Talent & Administration Specialist

Role Objective

This role supports the effective delivery of HR Operations services, with responsibility across talent acquisition, HR administration, onboarding, employee changes, offboarding, reporting and systems support. It helps ensure accurate, policy-aligned HR processes while supporting managers, employees and continuous improvement across the HR service.

Terms & Conditions

Reports to: HR Operations Manager

Contract: Specific Purpose (12 Months Minimum)

Location: Newtownmountkennedy

Responsibilities

HR Operations & Transactional Services

• Support the day to activities within the HR Operations Unit enhancing the quality of service provided. .
• Support the updating of our internal resources and intranet to assist the HR Department, people managers & staff.
• Support and advise managers and employees on general queries, HR policies and procedures, aspects of employment law company terms and conditions and best
practice, obtaining external advice where necessary.
• Communicate effectively with customers and support the wider HR communications
methods and channels.
• Coordinate all absence management processes, including calculations, reporting,
medical referrals, assessments, and associated administration.
• Support the administering and communication of personnel changes (including
compensation and benefits data) to the Payroll Department, ensuring timely and
accurate updates and notifications to employees.
• Support and lead on the management of cyclical annual processes within the HR Team.
• Support the updating HR policies and procedures.
• Deliver customer service levels aligned to business needs.
• Hold overall responsibility for the status of change management process ensuring
timely management of same with a high degree of accuracy and attention to detail.
• Ensure all HR processes are clearly documented and updated, striving to develop
improved ways of working within the HR function.
• Actively participate and contribute on HR Team projects including embedding and
upgrading of systems, HR process improvement, data cleanups.
• Oversee the management of payment accruals process on a monthly basis for HR Team Po’s/Contracts for Service.

Employee Experience, Engagement & Wellbeing Initiatives

• Coordinate and manage the onboarding process for new hires and deliver a quality
and supportive new joiner experience.
• Own and manage the Starters, Movers, Leavers processes to ensure timely management of system access, provisions and return of equipment as appropriate.
• Partner with Business Colleagues (including ICT, Fleet, Health & Safety & Learning &
Development) to continuously monitor, review and improve our joiner and leaver processes.
• Own and manage the provision and deactivation of Office access cards in line with
starters/leavers processes.
• Support the management and provision of stock levels for New Hire Starter Packs.
• Co-ordinate and host our new hires, from pre-commencement, HR Orientation and our formal quarterly Group Induction programme.
• Coordinate and deliver employee engagement and wellbeing initiatives on behalf of the HR Team. Act as a representative of the HR Team on our Diversity, Equity and Inclusion Committee.

HR Data Integrity & Systems

• Support the embedding and training of HR IT Systems and support improved utilisation within the business.
• Manage reporting requirements and correspondence for our performance management software.
• Responsible for improved data integrity and records management across all HR systems.
• Support in the management and upkeep of personnel files and other HR related files
and processes.

Talent / Recruitment

• Support HR and Business Managers to deliver staffing requirements to the business
and ensure talent pipeline is leveraged through networks, professional recruitment
providers, promotional activity etc.
• Manage the recruitment lifecycle. Lead and coordinate the recruitment and selection
processes reflecting best practice and compliance with legislation and our diversity and
inclusion strategy.
• Provide administrative support for the Graduate Programme, including organising
Assessment Centres and conducting early screening assessments.
• Build our presence as an employer of choice across careers events and social media
and continue to promote Forestry as a successful and fulfilling career among second level education.
• Develop and build key relationships with external recruitment providers.
• Prepare and issue contracts of employment and change of status documentation.
• Support the administration and compliance of immigration supports on behalf of Coillte.

Behavioural Competencies

• Organisational Skills: Exceptional organisation skills, good use of systems and
structured processes to manage work and stay organised.
• Accountability & Owership: Personal credibility with an ability to own decisions whilst
maintaining discretion and confidentiality.
• Collaboration Skills: Works well with others, contributes to team goals, and values
different viewpoints. Excellent interpersonal, influencing and advocacy skills to build
effective relationships with staff, managers and external parties.
• Adaptability: Handles change well and helps others adapt. Proven ability and track
record in working in a fast paced and dynamic work environment.
• Results Orientation: Drives team results and tracks performance.
• Problem Solving: Anticipates problems arising and seeks to understand the route
causes, creates solutions and improve processes.
• Time Management & Prioritisation: Ability to manage multiple priorities effectively
and supports team goals.
• Communication skills: Excellent verbal and written skills. Communicates confidently
across the business, adapts messages for different audiences, and encourages open
conversations.

Desired Technical Competencies

• Education: Third-level qualification in Human Resource Management (ideally NFQ
Level 7).
• Experience: Minimum 3 years’ experience working in a similar HR/ Talent Aquisition role in a commercial operation.
• Professional Membership: CIPD membership at Associate level is desirable for this
role.
• Time Management: Strong planning and numerical skills with experience of working
to tight deadlines
• HR Expertise: Three years’ experience HR shared services environment with
demonstrated accuracy and attention to detail
• IT Skills: Demonstrate advanced IT skills particularly Microsoft Suite & keeps abreast
of ongoing IT developments.
• HR Systems: Experience working with HR Management Systems including Applicant
Tracking Systems
• HR best practice: Strong understanding demonstrated
• Verbal and Written Skills: Strong report writing and numeracy skills

Our Company Values

• Committed
• Resourceful
• Collaborative
• Knowledge-Led