HR Administrator

Job title:

HR Administrator

Company:

Inland Fisheries Ireland

Job description

Inland Fisheries Ireland (IFI) has a fantastic opportunity for a highly organised and proactive HR Administrator to join the HR team.The HR Administrator will provide day-to-day administrative support to the HR team and therefore contribute to the successful delivery of a broad range of strategic and operational projects, which will enable IFI to achieve its corporate and people strategies.This role, will play a pivotal role in ensuring the smooth delivery of all people services at IFI by providing broad generalist HR experience and there will be opportunities to play a lead role on key projects e.g. seasonal recruitment campaignWe are seeking candidates who are passionate about providing comprehensive, accurate and professional administrative support and who would have a desire to develop further within the role.ABOUT USInland Fisheries Ireland are the environmental agency responsible for protecting, managing and conserving Ireland’s inland fisheries and sea angling resources.More information can be found by visiting our .VISION, MISSION & VALUESVisionTo place the inland fisheries resource in the best sustainable position possible for the benefit of future generations.MissionTo protect, manage and conserve Ireland’s inland fisheries and sea angling resources and to maximize their sustainability and natural biodiversity.ValuesWe work collaboratively with professionalismWe are open, transparent and accountableWe act with respect and integrityWe are committed to stewardship and sustainabilityKEY RESPONSIBILITIESThe role provides a day-to-day HR administration service to employees and HR administrative support to the HR team (HR Business Partners, HRIS Officer and the Manager of Learning & Development). The HR Administrator will be involved in using the HR and payroll system and have an important role in the employee lifecycle processes such as reference checks, recruitment, onboarding, compliance, payroll, appraisals, and have day-to-day responsibility for the HR and Recruitment Outlook mailboxes.Working in the HR team, reporting to a HR Business Partner, your main responsibilities will include:Providing high standards of HR admin support to IFI stakeholders.Playing an important role in introducing new and improving existing HR processes for a better HR service delivery and employee experience.Being proactive in supporting the HR team in various streams of work to achieve the HR Business Plan.RecruitmentAct as the first point of contact for recruitment queries from candidates, forwarding them to the appropriate HR colleague or interview panel members as necessary.Act as an expert user of current and future recruitment systems i.e. our applicant tracking system.Advertise vacancies, both internally and on external jobsites.Assist with scheduling and arranging interviews, including venue bookings and preparation of interview documentation.Scan and file interview documentation as required.Support colleagues with recruitment queries.Induction & OnboardingCreate documents for HRBP approval such as but not limited to; contracts/offer/variation/probation letters.Ensure all new starter paperwork is fully completed and returned.Track the return of references and right to work checks.Arrange HR Inductions with the HRBP’s and new joiners.Ensure other departments are informed of joiners/leavers as required e.g., Facilities, Finance.Set up new starter compliance training.OffboardingLead on the leaver’s administrative process, ensuring it is completed in a timely manner.Compliance AuditsPerform regular audits of personnel files to ensure compliance with GDPR and internal policies.Assist in preparing documentation for external auditsPayrollSupport the HRBP’s with payroll queries and financial audit queries.Accurately update and maintain the HR & Payroll database, uploading documents and running reports as required.Process payroll-related administration, such as salary certificates / social welfare forms.HR ProcessesEnsure Personal Development Review (PDR) forms are logged and uploaded to SharePoint and the new HR System.Manage the probation period process.Regularly update and audit HR data to ensure information is up to date (e.g., pensions data, new starter training, contract dates).Assist in drafting and updating HR policies and procedures in line with new legislation or organizational changes.Learning and Development:Coordinate training sessions, including scheduling, communication with trainers, and tracking employee participation.Monitor mandatory training compliance and report gaps to the L&D Manager.HR Administration & File ManagementTake responsibility for maintaining physical and digital personnel records (i.e. creating, removing and archiving HR files in both the physical HR Safe and the soft copy HR Drive).Take responsibility for responding to Data Subject Access Requests, working closely with IFI’s Data Protection Officer, compiling and issuing appropriate documentation to the requester.Day to day management of the HR and Recruitment Outlook inboxes, responding to routine queries and forwarding queries to HR colleagues.Manage the HR team schedule of matters & calendar, ensuring meetings are arranged as requested.Take minutes at HR/relevant meetings and share with colleagues.Maintain the HR Self Service folder on SharePoint, ensuring documents are up to date.Take responsibility for the careful use and stewardship of IFI’s resources.Use admin systems to track income/ resources accurately e.g., HR credit card cost tracker.Process invoices and HR team expenses on IFI’s Finance system Integra, and the monthly credit card reconciliation for HR transactions.Support the team with ad hoc tasks as required, undertaking any task that may be requested from time to time that may be consistent with the nature and scope of this post.Knowledge ManagementDevelop & manage relationships across the organization and externally.Provide IFI stakeholders with advice on HR admin process.Understand, handle, and manage data in a GDPR-compliant manner and keep up to date with new legislation.Use admin skills and knowledge effectively, demonstrating commitment to HR-related continuous professional development.Take proactive steps and be keen to learn processes and develop HR related knowledge.Safeguarding, Health & SafetyReport on potential risks as they emerge to the appropriate colleagues in line with existing procedure.Be proactive in maintaining own wellbeing at work.Please note the above duties are not exhaustive and the successful candidate will be required to perform additional tasks as reasonably requested.KEY KNOWLEDGE & EXPERIENCEThe ideal candidate will have the following:EssentialA recognised third-level qualification at a minimum level of NFQ Level 7, or equivalent, preferably in a relevant discipline such as but not limited to; Human Resource Management, Business / Commerce or similar.A minimum of 3 months HR experienceA full Category B driving licence that is valid in Ireland.Eligibility to work full-time in the State and meet the work permission requirements for the role.Demonstrable professional experience of providing administrative support in a fast-paced, office-based environment.An intermediate level of IT skills, to include MS Office suite, especially Excel and Outlook.A flexible approach and be willing to work outside of normal working hours when necessary.DesirableA CIPD Level 3 Qualification.Experience of using HR systems.Knowledge of Irish employment legislation.Knowledge of GDPR and Data Protection principles.KEY SKILLS & ATTRIBUTESThe ideal candidate will have the following;EssentialBe highly organised with excellent attention to detailAbility to deal with others in a professional manner.Good written and verbal communication skills.Good organisational and time management skills.A self-starter with ability to take initiative and work independently.Reliable and able to use discretion and maintain confidentiality on sensitive matters.Self-motivated, accountable, and adaptable.The ability to work as part of a team, and maintain effective communication with colleagues.DesirableKeen to build career in HR.REMUNERATIONThe salary scale for the position is at the level of Executive Officer as applies in Inland Fisheries Ireland, it is a 14-point scale including 2 long service increments (LSI’s):Point 1 €36,192.13; Point 2 €36,980.62; Point 3 €39,165.17; Point 4 €41,258.80; Point 5 €43,136.63; Point 6 €44,991.76; Point 7 €46,801.51; Point 8 €48,573.82; Point 9 €50,364.28; Point 10 €52,123.15; Point 11 €53,991.85; Point 12 €55,244.13; Point 13 (LSI 1); €57,035.18; Point 14 (LSI 2); €58,836.65(IFI Executive Officer Grade Pay Scale as of 01/10/2024)Candidates should note that salary will not be subject to negotiation and the rate of remuneration may be adjusted from time to time in line with Government pay policy. New entrants to the public sector will start on point 1 subject to Haddington Road Agreement and subsequent Government Agreements.TENUREThis role is being offered on a 2-year specified purpose contract basis.APPLICATIONS & SELECTION PROCESSA cover letter and up to date Curriculum Vitae should be submitted by midnight on Monday 03rd February 2025.Late applications will not be processed.Short listing will be based on information provided in the Cover Letter and CV.Canvassing will disqualify.Inland Fisheries Ireland is an equal opportunities employer.

Expected salary

Location

Ireland

Job date

Tue, 21 Jan 2025 04:41:36 GMT

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