Executive Assistant – Director of Human Resources Office – Grade V

Executive Assistant – Director of Human Resources Office – Grade V

Directorate: Human Resources

Location: Beaumont Hospital, Dublin 9 & Affiliated Sites

Reports to: Director of Human Resources, Deputy Director of Human Resources

Accountable to: Director of Human Resources

Salary: Appointment will be made on Grade V salary scale (€51,206 – €61,253 as of 01.03.25) at a point in line with Government Pay Policy.

Hours of work: Full-Time (35 hours per week)

Closing Date: 12.00pm – Friday, 21st March 2025

Please note the hospital reserves the right to close the competition early should a substantial number of applications be received.

Position Summary: This post is designed to provide a comprehensive support function to the Director of Human Resources Office and assist in the planning, organisation and co-ordination of the activities in the wider HR Department. It provides secretarial and administrative support to the Director of Human Resources, and as required, the Deputy Director of Human Resources. The post holder will have a strong commitment to the purpose and ethos of patient care within which Beaumont Hospital operates and to our vision and values.

Main Duties & Responsibilities

• To provide secretarial and administrative support to the Director of Human Resources (DHR), and as required, to the Deputy Director of Human Resources (DDHR) across a wide portfolio.
• Develop and maintain administrative systems and processes to support and ensure the overall efficiency of the Office of the Director of Human Resources.
• Assist in the development, implementation and monitoring of project plans across a wide range of areas as required by the DHR.
• To co-ordinate and quality assure appropriate agendas, documents and correspondence.
• To organise meetings on behalf of the DHR/DDHR with relevant internal and external stakeholders (e.g. senior hospital management, staff, HSE representatives, union representatives), which will include preparation of relevant documentation, progressing actions with key stakeholders, and administration duties as required.
• To co-ordinate and manage the itineraries/schedule/diary of the DHR and DDHR, as required.
• Screen, proactively manage and control correspondence, re-direct as applicable, and prioritise to ensure it is dealt with efficiently and effectively.
• Maintain a comprehensive system for dealing with all correspondence and issues requiring the attention of the DHR.
• Undertake the drafting of correspondence and documentation, progress and pursue actions, as agreed with the DHR.
• To act as Secretary to various committees and working groups associated with the HR Function.
• To generate and produce detailed minutes/action lists and circulate once approved in a timely manner to membership of such committees/working groups.
• To support the DHR in collating information and generating departmental reports, for e.g. performance reports, Executive Management reports etc.
• Collect and compile data and statistics to promote the most up to date approach to service delivery. Research and compile reports as required.
• To prepare presentations on behalf of the DHR/DDHR.
• To play a key role in supporting the implementation of the HR Strategy in consultation with, and under the direction of, the DHR and DDHR.
• To assist in the organisation of, and participate in, events (e.g. staff recognition awards, seminars etc.) both onsite and offsite, which may occasionally be outside normal working hours.
• To write and submit comprehensive and accurate reports in line with requirements of the DHR in a timely manner.
• To attend departmental meetings, corporate briefings, meetings with legal advisors and events sponsored by the HR Department, conferences and or other meetings, as required.

Information Management

• Develop and maintain appropriate management information systems to support the requirements and operational effectiveness of the Office of the Director of Human Resources and to facilitate decision-making through the provision of timely and relevant information and the production of reports as required.
• Maintain and update files and develop and maintain an appropriate manual and electronic filing system on an ongoing basis.
• Manage electronic filing and digital archiving systems for the Office of the Director of Human Resources.

Communications

• To facilitate effective communications with other members of the Senior Executive, the HR Team, Committees, Beaumont staff and their representatives, and other relevant stakeholders as required. An ability to deal professionally with people is essential.
• To effectively manage queries directed to the HR Department – assessing, recording and redirecting queries, ensuring that such enquiries are dealt with in a timely manner and responses recorded.
• To demonstrate a clear understanding of the role of the HR Directorate and to participate in the overall delivery of its function within the hospital.
• Work closely with colleagues in other departments to ensure a high quality customer focused service is provided at all times.

HR Team working

• To liaise with all staff in the HR Directorate where appropriate and contribute effectively to the excellent team environment established.
• Co-ordinate office equipment/setup/maintenance and review/update systems and methods on a regular basis. To contribute to a process of continuous process improvement within the HR Directorate, particularly in the area of technology.
• To participate fully in training activities for staff as appropriate. Provide informal support in areas of expertise.

Other Duties

• Actively promote and deliver high quality, flexible support to the DHR.
• Regularly audit the activities of the Office of the Director of Human Resources and initiate changes and improvements designed to strengthen controls and systems.
• To undertake all duties in a confidential, professional and courteous manner.
• To administer all leave arrangements for HR staff including annual leave, flexi leave, sick leave etc.
• To assume responsibility for one's own learning and development needs with evidence of commitment to ongoing professional development.
• Provide, where necessary, cross cover support in the interests of administrative continuity.
• To participate on interview boards as required.
• To perform such other duties, whether or not connected with or incidental to the functions of the HR Directorate, as the DHR may reasonably require.

The above requirements provide a broad outline of the duties and responsibilities attached to the position as currently envisaged, and will be reviewed and assessed on an ongoing basis. The post holder may be required to perform other duties as appropriate to the post which may be assigned from time to time, and to contribute to the development of the post while in office. These duties and responsibilities may change over time in the context of evolving objectives.

Person Specification

Qualifications

Essential: Have obtained a pass (Grade D) in at least five subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English, or Irish. Candidates should have obtained at least Grade C on higher level papers in three subjects in the examination. Or Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction. Or Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland (QQI).

Desirable: Hold a professional PA/ Secretarial/ Administration or Management related qualification or award.

Knowledge/ Experience

Essential: Recent, relevant experience working in an administrative or personal assistant capacity. Recent, relevant experience using MS Office, and ideally, HR information systems. Good knowledge of best practice in office management and administration.

Desirable: Project management experience. Demonstrated experience preparing reports and/or presentations. Experience communicating with Executive and Senior Level Management. Experience of working in a healthcare setting.

Skills/Qualities

Essential: Action orientated and performance achievement, Planning, organising and co-ordinating, Ability to work on own initiative, Managing resources, Integrity, trustworthy and professional role model, Excellent communication and interpersonal skills.

Embracing the Change Agenda, Influence people and events, Adaptable and flexible.

Informal enquiries to Mr John Pepper, Interim Director of Human Resources, Beaumont Hospital Tel: 01-809 2916 email: hrdirector@beaumont.ie A short listing exercise may be carried out on the basis of information supplied in your application.

The criteria for ranking and or short listing are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification.