Grade V Human Resources

Recruiter
Tallaght University Hospital
Employment Type
Contract
Salary
Not disclosed
Tallaght University Hospital logo

Job Title: Grade V, Human Resources Department

Reference No: )

Department / Directorate: Human Resources Department / Human Resources Directorate

Reports to: HR Manager or Deputy

A full overview of TUH is available on us

Purpose of the role:

The Grade V will be responsible for will be responsible for ensuring the smooth running of the administrative duties of the team they are assigned to in the HR department and to delegate and assign work as appropriate.

Overview of role:

Key Duties and Responsibilities

General Administration Duties:

  • Manage the Administration staff assigned to the team and delegate duties as appropriate
  • Demonstrate the ability to maintain and develop working relationships within the department as Team Leader/First line Manager
  • Demonstrate problem solving, decision making, planning and organization skills
  • Demonstrate an ability to prioritize work while responding with flexibility to rapidly changing priorities
  • Have the ability to work unsupervised and to use initiative when necessary to deal with conflicting priorities calmly and effectively
  • Liaising with staff in other Departments, External Agencies and the Public in a confidential, courteous and professional manner
  • Have demonstrable experience of participation in a departmental projects
  • Assist in the commissioning of integrated application software to support the operational and management systems for the team
  • Assist in the collection, interpretation and presentation of data and information as requested
  • Carry out any other duties, which may be assigned from time to time

Talent Acquisition Duties:

Manage the end to end Recruitment process which includes:

  • Review job descriptions and liaise with the administration support team for advertisement on Candidate Manager, as appropriate
  • Ensure that a competition data bank is established for each competition
  • Manage advertising campaigns
  • Review shortlisting sheet for accuracy and compliance prior to commencing the interview process to ensure that the most suitably qualified candidates are selected
  • Manage the interview process ensuring compliance to the Hospital’s recruitment policy
  • Instigate the 2nd stage recruitment process and provide advice and guidance to the administration support team as required
  • Preparing all relevant contracts of employment and payroll documentation for all staff appointed and/or promoted via the recruitment process
  • Address enquiries and complaints in a timely, efficient and confidential manner
  • Provide advice and guidance to the administration support team as required

  • Communicate with Advertising Agencies, Recruitment Agencies and other appropriate external bodies regarding recruitment as required
  • Provide training to Staff and Hiring Managers on new processes and the HR recruitment system
  • Make recommendations to the Talent Acquisition Lead where the process can be up-graded to provide a more efficient system and following agreement ensure the continuous improvement of the process

HR Business Services Duties:

Responsible for the day to day functions of the HR Business Services division within their remit which includes:

  • Run, analyse and distribute monthly data including census, absenteeism and turnover reporting
  • Process the movement of staff on SAP system to include set ups, changes and terminations into SAP payroll system
  • Responsibility of the organisational management section of SAP, creating positions, reviewing MAPs and tracking funding
  • Disseminate relevant information to staff and the multidisciplinary team and provide opportunity for feedback from all members of the team in relation to the service
  • Use the Core System to record and monitor staff absence/leave/time keeping, ensuring the service is covered during times of leave and staff absence
  • Access the appropriate training for Administration staff ensuring familiarity with and adherence to the required quality standards and attention to detail of the processes specific to the department
  • Participate in probation and staff performance review systems as per hospital policy

HR Medical Division duties:

Responsible for the day to day functions of the HR Medical Division within their remit which includes:

  • Recruitment of Medical Staff:

  • Preparing Job Descriptions for Medical posts
  • Providing comprehensive administrative support, as well as facilitating, in the recruitment of all Medical Staff in the Hospital from advertising to appointment
  • Ensuring that all Medical Staff, including locum staff, recruited by the Hospital are registered with the Medical Council of Ireland and have all relevant mandatory documentation on file
  • Ensuring that contracts of employment and relevant documentation are issued promptly to Medical Staff recruited and appointed to the Hospital
  • Ensuring that all documentation regarding probations is administered within the appropriate timeframes
  • Preparing and facilitating the Orientation Programme for newly appointed Medical staff
  • Liaising with the relevant external agencies in relation to sourcing of qualified locum medical staff
  • Ensuring a robust internal approval process is in place for booking of locum medical staff

  • Administrative Management of Medical Staff:

  • Ensuring the correct process is adhered to in terms of all appointments, terminations and adjustments in respect of Medical Staff and that the relevant section of Human Resources is advised
  • Assisting, when necessary, in the calculation and processing of all Medical claims, and submitting same to Salaries Department
  • Maintaining accurate records in relation to leave of medical staff
  • Dealing with and responding to queries and requests from former and current medical staff
  • Assisting in the maintenance of the Medical personnel files
  • Maintaining a good filing and retrieval system, ensuring that filing is kept up-to-date
  • Maintaining relevant databases/spread sheets of all relevant Consultant and Non-Consultant Hospital Doctors (NCHDs) personnel information
  • Liaising with relevant teams to collate call rotas
  • Ensuring that call rotas are available to all relevant staff within the hospital
  • Supporting the development of new NCHD rotas

Qualifications & Experience required

Must have:

  • Have obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (higher, ordinary, applied or vocational programmes) or equivalent

or

  • Have passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as being of a comparable to Leaving Certificate standard or equivalent or higher i.e. Fetac Level 5

or

  • Have satisfactory relevant experience which encompasses demonstrable equivalent skills

and

  • 3 years relevant administration experience
  • Practical experience of use of computer packages to include Microsoft Office i.e. Word, Excel, Outlook, PowerPoint and other related packages
  • Fluent command and understanding of the English language to include spoken and written word

Desirable:

  • Minimum of 2 years administration experience in Healthcare environment
  • 3rd level qualification in Human Resources
  • Proven experience of working in a complex and diverse HR function in a large organisation

Reward & Recognition

  • Remuneration is in accordance with the Department of Health Consolidated Salary Scales, grade code 0566
  • A panel is to be created for temporary & permanent whole time pensionable Grade IV posts across the HR Directorate.

  • The annual leave entitlement is 29 working days per year. The leave year runs from 1st April to the 31st of March each year

  • Normal working hours are 37 worked over 5 days. Your contracted hours of work are liable to change between the hours of 8 am to 8 pm over 7 days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement

Application process

Applications can be submitted ‘on-line’ at by completing the application form and attaching your CV. Candidates should be aware that, when applying for a post through the ‘On-Line’ Application System (Candidate Manager) they will receive an automated replying acknowledging receipt of their application. Should you for any reason, not receive this automated acknowledgement, you should notify the Human Resources Department, before the closing date, otherwise your application will not be considered.

All candidates should note that, in order to maintain a timely process, the closing date and time for receipt of applications will be strictly adhered to.

Informal Enquiries to: Ms Ita Goggin, Deputy Head of Human Resources- Telephone or email

Closing Date: Before close of business on: 15th July 2022

TUH Core Competencies:

Core Area Competency Level
Managing the service Quality & Safety of Service 3
Managing the service Delivery of Results 2
Managing Change Problem Solving & Decision Making 3
Managing Change Communications & Influencing 2
Managing Yourself Team player 3
Managing Yourself Planning and Organising 2
Managing People People Management 3
Managing People Leadership 2

Please go to for details of the core competencies

Job Title: Grade V, Human Resources Department