People Administrator

Role Description Central Services supports the effective implementation of all UCC People & Culture policies, practices and University initiatives relating to the employee life cycle from recruitment to leaving the organisation. Reporting to the HR Co-ordinator, Central Services the appointee will carry out key functions within our comprehensive range of activities. Working in a collaborative and dynamic team working environment, duties may include administering posts through the Recruitment process, providing support in contract administration, leave administration and Garda vetting.

The ideal candidates will have extensive administrative experience. They will have a high level of competency in a wide range of computer skills, 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 and organisational skills. The successful candidates will be required to work flexibly and to maintain a consistent high quality of service. In addition, the ideal candidates will have a desire to develop a professional career within the People & Culture function in UCC. Full and comprehensive training, ‘onboarding’ and support will be provided on appointment.

Key responsibilities of this role would include, but not be limited to:

• To assist in all employee life cycle administration as required.

• Administer and support recruitment processes in a College/Support Function as assigned.

• Support the College/Unit in setting up the interview committees, verifying and downloading applications from the HR system and provide access to competition details online.

• Manage communication with candidates and hiring managers regarding the status of recruitment competitions.

• Oversee the shortlisting and interview process ensuring that paperwork / documentation is prepared and distributed as appropriate.

• Administer the post interview process including verification of transcripts, references and pre-employment medicals.

• Manage any feedback requests as appropriate.

• Ensure systems are updated throughout the process to provide accurate and timely information to hiring managers / HR Business Managers.

• Provide guidance and information in relation to key policies and procedures.

• Provide administrative support in our comprehensive suite of leave policies.

• Contribute to the review of Central Services processes, proposing changes and improvements where relevant to support the continuous improvement of the People & Culture function.

• Administer and support the contract and payroll administration process as assigned.

• Provide advice on and support the Garda Vetting process for staff.

• Serve as a first point of contact for new staff appointees and Line Manager queries related to contracts, terms of employment, and relevant administrative processes.

• Liaise with hiring managers, payroll, recruitment, IT Services and other internal teams to ensure seamless onboarding and contract processing.

• Provide administrative support for designated team as required including inputting to and maintaining databases and tracking systems, servicing meetings and committees and drafting and amending documents.

• Refer HR matters requiring specialist knowledge and expertise (beyond distinct knowledge area) to HR Co-ordinator and/or relevant HR staff member as appropriate.

In addition:

• Maintain confidentiality and sensitivity in dealing with all matters.

• Ensure accuracy of data on internal systems and in communication with all stakeholders.

• Provide cross team cover for administrative duties in other HR roles as required.

• Administer processes in accordance with standard operational procedures for activities within HR Central Services.

• Develop and maintain skills in the use of technology, available IT facilities and management information systems to assist in the continuous development of Central Services.

• Support the activity of Central Services to ensure that the service provided is at all times of the highest standard.

• Participate as a member of the wider HR Team in the delivery of HR projects as required.

• Undertake other relevant duties as assigned by the HR Central Services Manager/Coordinator. There is an understanding that the duties assigned to this role are subject to review as HR Central Services evolves.

• Demonstrate flexibility regarding the allocation of duties.

Health & Safety: In addition to the statutory safety duties of all employees (as prescribed in safety legislation and the relevant local safety statement) each staff member is responsible for:

• Discharging any safety functions delegated to them by their Head of College \ School \ Department \ Centre \ Unit, in relation to the areas/activities under their control.

• Co-operating and assisting the University and the Head of College \ School \ Department \ Centre \ Unit in the discharge of their statutory safety responsibilities.

• Ensuring that all work under their control is undertaken safely and without risk to health and complies with the provision of all relevant statutory legislation.

Note: As the university continues to expand and evolve, it is likely that flexibility regarding the allocation of specific duties will be necessary. Accordingly, the list of duties specified above is not intended to be exclusive or restrictive; duties may be added or withdrawn but any such alteration will take place after consultation with the appointee.