Recruitment Assistant

SALARY SCALE: Department of Health & Children consolidated pay scales (01/08/2025) apply per annum pro rata: (0609) | €31,118 - €48,427 (LSI €48,427). This position is funded by the H.S.E.

For new entries to the health service, the successful candidate’s salary will be calculated strictly in accordance with the number of years of relevant and/or comparable experience. For internal applicants/applicants currently employed within the Health Service, starting pay / pay on promotion will be governed by the Department of Health Circular No. 10/71.

For any salary queries please contact the HR department on: 01-491 25 94.

PENSION SCHEME: For HSE funded contracts there is mandatory enrolment in the appropriate Public Sector pension scheme.

HOLIDAYS: 25 - 27 days per annum pro rata

HEALTH: A candidate for and any person holding the post must be fully competent and capable of undertaking the duties attached to the post and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. For the purpose of satisfying the requirements as to health, the successful candidate, before being appointed, shall undergo a pre-employment medical.

CHARACTER: A candidate for and any person holding the office must be of good character.

HOURS OF WORK: 17.5 hours per week. Details of starting and finishing times, which may vary in accordance with Hospice needs, will be notified to you by your Head of Department / Deputy. There will be times when you will be required to work outside of the normal office hours.

WORKING WEEK: Will be determined by the needs of the department.

LOCATION: This position is based in Harold’s Cross however, Our Lady’s Hospice & Care Services (OLH&CS) currently operates across three sites; Harold’s Cross, Blackrock and Wicklow. In the interest of patient care and changing needs, candidates are required to be completely flexible and are obliged to carry out duties in any department or location of the Hospice or associated locations when required to do so by the Chief Executive Officer.

ETHICAL CODE: The post holder is requested to respect the special charism, ethos and tradition of OLH&CS and to observe and comply with its general policies, procedures and regulations.

CONFIDENTIALITY: You will have access to various types of records / information in the course of your work. Such records and information are strictly confidential and unless acting on the instruction of an authorised person, on no account must information concerning staff, patients or other Hospital business be divulged or discussed except in the performance of normal duty.

In addition, records may never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required.

GARDA VETTING: Legislation has been introduced for the provision of Garda Vetting in respect of candidates for employment in areas of the Health Services, where it is envisaged that potential employees would have substantial access to children or vulnerable adults.

JOB PURPOSE: The successful candidate will work closely with the Manpower Manager and Recruitment Coordinator and as part of the Human Resources team to assist with the co-ordination of recruitment activity and carry out recruitment administration, ensuring compliance with standards, policies, best practice and employment legislation.

MAIN DUTIES AND RESPONSIBILITIES

• Providing administrative support to the Manpower Manager and Recruitment Coordinator.

• Displaying external / internal recruitment advertisements on relevant forums as advised by the Manpower Manager and forward job advertisements to the line manager to notify staff on leave.

• Be responsible for monitoring and managing recruitment applications received in response to job advertisements to support the recruitment team.

• Be responsible for monitoring speculative applications and responding to applicants in a timely fashion.

• Be responsible for updating and maintaining the recruitment database.

• Co-ordinating and monitoring interview schedules.

• Be responsible for assisting the Recruitment Coordinator with the co-ordination of the onboarding process for all new hires including:

• Preparing hard copy and electronic personnel files for employees.

• Circulating all vetting requirements to preferred candidates.

• Carrying out verbal reference checks followed by written confirmation.

• Providing administration support for the Garda Vetting process and ensure all information is recorded on the appropriate database.

• Processing all required documentation for new staff.

• Facilitating commencement meetings with new staff to provide Human Resources initial induction.

• Completing pre-employment induction with new employees including providing the hospice employee handbook.

• Be responsible for monitoring the ending or renewal of fixed term / specified purpose contracts.

• Be responsible for assisting the Recruitment Coordinator to circulate dates for probation reviews to managers for new commencements or promotions and ensure managers are carrying out probation meetings within a timely manner. • Sending out relevant correspondence with regards to probation as required.

• Assisting the Recruitment Coordinator with the drafting of all contracts of employment.

• Carrying out additional administration tasks as and when required by the Manpower Manager and the Recruitment Coordinator.

• From time to time, providing administration support to the HR department as required.

• Provide cover in the absence of the Recruitment Coordinator.

General

• Have a working knowledge of and adhere to OLH&CS policies at all times.

• Ensure confidentiality in all matters of information obtained during the course of employment.

• To present and act in a professional manner at all times and ensure colleagues do likewise.

• Keep up-to-date with developments of professional practices and all other relevant matters to ensure maintenance of knowledge and skill base.

• Assume responsibility for his / her own professional development.

• Maintain a safe work environment in co-operation with the Hospice Management Team and with reference to the Safety, Health and Welfare at Work Act, 2005: in that respect report any accidents / near misses and document according to policy.

• Provide cross cover for other areas when required and such duties as required.

• To effectively and efficiently use information technology for the role in a manner which integrates well with systems throughout the Hospice.

Information Technology:

• To assist in ensuring that the HR team make the most effective and efficient use of developments in information technology in a manner which integrates well with systems throughout the organisation.

• To utilise developments in information technology for administrative support in line with the overall administrative service within the organisation.

Training & Education

• To take responsibility for seeking out opportunities for further education and development.

Self-Development

• To be aware of current developments and issues in human resources by reading current literature and keeping abreast of new developments, attending ‘in-house’ seminars, lectures and courses when possible and as appropriate in consultation with Head of Department.

• To assume responsibility for his / her own professional development and safe work practice.

• To ensure a safe environment for himself / herself, colleagues and visitors.

Professional

• To have an excellent knowledge of Our Lady’s Hospice & Care Services HR and other relevant policies.

• To present, dress and act in a professional manner at all times and ensure colleagues do likewise.

• To ensure confidentiality on all matters and information obtained during the course of employment.

The duties and responsibilities detailed above are a reflection of the present service requirements and are 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 the post holder from time to time and to contribute to the development of the post while in office.

This job description will be subject to review in the light of changing circumstances. This job description is not intended to be exhaustive but should be regarded as providing guidelines within which individuals work.

Qualifications

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 Irish. 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 any equivalent 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)

Hold or willing to work towards a HR Qualification.

Experience

Experience of working with Microsoft Office Packages – Word / Excel / PowerPoint / Access.

At least 2 years experience in a professional administrative environment.