This position within the Recruitment and Workforce Planning Department occupies a pivotal role within the HR Management structure. The Grade V Recruitment Team Manager supports the Grade VI Recruitment & Workforce Planning Manager to oversee all activities related to the planning, resourcing and recruitment of staff into the Louth Hospitals.  This includes the management of the relevant teams within the overall resourcing & recruitment for Louth Hospitals.

The HSE has created six new health regions. Each region is responsible for providing both hospital and community care for the people in that area. Bringing community health services and hospitals together means we can take a more patient-centred approach to healthcare.

HSE Dublin North East provides health and social care to North Dublin, Louth, Meath, Monaghan and most areas of Cavan.

Community Healthcare Services are delivered through the HSE and its funded agencies to people in local communities, as close as possible to people’s homes.  Community Healthcare Services focus on keeping you well so that you can continue to live at home or close to home through our health promotion, disease screening, diagnosis, treatment, and rehabilitation programs. You can refer yourself to most Community Healthcare Services or through your GP, public health nurse, community mental health team, etc. Services include - Primary Care, Social Care - Older Persons, Social Care – Disabilities, Mental Health, Health and Wellbeing, Quality, Safety and Service Improvement.

HSE Dublin North East Region includes the following hospitals;

• Beaumont Hospital
• Cavan General Hospital
• Connolly Hospital
• Louth County Hospital
• National Orthopaedic Hospital Cappagh
• Monaghan General Hospital
• Mater Misericordiae University Hospital
• Our Ladys Hospital Navan
• Our Lady of Lourdes Hospital
• Rotunda Hospital

The HR Department is based in Our Lady of Lourdes Hospital.

It provides a comprehensive range of HR services to both Our Lady of Lourdes Hospital, Drogheda, Louth County Hospital, Dundalk & The Cottage Hospital, Drogheda

The position encompasses both managerial and administrative responsibilities within Recruitment and HR Operations, including the following:

Recruitment & HR Operations / Campaign Management

• Manage end-to-end recruitment for temporary and permanent posts in conjunction with hiring managers, local processes, and Public Service Appointment Guidelines
• Meet with Discipline / Hiring managers on a weekly basis to provide Recruitment Updates and forward plan recruitment needs
• Deputise for the Grade VI Recruitment Manager when needed
• Escalate issued to Grade VI Recruitment Manager
• Engage in Workforce Planning with all disciplines
• Have knowledge of Pay & Numbers Strategy and ensure adherence to same
• Work closely with the Regional Recruitment Team and action items on their behalf as requested
• Manage recruitment campaigns ensuring compliance with recruitment licence requirements and quality assurance of recruitment processes and documentation
• Manage the Recruitment Team, ensuring work is completed efficiently, in line with policy, and within required deadlines
• Supervise members of the Recruitment Team and provide training, support, and guidance within area of responsibility
• Ensure recruitment deadlines are consistently met and service levels are maintained
• Ensure Newly Funded Posts (NSD’s) are recruited into in a timely manner and Sharepoint is updated accurately.
• Manage communications and processes relating to recruitment campaigns, contracting, expressions of interest, offers, and onboarding documentation
• Manage the applicant tracking system and ensure recruitment data is accurate and up to date
• Manage and produce recruitment and HR reports as required
• Address issues relating to appointments, campaigns, and recruitment processes as they arise
• Act as a point of contact for managers within the recruitment function, providing advice and support on campaign and contract management
• Partner with and support hiring managers to ensure recruitment needs are met while promoting best practice and high standards of customer service
• Deliver a professional, consistent, and high-quality recruitment service across all HR operational processes
• Ensure all recruitment documentation is maintained to an excellent standard and complies with organisational requirements
• Organise and facilitate eligibility sifting, interviews, and selection processes ensuring hiring managers have all required documentation while maintaining process integrity
• Oversee all candidate paperwork and pre-employment clearances, ensuring compliance with GDPR and relevant regulatory requirements
• Ensure successful candidates complete all pre-employment screening including Occupational Health clearance, Garda Vetting, references, and visa/work permit checks where applicable
• Coordinate Garda Vetting processes and conduct associated risk assessments
• Apply incremental credit in line with agreed policies and circulars
• Ensure contracts of employment are issued, returned, and securely stored, including scanning to electronic HR systems
• Maintain electronic personnel files and oversee processing of HR documentation
• Ensure secure retention and storage of all recruitment and personnel records in line with GDPR and organisational policies
• Maintain strong working relationships with internal and external stakeholders
• Provide recruitment updates at HR team meetings and escalate issues to HR management as appropriate
• Keep up to date with employment legislation, HR policies, and procedural changes
• Support HR projects and change management initiatives within the HR department and wider organisation (CHO)
• Promote excellent customer service, ensuring all communications are timely, respectful, and service-user focused
• Support Talent Acquisition Manager, HR Business Manager, Regional Recruitment Team, and Head of HR as required

Leadership, Supervision & Team Management

• Supervise, manage, and support Recruitment Team staff ensuring efficient delivery of work
• Train, support, and advise staff within area of responsibility
• Ensure fair workload distribution across the team
• Manage performance, including addressing underperformance in a timely and constructive manner
• Conduct staff meetings and ensure effective communication within the team
• Promote a positive working environment and effective team relationships
• Identify training and development needs and support continuous professional development
• Engage in performance achievement processes with staff and management

Stakeholder Engagement & Communication

• Act as a key point of contact for managers regarding recruitment campaigns and contracts
• Partner with hiring managers to ensure recruitment needs are met and best practice is followed
• Provide advice and support to managers on recruitment processes and contract management
• Maintain strong working relationships with internal and external stakeholders
• Provide recruitment updates at HR meetings and escalate issues where appropriate
• Ensure all communications are timely, respectful, and customer-focused
• Deal with candidate queries and complaints, resolving or escalating as necessary

Human Resources / Supervision of Staff

• Manage staff performance, including addressing underperformance in a timely and constructive manner
• Ensure an even and fair distribution of workload across the team, taking into account absences such as annual leave and other leave arrangements
• Supervise staff and ensure the wellbeing of all team members within area of responsibility
• Create and promote a positive working environment that supports effective working relationships and staff engagement
• Promote cooperation and collaborative working across teams and disciplines
• Conduct regular staff meetings to ensure clear communication, share information, and gather staff feedback
• Ensure decisions and problem-solving are in line with local and national agreements and organisational policies
• Identify and agree training and development needs of staff and contribute to the design of development plans to meet those needs
• Pursue and promote continuous professional development to enhance management capability and professional knowledge
• Engage in the HSE Performance Achievement process in conjunction with Line Manager and staff, as appropriate

Compliance, Governance & Legislation

• Ensure compliance with GDPR, FOI Acts, employment legislation, Financial Regulations, and Health & Safety legislation.
• Ensure adherence to CPSA guidelines.
• Maintain a working knowledge of relevant HSE policies, procedures, guidelines, and practices to perform the role effectively and to ensure standards are met by own team
• Maintain up-to-date knowledge of relevant regulations and legislation including Financial Regulations, Health & Safety legislation, Employment legislation, FOI Acts, and GDPR
• Maintain working knowledge of Health Information and Quality Authority (HIQA) standards and other relevant healthcare standards, including Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, and Hygiene Standards, and comply with associated HSE protocols for implementation and maintenance
• Contribute to the development of policies and procedures and ensure consistent adherence to organisational standards, procedures, and current guidelines within area of responsibility
• Ensure identification, assessment, management, and monitoring of risk within area of responsibility
• Support, promote, and actively participate in sustainable energy, water, and waste initiatives to contribute to a more sustainable, low-carbon, and efficient health service

Service Delivery & Service Improvement

• Ensure accurate attention to detail in own work and in the work of the team
• Maintain a good understanding of internal and external factors that can affect service delivery, including awareness of local and national issues impacting the area
• Actively participate in innovation and support change and improvement initiatives within the service
• Embrace change and adapt local work practices accordingly, ensuring policies are translated into practical actions and clearly understood by the team
• Ensure the team is supported and guided in implementing and actioning changes effectively
• Monitor the efficiency of services provided by the team, identify inefficiencies, and implement improvements to administrative processes where required
• Encourage, support, and guide staff through change processes to ensure smooth implementation and engagement
• Support continuous improvement in service delivery and promote a culture of adaptability and innovation within the team

Customer Service & Quality

• Promote a customer-focused environment where service users are treated with dignity and respect
• Ensure high standards of customer service across recruitment processes
• Gather and act on feedback from service users and stakeholders in agreement with management

The above Job Specification 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 them from time to time and to contribute to the development of the post while in office.

Grade_V_Recruitment_Staff_Officer_Job_Spec

Additional Campaign Information 300326

This campaign is confined to staff who are currently employed by the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004 as per Workplace Relations Commission agreement -161867"

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.

Character

Each candidate for and any person holding the office must be of good character

Post Specific:

• Excellent administrative and organisational skills
• Experience working in a fast-paced Recruitment environment
• Demonstrate experience in IT Skills including SAP HR System, MS Office skills to include, Word, Excel Access, etc.
• Demonstrate experience of managing a Team.
• Demonstrate knowledge of Employment Legislation pertaining to Recruitment.

• Professional Knowledge
• Planning and Organising
• Team Working
• Communication & Influencing Skills