HR Administrator (Part-time) - UPMC GTOC
Location: MacDonagh Office; Job Type: Permanent
Overview of role
UPMC Ireland is currently seeking to recruit an experienced HR administrator who will provide HR administration services to the HR department ensuring the smooth running of the department in an organised and efficient manner on a permanent, part-time (24 hour) contract.
As a valued member of the HR team, you will be accountable in conjunction with the HR Business Partners for a range of duties which will help to enhance the employee experience.
This is a fantastic opportunity to join a prestigious company to develop and progress your career and to partner with Human Resources and all stakeholders to build a positive employee experience.
Primary Duties and Responsibilities
Recruitment Lifecycle Support
Work closely with the Talent Acquisition team to ensure job adverts are prepared, approved and posted.
Coordinate the end-to-end recruitment process for internal and external roles across UPMC Ireland, ensuring timely communication and a positive candidate experience.
Support hiring managers with shortlisting, interview scheduling and preparation of interview materials where required.
Participate in interviews as required, ensuring consistency, fairness and adherence to organisational recruitment standards.
Onboarding Coordination
Manage the onboarding process following candidate selection, ensuring a seamless transition from offer acceptance to commencement.
Prepare employment contracts, coordinate Garda Vetting, reference requests, occupational health requirements, and verification of professional credentials.
Pre-Employment Compliance
Ensure all pre-employment checks are completed accurately, within required timelines and in line with regulatory and organisational standards.
Maintain complete, compliant, and audit-ready records for all new starters.
Process work permit and visa applications, liaising with internal stakeholders and external agencies to ensure timely approval.
Induction and Training
Schedule induction and onboarding programmes for all new starters, including coordination of required materials and merchandise.
Compile and maintain induction packs in line with organisational standards.
Liaise with internal departments, including IT and Payroll, to ensure all onboarding requirements are completed in advance of start dates.
Maintain and update the training database to ensure accurate and compliant records.
Correspondence and HR Administration
Provide comprehensive administrative support to the HR team on a daily basis.
Manage all employee administration, including the maintenance of personnel files.
Support ad-hoc HR tasks and projects as required.
Record Keeping and File Management
Maintain accurate, timely and audit-ready records in line with organisational and regulatory requirements.
Record and track statutory leave processes, including maternity and parental leave.
Support the sick pay process through accurate documentation and record keeping.
Maintain up-to-date records of employee professional body registrations.
Track and record promotions, lateral moves, and status changes, ensuring updates are reflected in HRIS.
Maintain the Time & Attendance system for timekeeping and leave administration.
Record all mandatory training to ensure compliance and accurate personnel file documentation.
Assist with data consolidation for hospital audits and accreditation processes.
Engagement and Competency Tracking
Support the HR team in monitoring and tracking *********-day review reminders.
Assist with the administration of probationary reviews and related documentation.
Policies and Procedures
Support the administration and communication of policy updates.
Qualifications & Experience
Relevant third level degree preferably in HR with previous experience in an administration position in a HR environment.
Proficient in IT systems, in particular MS Word, Outlook & PowerPoint with the ability to present data in a visual and creative way.
Ability to work on own initiative and meet strict deadlines in an efficient and timely manner with a focus on continuous improvement.
Excellent organisational skills with a growth mindset.
Possess the highest degree of integrity and confidentiality in all aspects of the role.
Excellent interpersonal and communication skills together with the ability to work in a fast-paced environment.
Capable of working independently with limited supervision.
Strong communication skills and ability to interact in a confident and clear manner.
Ability to establish effective relationships with employees and with external parties as required.
CIPD membership would be an advantage.
Confidentiality
In the course of your employment you may have access to, or hear information concerning the medical or personal affairs of patients and/or staff.
Such records and information are strictly confidential, unless acting on the instructions of an authorised officer, on no account must information concerning staff or patients be divulged or discussed except in the performance of normal duty.
In addition, records must never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required.
Equal Opportunity Statement and Benefits
UPMC is an equal opportunity employer.
We celebrate diversity and are committed to creating an inclusive environment for all employees.
Benefits
Fully paid maternity and paternity leave for new parents.
Competitive Pension Plan.
Company-funded Death in Service Benefit x 3 times.
Critical Illness cover for all employees up to the age of 66.
Performance rewards that support the goals and mission of UPMC through our annual ACES programme.
Enhanced annual leave up to a maximum of 27 days.
Flexible working opportunities to support you to work around external family commitments.
Opportunities for each employee to reach their career goals through continued learning and/or advancement.
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