Job Description
Unijobs on behalf of our public sector client, Trinity College Dublin, are currently looking to recruit a full time Executive Officer to be based on site within the HR Service Centre. The HR Service Centre is a busy function in HR, providing dedicated front-line support and looking after the HR queries on an entire university with some 4,700 staff members. This is a varied and challenging role, which requires discretion, initiative, and attention to detail. The role-holder will also possess excellent interpersonal, communication, and organisational skills. This position is offered on a temporary basis for a period of initially four months. The salary scale for this position is €31,691 - €34,308, but will be determined based on the candidate's experience. Candidates are invited to apply as soon as possible as the preferred start will be Monday 7th October 2024. Principal Duties and Responsibilities: Service Act as first point of contact for HR and payroll queries from TCD employees. Respond, research, and resolve HR-related issues and enquiries received via the HR inbox, through phone and in-person in a timely manner and in accordance with Service Centre standards. Escalate queries when necessary. Process all employee leave requests in line with policy and legislation, and ensure all requests are documented. Understand HR policies and procedures to help others navigate them. Issue staff cards and IT system log-in details. Administer the Travel Pass, Bike to Work, Fee Remission, and Shorter Working Year Schemes. Set staff members up on our self-service employment portal, CorePortal, and troubleshoot issues when they occur. Support the HR Service Centre Supervisor in identifying opportunities to enhance employee experience, maintain HR efficiency and drive process improvements. Create and maintain HR content online, such as FAQs and how-to guides. Actively participate in HR projects, as required. Attend departmental meetings, as required Systems Utilise central HR systems (e.g. CoreHR, DocuSign) to carry out work. Carry out routine record keeping and data entry to ensure accurate records and HR databases are maintained. Clerical Provide routine administrative and/or customer support to contribute to the smooth operation of the HR department. Ensure accurate documentation is sent out in an efficient and timely manner. Issue salary certificates, verifications of employment, and letters of employment. Scan and upload documents to the Document Management System. General Deputise for colleagues as required and represent the manager or department at meetings and events. Any other duties that arise from time to time as directed by the manager or nominee. Person Requirements Qualifications Leaving Certificate or equivalent - essential. Holds a HR qualification or studying towards the same - highly desirable. Knowledge & Experience At least one years' experience working in a busy HR function. Experience working in a customer-facing administrative environment and responding to queries through multiple channels. Excellent IT skills, with a high level of competency in the Microsoft Office suite. An understanding (or the ability to quickly acquire knowledge) of University procedures and policies. Working knowledge of HR Information Systems. Knowledge of CoreHR is highly desirable. Skills & Competencies Excellent interpersonal and written/verbal communication skills. High standard of accuracy in both written and numerical work. A keen eye for detail. The ability to work well as part of a team and build strong working relationships with teammates and stakeholders. Excellent customer service skills. Exceptional planning and organisational skills, with an ability to multitask according to different deadlines. Can work on own initiative to pre-empt problems and suggest solutions. Acts with integrity and treats HR data with confidentiality and discretion with respect to GDPR and the Acceptable Use of IT. Flexible and can adapt to a fast-paced, changing environment. Personal Attributes Understands the importance of, and pro-actively delivers, professional quality HR service. Takes pride in providing excellent customer service, adopting a helpful, polite, and courteous approach when interacting with stakeholders and employees. Pays close attention to quality standards. Convincing and confident when speaking to others and can explain complicated concepts and procedures well. Committed to achieving results, is motivated, and displays a can-do attitude. Welcoming and approachable in manner. Unijobs is an equal opportunity employer Skills: Human Resources Executive Assistant HR Assistant