▷ [Apply Now] Time and Attendance Officer (Medical Human Resources)

Role Title:Grade IV, Time and Attendance Officer, Medical HR Purpose of the Role:The post holder will be assigned to Medical HR and participate in and take responsibility of all time and attendance/ Payroll aspects of the Medical HR function. Department/Directorate:Medical Workforce Unit, HR Directorate Key Reports:Medical Workforce Business Team Manager and Medical Workforce Team lead. Key Direct Reports:N/A Grade:Grade IV Officer Salary Scale:€33,756.00 €49,702.00 (Inc. LSI X2) Job Reference Number: 001010 Enquiries To:Ms Amy Knowles, Medical Workforce Business Team Manager (see website for details) Closing Date:02.02.2025 Key Duties and Responsibilities Time and Attendance/Payroll Undertake calculations on conditions of employment including incremental credit progression, allowances and overtime rates Compile and distribute specialty rosters ensuring medical cover at all times Process reimbursable expenses to medical staffing in accordance with contractual provisions The processing of continuous education reimbursements through the HSE database DIME for both NCHDs and Consultants. Liaise with recruitment agencies to fill potential gaps on weekly on call rotas with locum NCHDs. Manage the departmental inbox specific to pay related queries. Responsible for payroll and rota related queries. Process all finance related claims, relocation, mileage, phone. Process all annual leave compensation Calculating and processing of unrostered and on call overtime for over 400 NCHDs to meet fortnightly deadlines. Up keep of the St James online portal for on call and unrostered hours submissions. Housekeeping of all on line forms relating to time and attendance Calculation of Compensatory rest days in line with the NCHD IMO agreement. Calculation of Notional overtime EWTD compliance Processing of Consultant overtime. Raising and checking Requisitions from external sources. Responsible for constructing and managing 5 NCHD on call rotas, managing leave requests and night duty cover, sourcing cover both internally and externally for any vacant shifts. Responsible for the upkeep of 21 NCHD on call rotas, highlighting potential issues, updating swaps and posting any changes to T4. Administration Ensure that HR records are maintained relating to pay scales. Contribute in a pro-active capacity to ensure that all processes & documentation are updated regularly to meet changing business needs Develop and maintain the Medical Workforce Unit Intranet site to ensure information is up to date and appropriate to the information needs of medical staffing and relevant hospital staff Monitor internal phone and email distribution lists to ensure that MWU has the most update contact details for Medical Staff SAP Maintain personnel administration records on the SAP HR system Ensure SAP is operated efficiently and that users are aware of best practice regarding the system Provide and/or assist in the compilation of ad hoc reports for submission to the Medical Workforce Manager/Human Resources Director and/or external agencies Undertake and monitor housekeeping reports Ensure record keeping & personnel files are updated efficiently, accurately & in a timely manner General Liaise with external agencies including the Health Services Executive, government agencies, Trinity College Dublin, the Training Colleges and Irish Medical Council on issues related to medical staffing Liaise with the Payroll Office, HR Business Partner teams and the Workforce Planning Unit as required Ensure the MWU Office Supervisor or, in their absence, senior staff members, are informed of issues in a pro-active, efficient & timely manner Provide training and support to colleagues and HR Directorate teams as required Maintain a current knowledge of all relevant Departmental and HSE circulars and directives Participate in HR related projects as required Maintain security of access to information in all formats and protect confidentiality of staff Deputise for staff as required during absence or leave Scanning and filing personnel files Telecoms The above Role Profile is not intended to be a comprehensive list of all duties involved and consequently the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office. This Role Profile will be subject to review in the light of changing circumstances. Academic/Professional Qualifications and/or relevant Experience Required: Have obtained at least Grade D (or a pass) in five subjects including Mathematics and English or Irish (or four subjects if Irish is included) from the approved list of subjects in the Department of Education Leaving Certificate Examination. And Have obtained at least Grade C (or honours) in higher level (or honours) papers in three subjects in that examination (or two subjects if Irish or Mathematics or both Irish and Mathematics are included); Or Have obtained a comparable standard in any equivalent examination. Or Hold a third level qualification of at least degree standard (QQI Level 7). Or Have satisfactory clerical experience in an environment relevant to the role. And Possess sufficient administrative capacity to discharge the functions of the grade Desirable: Have completed or leading to completion in a course of study related to Human Resources Management or payroll technician. Previous experience working in scheduling environment (rostering and or time and attendance) Proficiency in the English language A level of proficiency in the English language, written and spoken, is a requirement of all roles within St. Jamess Hospital. You will be required to self assess your proficiency level in the Standard Application Form. In addition, your proficiency in spoken English will be assessed during the interview process appropriate to the role available. Particulars of Office The appointment to this post will be Full-Time, Permanent and Pensionable. Annual Leave allowance is 28 days per annum. The person appointed must not give less than one months notice, in writing, of intention to resign. Normal working hours will be 35 hours per week. You will be required to work the agreed roster / on call arrangements advised to you by your line manager. Your contracted hours of work are liable to change between the hours of 8.00am - 8pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement. General Conditions The Hospital Board will not be responsible for the loss or theft of personal belongings. Fire orders must be observed and staff must complete fire training bi-annually. All accidents within the department must be reported immediately. In accordance with the Safety, Health and Welfare at Work Act 2005, all staff must comply with all safety regulations. In line with the Tobacco Regulations Act 1990 Smoking within the hospital buildings is Not Permitted. 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, or other health services business. Such records and information are strictly confidential and unless acting on the instructions of an authorised officer, on no account must information concerning staff, patients or other health service business 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. Health: A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. Infection Control & Hygiene It is the responsibility of all staff across the hospital to ensure that infection control and hygiene standards are adhered to and maintained at all times. Skills: Payroll rostering Compliance Human Resources Administration System Administration Benefits: Flexitime Paid Holidays Pension Fund