Executive Assistants x 2

Employment Type : Permanent
Salary : 21831
Location : Dublin
Reference : MD30726
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Job Title:                   Executive Assistants x 2    
Department:            Human Resources
Division:                   Human Resources, Finance and Policy
Reporting To:           HR Operations Manager  
Grade / Level:          Level B
Location:                   East Point, Dublin
Salary:                        €21,831

Role Purpose:

Working as part of Enterprise Ireland’s (EI) Human Resources Operations Team and with the wider HR Team, the two Executive Assistants appointed to these roles will provide quality, client-focussed, efficient and effective HR administration and operational support services to EI’s HR team, management and employees across a range of key HR activities, projects and programmes.

Key Deliverables:

  • Provide support for recruitment administration services to include the following
  • Post job opportunities on relevant internal and external advertising platforms
  • Receive, record and acknowledge all applications for job opportunities, ensuring all applications received are filed, stored and retained in line with relevant HR and GDPR guidelines.  
  • Engage and work with EI’s HR Specialists and relevant hiring managers to determine/confirm eligibility for roles and to organise and schedule each stage of the recruitment processes for assigned recruitment competitions. his will include organising and scheduling diaries for shortlisting, screening and interview processes as appropriate.
  • Engage and communicate with applicants and candidates as appropriate throughout each stage of the recruitment process, ensuring that they are kept informed throughout and that any queries raised are followed up and addressed.  
  • Produce and maintain a recruitment spreadsheet and senior management report for review and presentation at weekly HR meetings.  
  • Provide administration support to, and participate in as requested, individual recruitment and group recruitment programmes e.g. graduate, work experience placement and inclusive recruitment.
  • Provide back-up support as requested for EI’s onboarding services activities e.g. engagement with new joiners, meet and greet services as appropriate, organisation of access and office equipment. 
  • Handle and follow up on all queries received into HR’s dedicated email-box ensuring incoming queries are responded to in a timely manner and that relevant information provided is accurate and up to date. 
  • Monitor and maintain the upkeep of HR’s filing and tracking systems.  This will include working with HR colleagues to undertake a review of HR’s high density filing room physical files, tracking systems and databases developed during Covid-19, ensuring proper recording, filing and retention of all personnel documentation received by the HR Team, in accordance with established policies and procedural guidelines.
  • Input and maintain accurate personnel data and information as required on EI HR’s information system, currently Core-HR, and participate in HR system reviews/upgrades as may be required. 
  • Raise requisitions on EI’s internal Oracle system in line with purchasing policies and procedures.   
  • Provide research, administration and back-up support services to HR team colleagues across a range of assigned HR functions e.g. Pay and Benefits; Overseas Relocations; Time and Attendance; Employee Relations and support ongoing HR policy development and implementation. 
  • Work with the HR team to support the development and delivery of HR’s employee engagement and communications channels i.e. currently HRConnect email-box; HR Sharepoint; EI Careers page on Corporate Site; Linked-In Life page and provide accurate data and information to Organisation Development (OD) colleagues for development of EI’s internal staff magazine, EI-Connect.  
  • Collaborate with HR team colleagues to support the development, promotion and delivery of key assigned HR projects, programmes and initiatives as requested e.g. Employee Assistance Programme, Covid-19 supports and Return to Office, Future of Work, Occupational Health, Disability, Diversity and Inclusion and other employee support services.  
  • Develop and maintain relationships and networks with colleagues and relevant external stakeholders to ensure the delivery of a professional and client-focused HR service. 
  • Communicate professionally, tactfully and with the utmost discretion with all stakeholders while maintaining a high level of confidentiality at all times.

Functional Competencies (Key Skills & Knowledge):

  • Excellent clerical/secretarial, administration, organisational skills is essential. 
  • Demonstrated skills and experience of handling multiple tasks at one time, prioritising and  managing work time efficiently in line with strict deadlines is essential
  • Demonstrated ability to process data and information, demonstrating numeric ability and/or excellent accuracy and attention to detail is essential. 
  • Demonstrated evidence of robust computer literacy and typing/keyboard skills (i.e. MS Office skills including Outlook, Word, Excel and Powerpoint) is essential, coupled with an ability to learn new technologies and use EI’s specific software systems.  
  • Strong collaboration and interpersonal skills, willingness to work as part of a team and ability to positively contribute to the work of a busy team 
  • Ability to work under pressure and solve problems independently 
  • Ability to communicate clearly, confidently and effectively both verbally and through written communication 
  • Sound judgement, professionalism, confidentiality and discretion
  • Willingness to take on and follow through on assigned tasks and projects.  
  • HR administration experience would be desirable
  • Strong interest in Human Resources and a desire to develop a career in this area.

Enterprise Ireland Behavioural Competencies:

Results Focused
The ability to remain outcome and results focused with regard to business priorities and organisational goals, monitoring progress and adjusting approach ensuring delivery against the appropriate timescales.

Innovation and Risk-Taking
Actively encourages new ideas, experimentation and measured risk-taking, while always being on the lookout for opportunities to continuously improve business processes and efficiencies within Enterprise Ireland and client organisations.

Problem Solving and Decision-Making
The ability to be decisive and take tough decisions about clients, people and costs to deliver sustainable results, using the analysis of information and situations to make logical and sound decisions.

Client Focused
The ability to provide an excellent client service focusing on client needs and building and maintaining effective personal and business relationships to advance clients’ objectives and Enterprise Ireland strategy.

Communicating with Impact to Influence Others
Communicates in a manner that will persuade, convince and influence their own staff and others, both internally and externally, in order to motivate, inspire or encourage them to follow a particular course of action.

Co-operates with colleagues, shares information and respects the opinions and values of staff members.  Understands the skills, experience and knowledge of staff members and maximises how these can be utilised to the benefit of the department, the organisation and the client.

Embracing & Leading Change
Understands the business agenda of Enterprise Ireland and embraces changes for area of responsibility and for external and internal clients.  

Acting / Leading with Integrity 
Lives the Enterprise Ireland purpose and values, acting genuinely and with integrity, in a manner that builds trust and engages and motivates others, placing the genuine needs of the client, the organisation, and staff ahead of personal agendas.

Establishes and maintains mutually beneficial relationships with colleagues and other networks for the purpose of sharing information.

Developing Yourself & Others
Creates an environment that enables others to excel in terms of job performance.  

Salary Scale:

€21,831 to €38,368 per annum contributory superannuation
Rising to €40,805 by long service increments.

€20,839 to €36,566 per annum non-contributory superannuation
Rising to €38,882 by long service increments.

Candidates should note that entry will be at the minimum of the relevant scale and the rate of remuneration may be adjusted from time to time in line with Government pay policy.  Subject to satisfactory performance, increments may be payable in line with current Government Policy.

Application and Selection Process:

The selection process may include short-listing of candidates.  The selection criteria will be based on the requirements of the position.  It is therefore important that you provide a detailed and accurate account of where you believe your skills and experience meet the requirements for the position.  This should be contained in a short document (maximum 2 pages) accompanying your CV.   Applicants are not required to complete the standard application form. 

Applicants should note that, for shortlisting purposes in particular, clear evidence of the functional competency requirements listed as essential in this specification must be demonstrated as part of your supporting document accompanying your CV.    

To apply for the position, send a detailed CV and supporting document quoting reference number EI.002.22E to  maisie.doyle@osborne.ie  be received no later than Friday 21st January, or phone Maisie Doyle on 01 638 4400.

                                                                       ISSUED BY HR DEPARTMENT, ENTERPRISE IRELAND ON Friday 7th JANUARY 2022

                                                                                             Enterprise Ireland is an equal opportunities employer

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