Administration Assistant Human Resources, Grade IV- Permanent

Job title:

Administration Assistant Human Resources, Grade IV- Permanent

Company:

Tallaght Hospital

Job description

Job DetailsJob Title: Administration Assistant Human Resources, Grade IV
Reference No: 02.015(2025)
Department / Directorate:Human Resources Department / Human Resources Directorate
Reports to: Human Resource Manager or DeputyTallaght University Hospital (TUH) is a model 4, voluntary, academic teaching hospital partnered with Trinity College and situated in south west Dublin. With a staff of over 4,000 people from 63 different countries, it provides both acute and tertiary care to an increasing population of circa 800,000 people and is a provider of local, regional and national specialties. It is also a National Urology Centre, the second largest provider of dialysis services in the country, Pelvic and Acetabulum National Centre and a designated Trauma Unit.The Hospital is part of the newly established HSE Dublin & Midlands Region, which serves a population of over 1.2 million across seven counties, and operates under the governance of an independent Board of Directors who give their time on a voluntary basis. TUH is also supported by the Adelaide Health Foundation, the Meath Foundation and Tallaght University Hospital Foundation.TUH recognises the role it plays in our community both as an employer and provider of healthcare and is committed to building a sustainable future for our region both now and into the future with a focus on patient outcomes.The Hospital is ambitious, recognising that healthcare delivery is undergoing seismic change and will be different now and into the future, largely due to digital and technological advances along with research continuing to discover and test new treatment options. TUH wants to be a leader in determining that future. It is a “Hospital without Walls” always looking to optimise care both within and beyond in line with the Sláintecare vision of providing the right care, in the right place, at the right time whilst empowering our patients and staff.TUH Vision and Values
The vision of the Hospital is “People Caring for People to Live Better Lives” through excellent health outcomes supported by evidenced based practice, positive patient and staff experience in an empowering and caring environment. A culture of innovation and quality improvement in everything we do.
Our TUH CARE values – for patients, their families, our community and staff are:

• Collaborate – together and with our academic and care partners
• Achieve – our goals, positive outcomes and wellbeing
• Respect – for patients, each other and our environment
• Equity – for patients and staff

At TUH we view our staff as our most valuable asset and every member of the Team is valued equally. We recognise that a skilled, satisfied and motivated workforce is a prerequisite to high quality care.
A full overview of TUH is available on www.tuh.ie/about usPurpose of the role:
The Administration Assistant, Grade IV will work as part of the Human Resources team and will be responsible for assisting with administration duties relating to the department.Overview of role:
Key Duties and ResponsibilitiesHR Talent Acquisition Duties:
Assist with the end to end Recruitment process which includes:

• Complete shortlisting sheet and send to Managers
• Invite successful candidates to interview / decline unsuccessful candidates
• Prepare interview day paperwork both in house & electronic
• Send interview outcomes through candidate manager system
• Prepare & Process Pre Employment documents
• Prepare & Process non payroll recruitment documents
• Monitor & update compliance records for external candidates
• Process work permits
• Raising requisitions through SAP
• Provide general administrative support to the department
• Deal with telephone queries relating to the department function

HR Business Services Duties:
Assist with the day to day functions of the HR Business Services division which includes:
Assist with the day to day functions of the HR Business Services division which includes:

• Maintain the CORE Time & Attendance system in an accurate and timely manner, including data entry and reporting
• Assist in the preparation of all documentation relating to the payroll, including completing relevant payroll forms
• Support the movement of staff on SAP system to include set ups, changes and terminations into SAP payroll system and subsequent Core actions
• Process SharePoint forms in a timely manner within your own Directorates
• Monitor and resolve queries within own area from the share mailbox
• Attendance Management: Review staff entitlements and issue communications in relation to changes in pay (i.e. half pay and zero pay as appropriate)
• Create and distribute weekly starter and leavers report
• Ensure that contracts of employment and relevant documentation are issued promptly to Staff recruited, promoted and appointed to the Hospital
• Completing verification of service for current and former staff, within pensions and business services
• Processing Bike to work scheme/ Tax savers application
• Liaising with other public service bodies in relation to pension queries
• Provide SAP Administration support to the Pensions division
• Run periodically Audits on contract reports/ Monitoring of task/ increments/ annual leave
• Advise managers/employees on policies

HR Medial Administration duties:
Assist with the day to day functions of the HR Medical Administration division which includes:

• Assist with the maintenance of HR Systems such as SAP HR and CORE Time & Attendance system in an accurate and timely manner, including data entry and reporting
• Assist in the preparation of all documentation relating to recruitment and payroll for Medical Staff, including the completion of all relevant payroll forms
• Assisting with pre-employment compliance requirements for Doctors recruited to the Hospital
• Assist in the maintenance of the Staff personnel files, including scanning payroll documentation to files and ensuring scanning is kept up to date in line with data protection
• Assisting, when necessary, in the calculation and processing of all Medical claims, and submitting same to Payroll Department
• Liaising with relevant teams to collate call rotas where required
• Liaising with the relevant external agencies in relation to sourcing of qualified locum medical staff where required
• Completing verification of service as required
• Providing cross-cover to other areas within the department when required
• Other duties that may be assigned from time to time

Pensions Duties:

• Monitor and manage Pensions Department emails
• Maintain register of all verification requests
• Complete verification requests and return
• Assist with costing requests from staff for prior temporary service
• Assist with refund requests to the VHSS pension scheme
• Assist with annual declarations sent to and returned by our pensioners
• Preparation of estimate / service templates to current and former staff for review
• Preparation and submission of ‘best 3 in 10’pensionable allowance template to HSE pension unit
• Liaise with Department Managers within the hospital
• Deal with queries to/from other pension departments and organisations within the Public Sector
• Preparation and submission of internal and external ad hoc reports
• Sundry other duties which may arise on request of Line Manager/Supervisor
• Participation in development of Single Scheme Pension Statement Project
• Deal with all aspects of the Single Public Service Pension Scheme including:-
• Pension applications
• Pension Statements
• Family Law Matters
• Pension Refunds
• Purchase of Referable Amounts
• Estimates

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

• 2 years relevant administration experience, 1 year of which must be in a HR function.
• 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:

• Human Resources qualification
• Experience using HR Software and Time and attendance packages
• Experience in the Health Sector environment or service related industry

Reward & Recognition

• Remuneration is in accordance with the Department of Health Consolidated Salary Scales, grade code 0558.

€ 34,256- € 53,304 LSI

• This appointment is permanent,whole time and pensionable.

• The annual leave entitlement is 27 working days per year. The leave year runs from 1st April to the 31st of March each year

• Normal working hours are 35 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 www.tuh.ie/careers 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, email [email protected]
Closing Date:Before close of business on: 3rd March 2025TUH Core Competencies: Core Area Competency Level
Managing the service Quality & Safety of Service 2
Managing the service Delivery of Results 1
Managing Change Problem Solving & Decision Making 2
Managing Change Communications & Influencing 1
Managing Yourself Team player 1
Managing Yourself Planning and Organising 1
Managing People People Management 1
Managing People Leadership 1Please go to for details of the core competencies

Expected salary

€34256 – 53304 per year

Location

Tallaght, Co Dublin

Job date

Tue, 18 Feb 2025 23:26:11 GMT

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