Administration Assistant Human Resources, Grade IV (09.013(2025))
Administration Assistant Human Resources, Grade IV (09.013(2025))
Posted on :
05-09-2025
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Job Description
Job Title:Administration Assistant Human Resources Grade IV
Department / Directorate:Human Resources
Reports to:Team Lead/Designate
Reference number: 09.013(2025)
Tallaght University Hospital (TUH) is a model 4 voluntary academic teaching hospital partnered with Trinity College and situated in south west Dublin. With a staff of over 4000 people from 63 differentcountries it provides both acute and tertiary care to an increasing population of circa 800000 people and is a provider of local regional and national specialties. It is also a National Urology Centre the second largest provider of dialysis services in the country Pelvic and Acetabulum National Centre and a designated Trauma Unit.
The Hospital is part of the newly established HSE Dublin & Midlands Region which serves a population of over 1.2 million across seven counties and operates under the governance of an independent Board of Directors who give their time on a voluntary basis. TUH is also supported by the Adelaide Health Foundation the Meath Foundation and Tallaght University Hospital Foundation.
TUH recognises the role it plays in our community both as an employer and provider of healthcare and is committed to building a sustainable future for our region both now and into the future with a focus on patient outcomes.
The Hospital is ambitious recognising that healthcare delivery is undergoing seismic change and will be different now and into the future largely due to digital and technological advances along with research continuing to discover and test new treatment options. TUH wants to be a leader in determining that future. It is aHospital without Wallsalways looking to optimise care both within and beyond in line with the Slintecare vision of providing the right care in the right place at the right time whilst empowering our patients and staff.
TUH Vision and Values
The vision of the Hospital is People Caring for People to Live Better Lives through excellent health outcomes supported by evidenced based practice positive patient and staff experience in an empowering and caring environment. A culture of innovation and quality improvement in everything we do.
Our TUH CARE values for patients their families our community and staff are:
A full overview of TUH is available on us
Purpose of the Role
The Administration Assistant Grade IV will work as part of the Human Resources team and will be responsible for assisting with administration duties relating to the department.
Overview of Role
Key Duties and Responsibilities
HR Talent Acquisition Duties:
HR Medial Administration Duties:
Pensions Duties:
Qualifications & Experience required
Must have:
Desirable:
Application process
Applications can be submitted on-line at by completing the application form and attaching your CV. Candidates should be aware that when applying for a post through the On-Line Application System (Candidate Manager) they will receive an automated replying acknowledging receipt of their application. Should you for any reason not receive this automated acknowledgement you should notify the Human Resources Department before the closing date otherwise your application will not be considered.
All candidates should note that in order to maintain a timely process the closing date and time for receipt of applications will be strictly adhered to.
Informal Enquiries to: Mrs. Michelle Lyons HR Medical Lead HR Medical Division Email: phone number: 01-4144774
Closing Date: Before close of business on 16th September 2025
TUH Core Competencies:Core Area Competency Level Managing the service Quality & Safety of Service 2 Managing the service Delivery of Results 1 Managing Change Problem Solving & Decision Making 2 Managing Change Communications & Influencing 1 Managing Yourself Team player 1 Managing Yourself Planning and Organising 1 Managing People People Management 1 Managing People Leadership 1
Please go to for details of the core competencies
Department / Directorate:Human Resources
Reports to:Team Lead/Designate
Reference number: 09.013(2025)
Tallaght University Hospital (TUH) is a model 4 voluntary academic teaching hospital partnered with Trinity College and situated in south west Dublin. With a staff of over 4000 people from 63 differentcountries it provides both acute and tertiary care to an increasing population of circa 800000 people and is a provider of local regional and national specialties. It is also a National Urology Centre the second largest provider of dialysis services in the country Pelvic and Acetabulum National Centre and a designated Trauma Unit.
The Hospital is part of the newly established HSE Dublin & Midlands Region which serves a population of over 1.2 million across seven counties and operates under the governance of an independent Board of Directors who give their time on a voluntary basis. TUH is also supported by the Adelaide Health Foundation the Meath Foundation and Tallaght University Hospital Foundation.
TUH recognises the role it plays in our community both as an employer and provider of healthcare and is committed to building a sustainable future for our region both now and into the future with a focus on patient outcomes.
The Hospital is ambitious recognising that healthcare delivery is undergoing seismic change and will be different now and into the future largely due to digital and technological advances along with research continuing to discover and test new treatment options. TUH wants to be a leader in determining that future. It is aHospital without Wallsalways looking to optimise care both within and beyond in line with the Slintecare vision of providing the right care in the right place at the right time whilst empowering our patients and staff.
TUH Vision and Values
The vision of the Hospital is People Caring for People to Live Better Lives through excellent health outcomes supported by evidenced based practice positive patient and staff experience in an empowering and caring environment. A culture of innovation and quality improvement in everything we do.
Our TUH CARE values for patients their families our community and staff are:
- Collaborate together and with our academic and care partners
- Achieve our goals positive outcomes and wellbeing
- Respect for patients each other and our environment
- Equity for patients and staff
A full overview of TUH is available on us
Purpose of the Role
The Administration Assistant Grade IV will work as part of the Human Resources team and will be responsible for assisting with administration duties relating to the department.
Overview of Role
Key Duties and Responsibilities
HR Talent Acquisition Duties:
- Review the competition closing dates and complete shortlisting sheet /send to Managers
- Invite successful candidates to interview / decline unsuccessful candidates
- Prepare interview day paperwork both in house & electronic
- Send interview outcomes through candidate manager system
- Prepare & process Pre Employment documents
- Prepare & process non payroll recruitment documents
- Monitor & update compliance records for external candidates
- Process work permits
- Raise requisitions through SAP
- Monitor the Nursing/General team email folder on a daily basis and respond accordingly
- Process reimbursement claims
- Deal with telephone queries / email queries relating to the department function
- Provide general administrative support to the department
- Reception cover when required
- Any other duties that may be assigned by the Manager
- Maintain the CORE Time & Attendance system in an accurate and timely manner including data entry and reporting
- Assist in the preparation of all documentation relating to the payroll including completing relevant payroll forms
- Support the movement of staff on SAP system to include set ups changes and terminations into SAP payroll system and subsequent Core actions
- Process SharePoint forms in a timely manner within your own Directorates
- Monitor and resolve queries within own area from the share mailbox
- Attendance Management: Review staff entitlements and issue communications in relation to changes in pay (i.e. half pay and zero pay as appropriate)
- Create and distribute weekly starter and leavers report
- Ensure that contracts of employment and relevant documentation are issued promptly to Staff recruited promoted and appointed to the Hospital
- Completing verification of service for current and former staff within pensions and business services
- Processing Bike to work scheme/ Tax savers application
- Liaising with other public service bodies in relation to pension queries
- Provide SAP Administration support to the Pensions division
- Run periodically Audits on contract reports/ Monitoring of task/ increments/ annual leave
- Advise managers/employees on policies
HR Medial Administration Duties:
- Assist with the maintenance of HR Systems such as SAP HR and CORE Time & Attendance system in an accurate and timely manner including data entry and reporting
- Assist in the preparation of all documentation relating to recruitment and payroll for Medical Staff including the completion of all relevant payroll forms
- Assisting with pre-employment compliance requirements for Doctors recruited to the Hospital
- Assist in the maintenance of the Staff personnel files including scanning payroll documentation to files and ensuring scanning is kept up to date in line with data protection
- Assisting when necessary in the calculation and processing of all Medical claims and submitting same to Payroll Department
- Liaising with relevant teams to collate call rotas where required
- Liaising with the relevant external agencies in relation to sourcing of qualified locum medical staff where required
- Completing verification of service as required
- Providing cross-cover to other areas within the department when required
- Other duties that may be assigned from time to time
Pensions Duties:
- Monitor and manage Pensions Department emails
- Maintain register of all verification requests
- Complete verification requests and return
- Assist with costing requests from staff for prior temporary service
- Assist with refund requests to the VHSS pension scheme
- Assist with annual declarations sent to and returned by our pensioners
- Preparation of estimate / service templates to current and former staff for review
- Preparation and submission of best 3 in 10pensionable allowance template to HSE pension unit
- Liaise with Department Managers within the hospital
- Deal with queries to/from other pension departments and organisations within the Public Sector
- Preparation and submission of internal and external ad hoc reports
- Sundry other duties which may arise on request of Line Manager/Supervisor
- Participation in development of Single Scheme Pension Statement Project
- Deal with all aspects of the Single Public Service Pension Scheme including:-
- Pension applications
- Pension Statements
- Family Law Matters
- Pension Refunds
- Purchase of Referable Amounts
- Estimates
Qualifications & Experience required
Must have:
- Have obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (higher ordinary applied or vocational programmes) or equivalent
- Have passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as being of a comparable to Leaving Certificate standard or equivalent or higher i.e. Fetac Level 5
- Have satisfactory relevant experience which encompasses demonstrable equivalent skills
- 2 years relevant administration experience
- Practical experience of use of computer packages to include Microsoft Office i.e. Word Excel Outlook PowerPoint and other related packages
- Fluent command and understanding of the English language to include spoken and written word
Desirable:
- Human Resources qualification
- Experience in Recruitment
- Experience using HR Software and Time and attendance packages
- Experience in the Health Sector environment or service related industry
- Remuneration is in accordance with the Department of Health Consolidated Salary Scales grade code 0558.
- This appointment is fulltime temporary and pensionable.
- The annual leave entitlement is 27 working days per year. The leave year runs from 1st April to the 31st of March each year
- Normal working hours are 35 worked over 5 days. Your contracted hours of work are liable to change to meet the requirements for extended day services in accordance with the terms of the Framework Agreement.
Application process
Applications can be submitted on-line at by completing the application form and attaching your CV. Candidates should be aware that when applying for a post through the On-Line Application System (Candidate Manager) they will receive an automated replying acknowledging receipt of their application. Should you for any reason not receive this automated acknowledgement you should notify the Human Resources Department before the closing date otherwise your application will not be considered.
All candidates should note that in order to maintain a timely process the closing date and time for receipt of applications will be strictly adhered to.
Informal Enquiries to: Mrs. Michelle Lyons HR Medical Lead HR Medical Division Email: phone number: 01-4144774
Closing Date: Before close of business on 16th September 2025
TUH Core Competencies:
Please go to for details of the core competencies
Employment Type
Full-Time
Key Skills
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