Clerical Officer - Human Resources

at  Adoption Authority of Ireland

working in a professional team and in multi-disciplinary settings to progress the organisation’s aims;

• managing training applications, updating relevant spreadsheets, booking training, following up with feedback sheets after training and managing the training budget;
• managing probation reports and escalating where necessary, including documenting returned forms on relevant spreadsheets etc.;
• setting up new starters on shared drive, Docuware and Softworks;
• managing sick leave and ensuring all forms are saved on Docuware and shared drive;
• managing intranet including uploading relevant policies, circulars etc.;
• note taking where required, including at weekly HR team meetings;
• managing different leave types including parental leave, force majeure etc. and ensuring all forms are documented and saved;
• managing Softworks queries including outstanding leave requests for managers and notifying them of same;
• acting as HR representative at relevant internal committees and groups, including wellbeing and environmental teams;
• running relevant reports in relation to PPP status to include outstanding documentation and form, compiling relevant reports with training requests from PPPs;
• keeping up to date with relevant changes in the sector, including circulars, policies etc

THE ROLE: CLERICAL OFFICER IN THE HUMAN RESOURCES UNIT

A Clerical Officer (CO) reports to and supports the manager of the unit they are assigned to in achieving the overall objectives of the AAI and its stated objectives in the Annual Business Plan and Strategic Plan 2022-2024.
The CO’s primary role is to contribute to the delivery of an efficient and effective service to the public and to provide an efficient and effective service to colleagues in the AAI. A CO critically analyses and uses good judgment and decision making on a daily basis. The CO is an important part of the team.

DUTIES AND RESPONSIBILITIES

The Clerical Officer in the Human Resources Unit is expected to be responsible for and to take ownership of tasks and bring them to a satisfactory conclusion through the effective organization and allocation of work. This administrative role is varied and requires the role-holder to be flexible, capable of working to tight deadlines while also being committed to delivering quality results.
General duties may include but are not limited to the following:

working in a professional team and in multi-disciplinary settings to progress the organisation’s aims;

• managing training applications, updating relevant spreadsheets, booking training, following up with feedback sheets after training and managing the training budget;
• managing probation reports and escalating where necessary, including documenting returned forms on relevant spreadsheets etc.;
• setting up new starters on shared drive, Docuware and Softworks;
• managing sick leave and ensuring all forms are saved on Docuware and shared drive;
• managing intranet including uploading relevant policies, circulars etc.;
• note taking where required, including at weekly HR team meetings;
• managing different leave types including parental leave, force majeure etc. and ensuring all forms are documented and saved;
• managing Softworks queries including outstanding leave requests for managers and notifying them of same;
• acting as HR representative at relevant internal committees and groups, including wellbeing and environmental teams;
• running relevant reports in relation to PPP status to include outstanding documentation and form, compiling relevant reports with training requests from PPPs;

• keeping up to date with relevant changes in the sector, including circulars, policies etc.

  working closely with other members of the team and supporting them;
  taking ownership of assigned tasks and prioritising competing tasks in order to ensure that they are completed on time and to a high standard;
  providing high quality customer service to both internal and external customers and consistently setting a good example to others in the team in relation to same;
  keeping up to date with the AAI’s policies and procedures;
  developing and maintaining the technical skills and knowledge required to perform the role;
  presenting material - oral and written - in a clear, concise, comprehensive and convincing manner