HR Officer Recruitment & Operations at Dublin… · Dublin

Job Title: HR Officer Recruitment & Operations

Department: IR0013 Human Resources

Reporting to: HR Operations Manager The HR Officer (Recruitment & Operations) plays a key role in supporting the effective delivery of HR services across the College. This role is responsible for coordinating end-to-end recruitment processes, maintaining accurate HR data and systems, and providing timely, practical support to employees and managers, while ensuring a positive employee experience, operational efficiency and compliance. Working as part of a collaborative HR team, the role contributes to ensuring a positive employee experience, operational efficiency, and compliance with organisational policies and procedures.

Key Responsibilities

Recruitment & Hiring Process

• Advertise positions both internally and externally (LinkedIn) and other relevant job posting sites;
• Coordinate and support the interview process, acting as a key point of contact for candidates and ensuring a professional and welcoming first impression of DBS; participate in interview panels as required.
• Conduct reference checks for all potential new hires.
• Verify that all candidates have the appropriate right to work in Ireland, including valid visa or work permit documentation.
• Prepare and issue contracts and onboarding documentation, ensuring all right to work and required qualification documentation is verified in advance of the employee’s start date.
• Provide managers with timely reminders of probation due dates and ensure probation sign-off is completed and relevant paperwork issued.
• Coordinate and monitor fixed-term contracts and contractor end dates, ensuring timely decision-making and accurate processing of renewals or terminations.
• Manage and coordinate the buddy system for new hires to support effective onboarding and integration.
• Monitor and report on key HR KPIs, including recruitment timelines, onboarding completion, and service delivery standards.

Information, Data Management and Reporting

• Manage and deliver the onboarding process for all new employees, both through Workday and in person, ensuring a smooth and positive start;
• Maintain the accuracy and integrity of the HR system (Workday), acting as a key user for system updates and user queries.
• Advise all employees and managers of the functions and uses of Workday.
• Ensure the accurate and timely delivery of various scheduled and ad-hoc reports, to fulfil the needs of the HR team as well as business and external stakeholders.
• Respond in a timely manner to requests for references regarding current and former employees.
• Respond in a timely manner to general information requests from employees and managers.
• Provide advice on employee benefits and correspondence for social welfare/employee verification letters, etc.
• Ensure all HR activities are conducted in line with GDPR and organisational data protection requirements.

General

• Provide general administrative support to the HR team, participating on projects as required.
• ​Provide general administrative support, including preparing employment-related correspondence (e.g. employment verification, maternity letters and social welfare letters and forms).
• Respond to employee and manager queries across policies, processes, benefits, and leave, providing clear, supportive guidance aligned with company policy.
• Contribute to the continuous improvement of HR processes, policies, and standard operating procedures (SOPs).
• Escalate employee relations issues to the HR Operations Manager and/or The Head of HR as appropriate to ensure the above obligations are met.
• Lead the coordination of voucher ordering, acting as the main point of contact and ensuring a timely, accurate, and professional service.
• ​Process employee leavers end-to-end, including updating the HR system, and issuing resignation acknowledgements.
• Conduct exit interviews and ensure all relevant records are maintained.
• Carry out any other reasonable duties as required by the College from time to time.

Culture

• Contribute to a culture of innovation, collaboration, inclusivity, and mutual respect across the team and the College.
• Work proactively and cooperatively with colleagues across departments to achieve shared goals.
• Demonstrate professionalism, approachability, and collegiality in all interactions.
• Communicate openly and constructively, supporting a positive and solutions-focused team environment.
• Uphold the organisation’s values in all internal and external activities.
• Take initiative in personal and professional development, and acknowledge and support the contributions of others.

Job Requirements (Essential Criteria)

• Minimum of 2–3 years’ experience in a generalist HR or HR operations role.
• Relevant HR qualification (CIPD or equivalent) or currently working towards the same.
• Strong experience supporting recruitment processes and onboarding activities.
• Excellent organisational and administrative skills, with the ability to manage multiple priorities and meet deadlines.
• Strong attention to detail and accuracy, particularly in relation to HR data and documentation.
• Proficient in Microsoft Office, particularly Excel and Word.
• Experience working with HR systems (e.g. Workday or similar).
• Strong interpersonal and communication skills, with the ability to build effective working relationships with managers and employees.
• Ability to handle sensitive information with discretion and maintain confidentiality at all times.
• Good understanding of HR processes, policies, and employment legislation in Ireland.
• Demonstrates behaviours that align with the College’s values and culture, fostering collaboration, integrity, and respect in all interactions.

Personal Requirements (Desirable Qualities)

• Proactive approach to challenges.
• Experience supporting HR projects, process improvements, or system implementations.
• Proactive approach with a strong focus on continuous improvement.
• Positive, solutions-focused mindset with a strong customer service orientation.

Pay & Benefits

• Free Internal Courses;
• Discounted Fees for Family Members;
• Life Assurance & Disabilities Cover;
• Sports & Social;
• Employee Assistance Programme;
• Employee Discount Scheme;
• Paid sick leave;
• Death-In-Service Benefit.

This job description is a guide to the work the post holders will initially be required to undertake. It may be amended from time to time to meet changing circumstances by mutual agreement. It is expected that the post-holders and their manager will review the job description regularly.

Position Type: Full time

Contract Type: Regular

Pay Frequency: Annual

Location: Dublin, Ireland

Job Functional Area: HRBP/Employee Relations

All appointments are subject to providing proof of eligibility to work in Ireland on full time basis (upon being invited to interview). Please refer to our privacy policy here: DBS Privacy Notice for Candidates.

This job description is a guide to the work the post holder will initially be required to undertake. It may be amended from time to time to meet changing circumstances by mutual agreement. It is expected that the job description will be reviewed regularly by the post-holder and their manager.

DBS is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. If you require any adjustments or additional support within the recruitment process, please contact us directly.