Administration Assistant Human Resources, Grade IV

Tallaght, Co Dublin
€35,256-54,370 per year
Temporary
Full-time

2 days ago

Job DetailsJob Title: Administration Assistant Human Resources, Grade IVDepartment / Directorate:Human ResourcesReports to: Team Lead/DesignateReference number: 09.013(2025)Tallaght University Hospital (TUH) is a model 4, voluntary, academic teaching hospital partnered with Trinity College and situated in south west Dublin. With a staff of over 4,000 people from 63 different countries, it provides both acute and tertiary care to an increasing population of circa 800,000 people and is a provider of local, regional and national specialties. It is also a National Urology Centre, the second largest provider of dialysis services in the country, Pelvic and Acetabulum National Centre and a designated Trauma Unit.The Hospital is part of the newly established HSE Dublin & Midlands Region, which serves a population of over 1.2 million across seven counties, and operates under the governance of an independent Board of Directors who give their time on a voluntary basis. TUH is also supported by the Adelaide Health Foundation, the Meath Foundation and Tallaght University Hospital Foundation.TUH recognises the role it plays in our community both as an employer and provider of healthcare and is committed to building a sustainable future for our region both now and into the future with a focus on patient outcomes.The Hospital is ambitious, recognising that healthcare delivery is undergoing seismic change and will be different now and into the future, largely due to digital and technological advances along with research continuing to discover and test new treatment options. TUH wants to be a leader in determining that future. It is a “Hospital without Walls” always looking to optimise care both within and beyond in line with the Sláintecare vision of providing the right care, in the right place, at the right time whilst empowering our patients and staff.TUH Vision and ValuesThe vision of the Hospital is “People Caring for People to Live Better Lives” through excellent health outcomes supported by evidenced based practice, positive patient and staff experience in an empowering and caring environment. A culture of innovation and quality improvement in everything we do.Our TUH CARE values – for patients, their families, our community and staff are:

Collaborate – together and with our academic and care partners
Achieve – our goals, positive outcomes and wellbeing
Respect – for patients, each other and our environment
Equity – for patients and staff

At TUH we view our staff as our most valuable asset and every member of the Team is valued equally. We recognise that a skilled, satisfied and motivated workforce is a prerequisite to high quality care.A full overview of TUH is available on www.tuh.ie/about usPurpose of the RoleThe Administration Assistant, Grade IV will work as part of the Human Resources team and will be responsible for assisting with administration duties relating to the department.Overview of RoleKey Duties and ResponsibilitiesHR Talent Acquisition Duties:

Review the competition closing dates and complete shortlisting sheet /send to Managers
Invite successful candidates to interview / decline unsuccessful candidates
Prepare interview day paperwork both in house & electronic
Send interview outcomes through candidate manager system
Prepare & process Pre Employment documents
Prepare & process non payroll recruitment documents
Monitor & update compliance records for external candidates
Process work permits
Raise requisitions through SAP
Monitor the Nursing/General team email folder on a daily basis and respond accordingly
Process reimbursement claims
Deal with telephone queries / email queries relating to the department function
Provide general administrative support to the department
Reception cover when required
Any other duties that may be assigned by the Manager

HR Business Services Duties:

Maintain the CORE Time & Attendance system in an accurate and timely manner, including data entry and reporting
Assist in the preparation of all documentation relating to the payroll, including completing relevant payroll forms
Support the movement of staff on SAP system to include set ups, changes and terminations into SAP payroll system and subsequent Core actions
Process SharePoint forms in a timely manner within your own Directorates
Monitor and resolve queries within own area from the share mailbox
Attendance Management: Review staff entitlements and issue communications in relation to changes in pay (i.e. half pay and zero pay as appropriate)
Create and distribute weekly starter and leavers report
Ensure that contracts of employment and relevant documentation are issued promptly to Staff recruited, promoted and appointed to the Hospital
Completing verification of service for current and former staff, within pensions and business services
Processing Bike to work scheme/ Tax savers application
Liaising with other public service bodies in relation to pension queries
Provide SAP Administration support to the Pensions division
Run periodically Audits on contract reports/ Monitoring of task/ increments/ annual leave
Advise managers/employees on policies

HR Medial Administration Duties:

Assist with the maintenance of HR Systems such as SAP HR and CORE Time & Attendance system in an accurate and timely manner, including data entry and reporting
Assist in the preparation of all documentation relating to recruitment and payroll for Medical Staff, including the completion of all relevant payroll forms
Assisting with pre-employment compliance requirements for Doctors recruited to the Hospital
Assist in the maintenance of the Staff personnel files, including scanning payroll documentation to files and ensuring scanning is kept up to date in line with data protection
Assisting, when necessary, in the calculation and processing of all Medical claims, and submitting same to Payroll Department
Liaising with relevant teams to collate call rotas where required
Liaising with the relevant external agencies in relation to sourcing of qualified locum medical staff where required
Completing verification of service as required
Providing cross-cover to other areas within the department when required
Other duties that may be assigned from time to time

Pensions Duties:

Monitor and manage Pensions Department emails
Maintain register of all verification requests
Complete verification requests and return
Assist with costing requests from staff for prior temporary service
Assist with refund requests to the VHSS pension scheme
Assist with annual declarations sent to and returned by our pensioners
Preparation of estimate / service templates to current and former staff for review
Preparation and submission of ‘best 3 in 10’pensionable allowance template to HSE pension unit
Liaise with Department Managers within the hospital
Deal with queries to/from other pension departments and organisations within the Public Sector
Preparation and submission of internal and external ad hoc reports
Sundry other duties which may arise on request of Line Manager/Supervisor
Participation in development of Single Scheme Pension Statement Project
Deal with all aspects of the Single Public Service Pension Scheme including:-
Pension applications
Pension Statements
Family Law Matters
Pension Refunds
Purchase of Referable Amounts
Estimates

Qualifications & Experience requiredMust have:

Have obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (higher, ordinary, applied or vocational programmes) or equivalent

Have passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as being of a comparable to Leaving Certificate standard or equivalent or higher i.e. Fetac Level 5

Have satisfactory relevant experience which encompasses demonstrable equivalent skills

and

2 years relevant administration experience
Practical experience of use of computer packages to include Microsoft Office i.e. Word, Excel, Outlook, PowerPoint and other related packages
Fluent command and understanding of the English language to include spoken and written word

Desirable:

Human Resources qualification
Experience in Recruitment
Experience using HR Software and Time and attendance packages
Experience in the Health Sector environment or service related industry

Reward & Recognition

Remuneration is in accordance with the Department of Health Consolidated Salary Scales, grade code 0558.

€35,256- €54,370 including 2 LSI’s

This appointment is fulltime, temporary and pensionable.

The annual leave entitlement is 27 working days per year. The leave year runs from 1st April to the 31st of March each year

Normal working hours are 35 worked over 5 days. Your contracted hours of work are liable to change to meet the requirements for extended day services in accordance with the terms of the Framework Agreement.

Application processApplications can be submitted ‘on-line’ at www.tuh.ie/careers by completing the application form and attaching your CV. Candidates should be aware that, when applying for a post through the 'On-Line' Application System (Candidate Manager) they will receive an automated replying acknowledging receipt of their application. Should you for any reason, not receive this automated acknowledgement, you should notify the Human Resources Department, before the closing date, otherwise your application will not be considered.All candidates should note that, in order to maintain a timely process, the closing date and time for receipt of applications will be strictly adhered to.Informal Enquiries to: Mrs. Michelle Lyons, HR Medical Lead – HR Medical Division Email: phone number: 01-4144774Closing Date: Before close of business on 16th September 2025TUH Core Competencies: Core Area Competency Level
Managing the service Quality & Safety of Service 2
Managing the service Delivery of Results 1
Managing Change Problem Solving & Decision Making 2
Managing Change Communications & Influencing 1
Managing Yourself Team player 1
Managing Yourself Planning and Organising 1
Managing People People Management 1
Managing People Leadership 1Please go to for details of the core competencies

Tallaght Hospital

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