LOCATION: Shared Services, SVP House Sean McDermott Street, Dublin 1

Transcription

1 SVP JOB TITLE: REPORTS TO: Job Description Human Resource Administrator Head of HR Shared Services LOCATION: Shared Services, SVP House Sean McDermott Street, Dublin 1 DEPARTMENT: Shared Services DATE OF JOB DESCRIPTION: May PURPOSE OF THE JOB To administer the entire Garda Vetting Process at National Office. To maintain and continually develop the Employment Website. To provide day to day administrative support to the HR team and contribute to the continued development of the Shared Services HR function 2. ENVIRONMENT OF THE JOB The SVP is a large, national, voluntary organisation with extensive experience of working with a diverse range of people who experience poverty and exclusion. Through its network of over 12,000 volunteers and 800 staff, it is strongly committed to working for social justice and advocates the creation of a more just and caring society. SVP employs people to support volunteers in a variety of settings including housing and hostels, community care, shops, administration and other specialist areas. 3. GUIDANCEAND AUTHORITY The Human Resources Administrator role performs HR support for the HR Department. This includes a wide range of HR duties and projects, including all administration assistance to the HR Service Partners. The role gives exposure to all stages of the employee life cycle and has a high level of dealings with staff and managers in a timely and professional manner. The HR Administrator will work closely with the HR Service partner team to support all HR initiatives of the Society. The job reports to the the Head of HR Shared Services. The Human Resources Administrator attends the following meetings: -Weekly Human Resources team meetings -Takes minutes at National Employment Committee ( every 2-3 months on a Saturday) -Garda Vetting Disclosure meetings 4. PRINCIPAL ACCOUNTABILITIES ACCOUNTABILITIES 1. Garda Vetting To manage all aspects of the administration of the Garda Vetting Policy through the CRM database. HOW ACHIEVED Produce reports and statistics, update employee information onto the CRM database. Produce reports from database and send to the Garda Central Vetting Unit.

2 Act as the Authorised Signatory by the Garda Central Vetting Unit for the Society To ensure full compliance with the Garda Vetting policy across the Society. To provide up to date information on Garda Vetting as required. To maintain an accurate and up to date Garda Vetting filing system. 2. HR Employment Website Ensure Employment website is developed and maintained Liaise with GCVU as required. Work closely with the National Co-ordinator of Child & Vulnerable Adult Protection and Regional Administrators. Review content and ensure up to date. Communicate changes on site to all employers. Make recommendations to improve website. Provide support to regions/conferences on the use of the website. 3. HR Administration To be responsible for all aspects of HR Administration To administer letters / contracts / payroll issues / forms etc. Dealing with incoming and outgoing mail of the department ( ensuring all are date stamped) Benefit administration The provision of an efficient communication and telephone service to include, answering telephone, fax and s Maintain and develop the personnel filing system Co-ordinate pension correspondence, communication and liaison with pension provider and employees over early retirement requests, ill health retirement and applications for extensions to retirement. Benefits administration including any long service recognition, life events, tax saver and bike to work schemes To provide full administration support for recruitment & selection, HR files and administration as required. Administration of applications on the SVP website, assisting with screening & recruitment, Setting up interviews, organising interviewer packs, all recruitment correspondence, reference checks and contracts of employment & Induction packs. Induction support for National Office and Shared Services.

3 Maintenance of staff records for National Office and Shared Services Staff To provide full administration support for training & development Ensure staff records for National Office and Shared Services are kept updated and inform HR Service Partner of any key calendar events e.g. updated on a regular basis including absence and leave records. Produce reports and statistics. Monitor and advise line managers and HR Service Partners of key events i.e. end of probation, end of fixed term contract etc. Send out joining details; liaise with training providers, put together course materials, organising of venues/ catering and post course follow up. 4.HR related Projects 5. Administration for Remuneration & Appointments Committee Assist with the maintenance and development of human resource policies and procedures as required. Assist with HR related projects as appropriate. Co-ordinate collateral for the Remuneration & Appointments Committee and ensure timely communication of committee s decisions. Update all records and advise HOHRD of any calendar events e.g. end of fixed term contract etc. 5. CHALLENGES Acceptance of the dynamics of a complex membership and employee organisation and an understanding of how this both contributes to and constrains the work. In response to changes in the external environment around service delivery, funding and governance the Society is currently undergoing a period of significant restructuring and a reorganisation of its services. As part of this reorganisation the Society has introduced a new, more centralised management structure to insure the continued improvement, efficiency, responsiveness and sustainability of our services. This structure is still embedding and therefore roles and structures are still evolving. 6. OTHER INFORMATION The Human Resource function operates as part of a wider Shared Services team and provides high standard advice, guidance and support on all Human Resources issues in a complex, matrix organisation. The work is varied and challenging as well as providing great opportunity for development and involvement in a variety of projects.

4 7. KNOWLEDGE, EXPERIENCE AND SKILLS TO UNDERTAKE THE ROLE AT A FULLY ACCEPTABLE LEVEL EDUCATION The job Holder should ideally be educated to degree level in a related discipline and be CIPD qualified or studying for CIPD. KNOWLEDGE HR Best Practice Good working knowledge of Employment Legislation within Ireland Awareness of HR supporting bodies EXPERIENCE At least 2 years HR experience across all major functions (Recruitment/Selection, Employee Development, Performance Management, Communications, and Compensation & Benefits). Experience of establishing strong working relationships with colleagues from different functions. Experience of running or assisting in the running of Training events would be an advantage. Providing administration support. Skills High level administrative and organisation skills and attention to detail. Confident user of MS Office, databases - HRIS experience would be an advantage, IT literate. An ability to quickly establish and maintain rapport with a diverse range of stakeholders and to manage on-going working relationships and work plans. Excellent problem solving skills in interpersonal situations both internally and external to the organisation Well-developed interpersonal skills, can demonstrate confidentiality, discretion, tact. Well-developed sense of humour. Pragmatic Resilient and able to work in an organisation undergoing change. Appreciates and understands the need for confidentiality in dealing with all HR and training issues. Uses own initiative and can work independently and as part of a team. Excellent time management skills Knowledgeable in Irish employment laws would be beneficial Positive attitude A team player Attention to detail and ability to meet deadlines while demonstrating excellent customer service skills Ability to multitask and function well in a fast paced environment

5 8. MAIN TERMS AND CONDITIONS Contract type: Hours: Pension: Salary: Permanent 37.5 hours per week 5% employer contribution 5% employee contribution 33,000 per annum 9. ORGANISATION CHART National Management Council Head of Finance and Shared Services Head of HR Shared Services HR Service Partner Retail Operations HR Officer Retail HR Service Partner Homeless Services HR Service Partner Specialist Services HR Administrator The information contained in this job description is a true and accurate reflection of the job at the date specified... Job Holder... Line Manager