L9005 Grade VI Human Resources / SAP, Donegal IHA, Grád VI, …

Principal Duties and Responsibilities:

• The post holder will support the principle that care of the patient comes first at all times and will approach their work with the flexibility and enthusiasm necessary to make this principle a reality for every patient to the greatest possible degree
• Maintain awareness of the primacy of the patient in relation to all hospital activities.
• Performance management systems are part of the role and you will be required to participate in the hospital performance management programme
• The key duties and responsibilities are as follows:
• Ensure SAP records are maintained correctly and coordinate all SAP checks in line with policy.
•  Provide support, expertise and knowledge for HR and SAP users for their identified role(s) across HR SAP modules.
• Develop HR Reports for business needs.
• Identify SAP verification work & link in with NPA & HRI teams as required
• Working alongside the HR Manager, develop SAP function to ensure the required actions meet the demands of service delivery in a proactive timely and planned manner.
• Act as primary contact for the resolution of any SAP data queries

· Validate the HR Organizational Structure to ensure if reflects the organisation in line with HR Policy/Legislation.

• Contribute to the overall governance of SAP processes in Donegal IHA.
• Liaise with E Rostering team in LUH and other agencies like NiSRP, HR payroll and analytics as required.
• Represent HR department at forums as delegated by HR Manager/Director of HR
• Deputise for the Human Resource Manager as necessary
• Ensure line management is kept informed of issues
• Use appropriate technology to ensure work is completed to a high standard
• Support the preparation and issuing of office documentation (correspondence, reports, etc) to the highest possible standard
• Ensure deadlines are met, service levels are maintained, identify potential risks and take appropriate actions
• Solve problems and make decisions in a timely manner.
• Ensure decisions are in line with local and national agreements.
• Promote good working practice and uniformity of standards
• Support the implementation of quality initiatives, audits etc within the Department
• Ensure the efficient day-to-day administration of area of responsibility

Staff Management:

• Supervision and line management of Staff as assigned within HR/SAP Department, promoting good team working within own remit.
• Co‐ordinate, monitor and review the work of the team.
• Conduct regular staff meetings to keep staff informed and engaged and facilitate feedback.
• Identify and agree training and development needs of staff members.
• Manage the performance of staff, dealing with underperformance in a timely and constructive manner.
• Responsible for monitoring, managing and reporting on sick-leave and annual leave and the allocation of workload during planned and unplanned leave.
• Management/knowledge of recruitment tracking systems e.g. ECC tracker/Rezoomo
• To be responsible for ensuring that staff comply with HR and other hospital policies and procedures.
• Participate in the Local Employment Control Committee process
• Management of monthly local reports / regional report requests

Operational HR

• Assist with efficient day to day administration of the HR/SAP office and ensure a professional HR service is provided
• Assist the HR Manager and Director of HR in the organisational management of the HR & SAP Systems within Donegal IHA.
• Issue reports on KPI’s, WTE, Temporary contracts, absenteeism and process actions as required
• Support the introduction of Performance Achievement across all grades
• Use appropriate technology to ensure work is completed to a high standard
• Ensure that archives and records are accurate, maintained confidentially and readily available to the appropriate authority.
• Promote co-operation and working in harmony with other teams and disciplines.
• Adopt a flexible adaptable attitude to work and work-load
• Any other duties relevant to the post as may be assigned from time to time

Customer Service

• Promote and maintaining a customer focussed environment including notifying supervisor of any deficiencies.
• Ensure that service users are treated with dignity and respect.
• Seek feedback from service users/ customers and implement change to incorporate same, in agreement with line manager.

Service delivery & improvement

• Maintain a good understanding of internal and external factors that can affect service delivery including awareness of national and local issues that impact HR/SAP.
• Make appropriate use of technology to advance the quality and efficiency of service provision and support the development and improvement of IT Systems
• Embrace change and adapt local work practices accordingly by finding practical ways to make policies work, ensuring team knows how to action changes.
• Encourage and support staff through change process.
• Identify potential risks and take appropriate actions.
• In conjunction with the Human Resource Manager, conduct regular reviews to evaluate service delivery, identify learning and / or changing needs and implement best practice solutions.
• Monitor efficiency of service provided by team, identify and implement changes to the administration of the service where inefficiencies arise.

Education & Training

•  Participate in mandatory training programmes.
• Pursue continuous professional development in order to develop professional knowledge.
• Provide training as identified to develop others’ knowledge of relevant procedures/ processes.
• Support the Learning and Development Programme for the hospital and ensure annual Training Plan is in place. Identify training and development needs of staff in own area

Standards, policies, procedures & legislation

• Contribute to the development of policies and procedures for own area.
• Ensure accurate attention to detail and consistent adherence to operating procedures and current standards within area of responsibility.
• Maintain own knowledge of relevant HR and HSE policies, procedures, guidelines and practices, to perform the role effectively and to ensure current work standards are met.
• Maintain own knowledge of relevant regulations and legislation, e.g. Employment Legislation, FOI Acts, Financial Regulations, Health & Safety Legislation, etc.
• Ensure consistent adherence to procedures within area of responsibility.
• Have a working knowledge of Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards.

KPI’s development

• The post holder will work with user departments in meeting KPI data requirement
• The identification and development of Key Performance Indicators (KPIs)
• Promote and maintain a customer focused environment by ensuring service users are treated with dignity and respect.
• Seek feedback from service users to evaluate service.
• Have both a customer and result focus in all dealings with HR users.

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 him/her from time to time and to contribute to the development of the post while in office.