Position Title: HR Officer (Payroll)

The Employer:

Crosscare is the social care agency of the Dublin Diocese and is a registered charity.

Crosscare delivers services with a servant leadership ethos. Crosscare’s Homeless, Youth, Information and Advocacy Teams support those most in need with Love, Respect and Excellence.

Location: Dublin City Centre - Hybrid

Work Schedule: Monday – Friday 09.00 – 17.00

Contract: Permanent

Salary: Band C: €28,290 - €40,928 Incremental credit may apply based on experience

Reporting to: HR Senior Manager

The Role: 

This role exists to assist and provide support to the Human Resources & Payroll Departments in a busy NGO.

Main Responsibilities:

HR Information System (HRIS) -HR Locker (HRL)

• Maintain and update employee information on HRL
• Run reports on HRL to facilitate payroll processing
• Undertake spot checks to ensure all employee information, job changes and salary data is kept up to date and recorded as required.

Payroll

• Update and maintain the HR changes spreadsheet for all employee changes as received during the month.
• File the relevant forms on the HR shared folder
• Validate all employee changes in a timely manner
• Process the changes on HRL and pass to payroll for processing in line with internal deadlines. (Examples of changes include: New Starters, Leavers, Change of Bank Details, Changes to contracts, Maternity leave, Parental leave, Paternal Leave, Illness , Income Continuance etc. )
• Reconcile the number of changes processed and agree totals with the payroll team.
• Liaising with Managers regarding any queries.
• Undertake monthly pension enrolments onto HRIS, and do relevant notifications. Produce and issue pension providers report. Preparation of files in respect of pension, death and disability, producing reports in this regard. Preparation and issue of annual pension report in respect of pension renewals.
• Dealing with any queries which may arise relating to pension from external or internal sources, liaising with Finance as necessary.
• Providing cover in the absence of the HR Administrator regarding processing of HR administration elements for the weekly and monthly payrolls, coordinating and processing all employee status change forms ensuring a high standard of accuracy.
• Provide advice and guidance to HR Administrator in the resolution of payroll issues.
• Liaising with the Payroll team and resolving any issues which may arise regarding the payroll, also informing the HR Business Partner.
• Processing yearly increments for all eligible staff. Confirm Backpay calculations to Payroll where relevant.
• Undertaking and completing individual salary reviews as requested.

Absence / Leave Management

• Processing applications in respect of changes in working hours, leave and entering any changes onto the HRIS.
• Entering leave onto the HRIS, monitoring sick and other leave to ensure employees do not exceed the leave parameters.
• Advising the HR Business Partner regarding situations of long term absence and excesses of leave.
• Preparation and issue of reports as may be required from the HRIS in particular relating to absence, turnover and other HR data on a monthly basis.
• Arranging medicals for existing employees and liaising with HR Business Partner regarding this.
• Forwarding probation review forms to relevant managers on a monthly basis. Following up to ensure they are completed by the required date and filed on the employees’ file. Where problems are highlighted on the forms bring these to the attention of the HR Business Partner.

Support Responsibilities:

Recruitment, Selection and Employee Relations

Providing support to the team, when required, on all areas of recruitment & selection including:

• prepare adverts for advertisement on the Crosscare website and other relevant recruitment website.
  Checking employment qualifications, references and Garda checks.
• Calculating salaries, producing contracts of employment ensuring each contract is thoroughly checked for accuracy prior to distribution.
• Monitoring the return of signed contracts, bringing to the attention of the HR Business Partner any situations where contracts have not been returned on time.
• Ensuring work permits are tracked and renewed as required.
• Ensuring all relevant notification forms are completed and issued to the relevant people.
• Preparation and issuing monthly reports on temporary contract renewals or other relevant HR information to the managers.
• Liaising with managers to ensure data is received back in a timely manner and that revised contracts are issued to employees prior to expiry of their contracts. Bringing to the attention of the HR Business Partner any difficulties in this area.
• Dealing with queries from the relevant service areas in respect of recruitment i.e. salaries, hours etc. in an efficient, approachable and friendly manner.
• Supporting the HR Business Partner in respect of day to day employee relations issues.

General HR / Administration

• Undertaking exit interviews as may be required.
• Assisting as necessary with the induction of new employees into the HR Team.
• Undertaking an analysis of LSA and ensuring information is available and where not ensure it is explained and obtained.
• Ensure information is removed after the stated period in respect of GDPR.
• Preparation of monthly and yearly council statistics.
• Being a key HR contact for Crosscare employees, responding to a range of HR queries in a timely manner.
• Working alongside the support services teams in particular administration, finance and payroll.
• Assisting in taking minutes meetings as may be required.
• Assisting as necessary with the induction of new employees into the HR team.
• Undertaking spot checks on personal files ensuring documentation is filed in sequential order and the correct format
• Assisting with HR projects as directed by HR Business Partner or Senior HR Manager.
• Actively engaging in Supervision.
• Keeping up to date in relation to employee entitlements and employment legislation.
• Ensure the highest standards of confidentiality are maintained at all times.
• Ensure good working relationships are maintained with colleagues.
• Maintain a high standard of work performance, attendance, appearance and punctuality.
• Being aware of emergency procedures and ensure the health and safety policy is strictly adhered to.
• Any other duties as may be required from time to time.
• To work in keeping with the policies and procedures of Crosscare.
• Be an advocate for HR best practice within the organization

The above job description is not intended to be a comprehensive list of duties and responsibilities 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. This job description may change in line with the changing needs and objectives of Crosscare.

Essential Requirements:

• +3 years HR officer/administration experience.
• HR/related qualification (Certificate /Diploma in HRM).
• +3 years of experience of working on payroll processing
• Excellent IT /Office Skills essential
• Excellent writing skills (draft letters, minutes, reports, job advertisements etc.)
• Attention to Detail essential.
• Ability to work under own initiative and as part of a team.
• Ability to handle confidential and sensitive information with integrity and professionalism.
• Strong interpersonal and communications skills.
• Ability to build effective relationships at all levels.
• High levels of personal motivation & initiative.
• Exceptional organisational skills with ability to manage multiple projects

Benefits:

• Competitive salaries
• Generous annual leave
• Additional leave for long service
• Training and Development Programmes
• Employee Assistance Programme
• Digital Doctor Service
• Competitive pension plan
• Bike to Work Scheme

In Crosscare, we approach our work with an attitude of service, showing love, care and kindness in all interactions with others. We treat people with a level of respect they will remember long after our service and support have been received. We strive for excellence in everything we do. Our clients, young people and service users deserve it.

Application Process:

Please submit your CV and Cover Letter clearly stating which role you are applying for.

Closing date for applications is 12pm 25th April 2024

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Crosscare is an equal opportunities employer