledge of 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.

Other Matters

• Participate on Committees and in meetings as directed by the Head of People & Organisational Development and/or Human Resources Operations Manager.

• Such other duties as may be assigned by the Human Resources Operations Manager/Head of People and Organisational Development.

Policies and Procedures

• Be aware of and comply with and adhere to all Hospital policies and procedures.

Confidentiality

In the course of your employment you may have access to, or hear information concerning, the medical or personal affairs of patients and/or staff, or other health service business. Such records and information are strictly confidential and, unless acting on the instructions of an authorised officer, on no account must information concerning staff, patients, or other health service business be divulged or discussed except in the performance of normal duty.

In addition, records must never be left in such a manner that unauthorised persons can obtain access to them and must be left in safe custody when no longer required. You are required to comply with the legislation in respect of the General Data Protection Regulation (GDPR).

It is not intended that the above job description be a comprehensive list of all duties attached to the post. Consequently, the post holder may be required to perform other duties as appropriate to the post, which may be assigned from time to time. Flexibility is required when dealing with new/emerging situations and emergencies.

This job description indicates the main responsibilities and duties of the post and is subject to review and amendment to reflect the changing needs of the hospital service. The extent and speed of change in the delivery of health care is such that adaptability is essential. The incumbent will be required to establish, maintain, enhance, and develop their professional knowledge, skills, and aptitudes in order to respond to a developing service situation.

Tenure

The appointment is permanent whole-time and pensionable.

A panel may be created from which permanent full-time duration may be filled.

Appointment as an employee of the Health Service Executive is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointment) Act 2004.

Remuneration

The salary scale for this post is in accordance with HSE approved salary scales (01/08/2025, grade code 0566):

€51,206 – €52,738 – €54,300 – €55,897 – €57,503 – €59,375 – €61,253 LSIs

Working Week

The standard working week applying to the post is 35 hours, delivered on a Monday to Friday basis.

Flexibility in consideration of service needs is required.

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 16th December 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 8am–9pm 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).