Administration Worker - Human Resources Dublin 8

Human Resources, National Office, Christchurch Square, Dublin 8.

General Information

 

What does the Human Resources Department do?

The HR department works closely with managers and employees across the organisation and with external agencies to ensure that all employees receive a supportive HR service and that Barnardos meets its statutory obligations in relation to employment in Barnardos. Barnardos currently has 430 employees.

The HR department’s functions include:

  • Co-ordinating the recruitment and selection of new employees.
  • HR administration such as issuing contracts of employment etc.
  • Salary administration ensuring accurate and timely information is passed to payroll.
  • Overseeing the Garda Vetting process for staff.
  • Updating attendance records.
  • Providing support to managers and staff on HR policies and queries.
  • Co-ordinating the Health and Safety function across the organisation.

What will the Administration Worker do?

The post holder will provide administration support to a busy HR dept which will include, updating our HR database with staff absences, salary and HR administration and supporting the recruitment of vacancies in the National Office.

The post holder will also answer any HR queries that staff and managers may have.

 


Job Description

Post: Administration Worker
Location: Human Resources     
Responsible to: HR Manager
Works with: HR Team, Barnardos Management and Staff

        

Job Purpose

To provide an efficient and flexible administrative support service to the HR department in an integrated way with the wider organisation.

Core Job Requirements

  • To respond in an efficient friendly and appropriate manner to all communications with the office i.e. post, e-mail, telephone and fax and in person.
  • To provide administrative support to the Service utilising relevant IT packages, ensuring documents are presented and formatted to a high standard.
  • To maintain an up to date and effective filing system.
  • To gather information statistics and prepare reports as required, including administration of databases as appropriate to the role.

Requirements Specific to the Post

  • To collate monthly absence returns for all staff in the National Office, ensuring timely entry into the HR system and that all absences have appropriate supporting documentation. Following up with managers as appropriate.
  • To accurately update the HR system to make changes for salary administration purposes.
  • To provide administrative support to managers in the recruitment process for the National Office, which may include taking telephone and e-mail queries, distributing appropriate information, logging and collating applications received, booking interview venues, scheduling interviews, preparing interview related correspondence and other administrative duties relating to recruitment as required. 
  • To carry out administrative tasks in particular to update the HR system as required, issue standard letters, staff vacancy notices, etc under the supervision of the HR Co-ordinator.
  • To provide support to the HR team in administrative tasks, to conduct research and collate information as requested by the HR Co-ordinator and HR Officer.To support managers in the Pre-school Inspection process, ensuring employee information is available during the inspection.
  • To support the HR Officer in the collation of Health & Safety information.
  • To become familiar with Barnardos HR policies to deal with queries from staff and managers or escalate as appropriate.

Requirements of all Barnardos staff

  • Commitment to the purpose of Barnardos and to work within the values, policies and procedures of the organisation and in the context of current legislation and regulations.
  • To participate in regular supervision with your line manager.
  • To actively participate in team and staff meetings and service reviews/ evaluations and to contribute to the development of policy and practice with your area of work and within Barnardos as a whole.
  • To report any area of concern to your line manager in a timely manner.
  • To show reasonable flexibility in relation to hours of attendance to meet the needs of the work. Work during unsocial hours may be required.
  • Have a flexible approach to the work in response to organisational change, development and review of best practice.
  • Participate in and engage with a performance management programme.
  • Identify training needs with your line manager and participate in training opportunities appropriate to the role.
  • To be vigilant to any Health, Safety and Welfare risks in the workplace and bring any concerns to the attention of your line manager or local Health and Safety Officer.
  • To be vigilant to any concerns regarding the protection and welfare of children and to bring them to the attention of the Barnardos Designated Person in a timely manner, in keeping with the Barnardos Child Protection policies.
  • To participate in the efficient flow of information within the organisation by sharing and seeking information as appropriate.
  • To undertake other duties as may be requested by the line manager from time to time.
  • To undertake your work in a manner that is friendly, flexible and informal.

Note: This Job Description will be reviewed and updated in line with the needs of the work.


Person Specification

Personal attributes

The following are essential requirements for this post:

  • Good communication and interpersonal skills.
  • Fluent written and spoken English.
  • Awareness of confidentiality and the ability to deal with sensitive queries.
  • Teamwork and the ability to work in collaboration with others.
  • Ability to work on own initiative and to consult where appropriate.
  • Ability to prioritise competing demands.
  • Flexibility and adaptability in terms of tasks and time.

Experience

A minimum of two years directly relevant experience is essential.

Experience of working on HR systems desirable

Qualifications

The following are essential requirements for this post:

  • Junior Certificate or equivalent minimum level of education.
  • Working ability in IT Systems (including Microsoft Word, Excel, PowerPoint and the use of databases) and numeracy skills.
  • A qualification in HR is desirable. 
  • The post holder is initially assigned to work in our National Office, Dublin 8 but may be required in the future to work in other locations in the Dublin area in line with organisational needs.

 


Application Procedure

Applicants must complete this application form and submit it through our website before the closing date.

Applicants may also attach a CV or other supplementary information in respect of our application.

Attaching a CV alone will result in the applicant not being considered for shortlisting. 

Shortlisting will apply

Candidates who are moved to the 2nd stage of our Recruitment process are required to complete a medical questionnaire. References will be taken up at this stage.