Clerical Officer Grade III Human Resources Department Castlebar/ Co/ Mayo

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Clerical Officer Grade III

Human Resources Department Castlebar, Co. Mayo Contract - 18 months Reference Number 2024-229 Closing Date November 4th, 2024

Job Brief

The successful candidate will work as part of a team to perform varied technical, professional and confidential work required to deliver human resources initiatives, including time and attendance and operation of Core HR and relevant reporting tools. The purpose of the role is to ensure the application of time and attendance policies and procedures across the Association and to engage with managers and staff as appropriate in relation to queries regarding time and attendance.

Qualification & Requirements for the role:

1. Administration Qualification desirable
2. Minimum 3 years previous experience of working in a busy administration role is required
3. Competent and proficient IT skills including MS Word, Excel & experience in operating HR databases essential
4. Ability to work under pressure to meet deadlines
5. Attention to detail is essential
6. Be a good communicator
7. Ability to work on own and as part of a team

Salary Scale

Clerical Officer Grade III (Scale Range €25,318 to €42,805 per annum) - this is based on fulltime contract of 35 hours per week

Employment Benefits

1. Competitive salary
2. Pension and Life Insurance Scheme
3. Annual leave in excess of statutory entitlement
4. Premiums including anti-social payments on residential rosters
5. Dedicated learning and development
6. Flexible working opportunities
7. Staff initiatives e.g. Employee Assistance Programme, Bike-to-Work Scheme
8. Sick pay scheme

Job Description

Reporting Relationship: Reports to the Head of Human Resources Working Week: Full Time 35 hours per week - Monday to Friday The successful candidate will have the following responsibilities and duties:

1. Day to day management of Core HR System and Workforce Management.
2. Ensure all absences recorded are within relevant entitlements in line with the Association's practices.
3. Prepare reports on fortnightly attendance returns and ensure that the various leaves are applied correctly and that the appropriate processes have been applied.
4. Monitor and track absences and payments in relation to sick leave and serious assault policy, as per Association's policy.
5. Engage with relevant personnel in relation to changes to payroll as result of staff absence, i.e. unpaid leave, sick leave, etc.
6. Support managers and staff in the application of Workforce Management.
7. Prepare and validate employee data in support of fortnightly payroll in relation to leave and relevant deductions and provide information to payroll as required.
8. Manage the leave allocation on an annual basis for staff.
9. Ensure that any contract changes are updated with new leave allocations.
10. Support line managers to balance their team's end of year leave balances.
11. Calculate and issue leave balances to relief staff/permanent additional hours as per Organisation practice.
12. Provide assistance and support to line managers and employees in relation to queries concerning attendance and leave entitlements and other relevant HR related queries.
13. Work with the Head of Human Resources to ensure that any new and emerging legislation, in relation to employee leave entitlements, is implemented.
14. Maintain HR files in line with Data Protection Legislation.
15. As part of the HR team, the maintenance of up-to-date employee records and HR database system is essential.
16. Embrace and lead change within own department and adapt local work practices accordingly.
17. Deal with internal and external customers in a responsive and professional manner.
18. Contribute positively to the development of a Human Resources culture which supports the achievement of the organisation strategy and vision.
19. Proactively promote a positive working environment for employees in the Association.
20. Participate in the HR Department initiatives in relation to employee wellbeing, this includes idea generation and involvement in various projects.
21. Promote safety in all environments, in line with the Association's practices.

Please note this list is not exhaustive.

Working Relationships and Communication:

1. Understand and operate all relevant local and organisational procedure, directives and general information made available through the line manager and accessible on the Association's intranet or elsewhere as relevant.
2. Develop and contribute to good working relationships in the Organisation and with all other relevant personnel.
3. Report to and appraise line manager or designate of all work-related issues and difficulties.
4. Follow the Association's Grievance and Disciplinary Procedure, available on the Association's intranet.
5. Maintain strict confidentiality relating to matters regarding personnel and services.
6. Attend and actively participate in staff meetings as required.
7. Actively participate in supervisory support as per Organisation Procedure.

General:

1. Promote and develop good community networks with inclusion and integration for the people we support.
2. Promote a positive image and name of the Association in the wider community.
3. Be accountable and responsible for input into service planning and delivery, together with job performance as per role within the Association.
4. Promote dignity at work and show respect to service users, colleagues and stakeholders in the course of duty.
5. Act in a confidential manner when dealing with personal information relating to service users, families and staff.
6. Attend staff training events as required and implement learning in the workplace.
7. Perform any other appropriate duties as requested by the person in charge.

Conditions:

The Job Description forms an integral part of the Contract of Employment, together with the Association's Policies and Procedures. Proficient in IT - including MS Word, Excel and an experience of operating HR databases, is essential. Engage with and use the technology systems and packages provided by the Association to support day-to-day work and future planning needs. You will receive support and supervision from your line manager regarding your day-to-day work through the Supervisory Support Process in place in the Association. To be considered for this role you will be redirected to and must complete the application process on our careers page. To start the process click the Apply button below to Login/Register. #J-18808-Ljbffr