HR Administrator

Job Title: Human Resource Administrator The Role We are seeking a detail-oriented and proactive Human Resource Administrator to join our HR team. The successful candidate will focus on HR administrative tasks and play a key role in assisting with the implementation of a new HR Information System (HRIS). This position requires excellent organizational skills, a strong understanding of HR processes, and the ability to work collaboratively with the HR Manager, and other team members. The Human Resources Administrator will be responsible for assisting in the coordination of the HR function of COPE Galway, broadly including Recruitment, Retention, Training & Development, Administration of employee records, and preparation of employee files for a HRIS. In addition, provide support to service managers to assist them in the recruitment process and interview process. Schedule and organise mandatory training across all services/departments.  Our Values, Our Work, Our PeopleCOPE Galway is a charity that has been providing social services in Galway since the 1970s. Our homeless services offer people who are homeless or at risk of homelessness a range of residential and non-residential supports. Our team works tirelessly to find individualised creative solutions. Ours is a learning organisation where we seek to innovate in line with evidence based best practise. We embrace strengths-based approaches, harm reduction, trauma informed care and rights-based service provision.Our Vision is a community where every person is valued, cared for, and supported at every stage of life. We work to achieve this by providing essential supports for people at challenging times in their lives, and by advocating for systemic change to remove the root causes of inequity and disadvantage that constrain the wellbeing and development of individuals, families and communities. Our Mission is to make a difference by empowering people, creating change and strengthening communities. We understand, respect and respond to the needs of our clients who are always at the forefront of our work. COPE Galway is committed to becoming a Trauma Informed Organisation through an implementation plan that includes training for all team members across all roles and departments. Trauma Informed Practice (TIP) aims to support us to recognise trauma and to react and respond to it in ways that minimise triggering and retraumatising people, so that we continue to provide the best possible services to those who need us most. TIP also encourages us to focus on our organisational culture and how we each interact with one another to create psychologically safe environments for clients, volunteers and staff. It encourages us to reflect on our own triggers and responses and considers personal and organisational responses to staff wellbeing to ensure that our people are supported to deliver the best services they possibly can to those who need them most.  Everything we do is guided by the COPE Galway Approach to help us achieve our vision of a community where every person is valued, cared for and supported at every stage of life.  This assets-based and person-centred approach recognises that each person has attributes and strengths that can make positive differences in their own lives. We achieve results for the people we work with because of our Approach. The COPE Galway Approach is built on:  Understanding - Deep listening, storytelling, learning, developing, openness, connections.  Respect - Valuing the whole person, empowering, trusting, believing in the potential of others, drawing on strengths and abilities.  Response - Quality, professionalism, making an impact, challenging ourselves, continuous improvement.  Strong human relationships form the basis for the COPE Galway Approach. These relationships are established on how we understand and respect those we work with and how we respond so that we positively impact people’s lives.   Our Team is supported by regular support and supervision and access to our Employee Assistance Programme. Our people receive a wide variety of on-the-job training, with core training including Trauma Informed Care, First Aid, MAPA (Management of Actual and Potential Aggression), Overdose Response and Naloxone Administration and additional trainings including Values Workshops, Diversity Workshops and Harm Reduction Workshops.  Duties and ResponsibilitiesHR AdministrationMaintain and update employee records, ensuring accuracy and confidentiality.Assist in the recruitment process, including posting job ads, scheduling interviews, and conducting reference checks.Prepare and process HR documents, such as employment contracts, onboarding materials, and termination paperwork.Manage employee administration, including CORU, Career break, changes, and enquiries.Handle employee enquiries regarding HR policies, procedures, and programs.Recruitment and Selection To coordinate the recruitment for services in cooperation withservice managers and in accordance with all relevantlegislation and the organisation’s policy and procedures. Participate in interviews as required. Coordinate all pre-employment and post-employment for all candidates. On Boarding and Induction To coordinate the overall administration of new employee’s on-boarding and induction, working alongside the relevant service mangers. Organise regular cross service inductions to ensure that all employees have an opportunity to visit all COPE Galway services and receive relevant information regarding the organisation. Ensure that individual service inductions are carried out with new employees.  Training and DevelopmentTo coordinate the Training and Development for services from needs assessment through to evaluation, and incorporating all stages in between, to ensure that training is carried out appropriately and efficiently and in accordance with the mission, values and priorities of the current strategic plan and competency framework. To establish an annual and multi-annual training plan, gap analysis and training budget at the beginning of each year for relevant services. To identify and engage the services of appropriately qualified and experienced trainers as required. Monitor and ensure mandatory trainings take place.   Performance Management Monitor adherence to policies and procedures which enhance the performance of all employees of COPE Galway; including probation, supervision, appraisal etc. and to work closely with Managers in the management of team member’s performance and taking appropriate actions in a timely manner.To participate in the operation of the Grievance and Disciplinary procedures in conjunction with the HR Manager and Service Managers as required.  Employee Relations and Compliance:  Assist with the implementation and monitoring of company HR policies and procedures. Support HR Manager in conducting investigation meetings and/or disciplinary & grievance meetings as necessary. Compile reports following such meetings and ensure all paperwork is retained and filed in line with our policies. Ensure that compliance with GDPR is always maintained. HRIS ImplementationNeeds Assessment: Collaborate with the HR Manager to conduct a thorough needs assessment to identify the specific requirements and objectives for the HRIS.Data Migration: Oversee the accurate migration of existing HR data into the new system, ensuring data integrity and consistency.System Configuration: Assist in configuring the HRIS to align with the organization’s HR processes and policies.User Training: Develop training materials and conduct training sessions for HR staff and other users to ensure effective utilization of the HRIS.Testing and Troubleshooting: Conduct thorough testing of the HRIS to identify and resolve any issues before full deployment.Go-Live Support: Provide support during the go-live phase, addressing any immediate concerns or technical issues.Ongoing Maintenance: Monitor the HRIS post-implementation, providing ongoing support and troubleshooting as needed.Reporting and Analytics: Generate and analyse HR reports from the HRIS to support decision-making and compliance requirements.General Support:Support the HR Manager in various HR projects and initiatives.Ensure compliance with employment law and company policies.Support the HR Manager in updating HR Policies and developing SOP’s for the end to end employee lifecycle tasks.Participate in HR team meetings and contribute to continuous improvement efforts.Essential CriteriaLevel 7 or 8 degree or higher qualification in Human Resource Management CIPD membership. Proven experience in HR administration.Strong organizational and time-management skills.Excellent communication and interpersonal skills.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).Ability to handle sensitive information with confidentiality and discretion.Desired CriteriaExperience with specific HRIS software (e.g., People HR, CoreHR, TMS).Familiarity with HRIS systems and implementation processes is a distinct advantageKey Terms and conditions of EmploymentContract:                                  2-year Fixed term contract Contracted Hours:                 37 Hours per week Scheduled Hours:                 9.30 a.m. to 6.00 p.m. Monday to Thursday; 9.30 a.m. to 5.30 p.m. Friday onsiteAnnual leave:                           24 days annual leave Salary Scale:                            COPE Galway Clerical Officer grade, point 1 (on a 15 point scale)  €27162