Medical Administration jobs in Dublin, County Dublin

Fórsa is a membership led union: we empower workers to change their lives at work. We build worker power by engaging every worker in the jobs and workplaces that we organise.

We are currently recruiting a resourceful HR generalist with demonstrated interest and training in workplace safety to join our Human Resources team.

Overview of the Role

Working closely with the Director of Human Resources and Staff Development, the HR and Safety Officer will help provide an exemplary Human Resources service and safe workplaces for Fórsa employees throughout Ireland.

Using a range of technology tools including HRIS, Microsoft Office (including Excel, Forms, and Teams), you help ensure that employee data is accurate and up-to-date. You will assist with a wide range of functions within Human Resources, including recruitment, administration, onboarding and offboarding, helping to administer a range of staff benefits, logistical and administrative support for training and development activities, and helping to direct Fórsa staff, job candidates, and others to resources and information. You will work closely with colleagues on the Safety Committee and the broader Operations team to support all colleagues in a safe working environment.

You actively contribute to Fórsa’s positive and healthy workplace culture through supportive collaborative teamworking.

Working for Fórsa

As an employer, Fórsa is committed to modelling the values of our union: we provide excellent benefits including a career average pension scheme, competitive annual leave, hybrid work and other flexible work arrangements, and a range of financial and practical supports for professional development.

The initial salary for this position will be within the grade 5 scale:
€52,761 | €54,337 | €55,946 | €57,589 | €59,244; long service increments €61,173 LSI1 | €63,109 LSI2

Fórsa welcomes applicants from diverse backgrounds, including diverse professional experience. You may have developed skills in the trade union, public, private, or non-profit sectors. A demonstrated commitment to the values of social justice, a strong public service, and workers’ empowerment is essential.

Fórsa does not discriminate on the basis of gender, marital or family status, age, disability, race, religion, sexual orientation, or membership in the Traveller community.

The position will be based in Dublin, but hybrid remote work can be facilitated subject to operational requirements.

About Your Team

• You report to the Director of Human Resources and Staff Development
• You will work closely with the wider Operations team

Key Responsibilities & Duties

Be a Resource for Humans

• Develop a thorough understanding of resources and benefits available to Fórsa employees and proactively communicate these through flyers, explainers, and webinars.
• Respond to and redirect queries from internal and external stakeholders.
• Assist with development, scheduling, and delivery of training related to Fórsa workplace policies.
• Support Diversity, Equity, and Inclusion initiatives.
• Promote a positive health and safety culture throughout the organisation through awareness initiatives, communications and employee engagement.

Recruitment and Onboarding

• Recruitment administration: manage job listings in HRIS; liaise with external advertisers; respond to applicant queries; prepare applicant reports; schedule interviews and feedback sessions; manage logistics of assessment centres and interviews.
• Assist with onboarding, including: reference checks, scheduling pre-employment medicals, preparation of draft contracts of employment/letters of appointment from templates, checking/recording proof of right to work documents, liaising with other functions involved with onboarding to ensure tasks are completed.
• Assist with planning and delivery of inductions.
• Coordinate applications for internships and work experience placements.

Employee Data and HRIS Support

• Ensure employee records are complete, up-to-date, and accurate – including ongoing historical updates (via scanning, Excel, Solas, and manual data entry).
• Carry out routine HRIS updates and assist with agreed configuration changes
• Maintain up to date knowledge of HRIS features and proactively identify and suggest improvements to Fórsa processes.
• Act as a first point of contact for queries and support requests for HRIS.
• Provide information to colleagues in Finance and pension administrator to ensure that payroll and pension information is accurate.
• Assist with completion of offboarding checklists.

Employee Time Tracking and Leave Administration

• Regularly review data and update leave in HRIS
• Regularly review outstanding leave requests and follow up with managers as appropriate
• Record absences and upload medical certificates; follow up on Illness Benefit applications
• Coordinate occupational health referrals and support the implementation of workplace accommodations where required

Reporting and Budgeting

• Assist with preparation of a variety of internal and statutory reports (e.g. Gender Pay Gap)
• Collate data and prepare draft health and safety reports, statistics, and updates for review

Employee Benefits

• Responsible for administering and communicating a range of employee benefits (e.g. health vouchers, TaxSaver transport applications)
• Help plan and deliver employee events, workshops, and webinars

Administration

• Keep up to date on new tools and suggest and carry out improvements to processes and service delivery
• Responsible for record management in line with Fórsa Safety Statement
• Help develop and maintain a variety templates, forms, and checklists
• Coordination and scheduling of meetings
• Prepare and send correspondence as required, including loan applications and confirmations of employment
• Printing, scanning, copying, filing, document preparation as required

Training and Development

• Ensure subscriptions to journals are up to date and accurate
• Manage logistics and scheduling of training activities
• Responsible for health and safety training programmes, including induction training, manual handling, display screen equipment (DSE), fire safety and other mandatory training requirements
• Maintain and review training and development records and ensure they are accurately recorded in HRIS
• Ensure employees maintain required certifications and training compliance in line with Safety Statement and relevant legislation
• Update training budget

Management

• Contribute to HR and organisational projects
• Provide day-to-day guidance to temporary, intern, or administrative support staff where required

Health and Safety

• Support the development, implementation, monitoring and review of Fórsa’s Safety Statement and processes in accordance with Safety, Health and Welfare at Work Act 2005 and all associated regulations and guidance and best practice
• Keep up to date with relevant guidance and flag potential updates to the Safety Committee and Operations.
• Assist with maintaining and reviewing health and safety policies, procedures, risk assessments and safe systems of work
• Meet regularly (monthly) with the Fórsa Safety Committee and carry out follow-up actions as agreed.
• Coordinate and support the completion and review of workplace risk assessments for offices, events and other work-related activities
• Conduct relevant workplace inspections and audits and monitor the implementation of corrective actions arising.
• Work with Team Leaders to investigate accidents, incidents, near misses and health and safety concerns, prepare reports and make recommendations to prevent recurrence
• Maintain health and safety records, documentation, and statutory registers in line with legislative and organisational requirements
• Assist with emergency planning arrangements, including fire safety management, evacuation procedures and business continuity planning
• Assist with the procurement, management and monitoring of external health and safety consultancy services where applicable
• Assist in the management of contractor safety and ensure appropriate documentation and compliance requirements are maintained

Other reasonable tasks as required.

Hours

This is a full-time (35 hours per week), permanent position. You will be expected to be available during normal office hours; however, due to the nature of the job, work outside of normal office hours and over weekends may arise on a very occasional basis.

Travel

The role may require some travel within Ireland and may be 1-2 days per month. Travel and Subsistence payments are made within the Civil Service rates and conditions.

About You

Essential Skills and Requirements

• You have experience working in an HR generalist role
• You have a demonstrated interest, experience, or training in workplace health and safety
• You are discreet and empathetic
• You have demonstrated good judgment and have experience working with sensitive information
• You are resourceful and enjoy finding ways to improve quality and efficiency
• You enjoy using technology as well as learning and applying new skills and tools
• You have admin user experience in BambooHR or a similar HRIS and are comfortable with configuring and customising
• You have demonstrated excellent administrative and organisational skills
• You have excellent writing skills
• You pay attention to the details
• You are good at planning your tasks and time
• You are highly skilled with MS Office, and in particular with Excel
• You have permission to work in Ireland

It would be nice, but not necessary if you have

• A formal HR or Health & Safety qualification
• You may have experience using productivity and design tools such as Calendly, Canva, and Prezi

Pay: €52,761.00-€63,109.00 per year

Work Location: Hybrid remote in DUBLIN 1, County Dublin