HR Administrator (Part-time) - UPMC GTOC

Location: MacDonagh Office
Job type: Permanent

Overview of role:

UPMC Ireland is currently seeking to recruit an experienced HR administrator who will provide HR administration services to the HR department ensuring the smooth running of the department in an organised and efficient manner on a permanent, part-time (24 hour) contract. As a valued member of the HR team, you will be accountable in conjunction with the HR Business Partners for a range of duties which will help to enhance the employee experience. This is a fantastic opportunity to join a prestigious company to develop and progress your career and to partner with Human Resources and all stakeholders to build a positive employee experience.

Primary Duties and Responsibilities:

General

Recruitment Lifecycle Support

Work closely with the Talent Acquisition team to ensure job adverts are prepared, approved and posted.
Coordinate the end‑to‑end recruitment process for internal and external roles across UPMC Ireland, ensuring timely communication and a positive candidate experience.
Support hiring managers with shortlisting, interview scheduling and preparation of interview materials where required.
Participate in interviews as required, ensuring consistency, fairness and adherence to organisational recruitment standards.

Onboarding Coordination

Manage the onboarding process following candidate selection, ensuring a seamless transition from offer acceptance to commencement.
Prepare employment contracts, coordinate Garda Vetting, reference requests, occupational health requirements, and verification of professional credentials.

Pre‑Employment Compliance

Ensure all pre‑employment checks are completed accurately, within required timelines and in line with regulatory and organisational standards.
Maintain complete, compliant, and audit‑ready records for all new starters.
Process work permit and visa applications, liaising with internal stakeholders and external agencies to ensure timely approval.

Induction and Training

Schedule induction and onboarding programmes for all new starters, including coordination of required materials and merchandise.
Compile and maintain induction packs in line with organisational standards.
Liaise with internal departments, including IT and Payroll, to ensure all onboarding requirements are completed in advance of start dates.
Maintain and update the training database to ensure accurate and compliant records.

Correspondence and HR Administration

Provide comprehensive administrative support to the HR team on a daily basis.
Manage all employee administration, including the maintenance of personnel files.
Support ad‑hoc HR tasks and projects as required.

Record Keeping and File Management

Maintain accurate, timely and audit‑ready records in line with organisational and regulatory requirements.
Record and track statutory leave processes, including maternity and parental leave.
Support the sick pay process through accurate documentation and record keeping.
Maintain up‑to‑date records of employee professional body registrations.
Track and record promotions, lateral moves, and status changes, ensuring updates are reflected in HRIS.
Maintain the Time & Attendance system for timekeeping and leave administration.
Record all mandatory training to ensure compliance and accurate personnel file documentation.
Assist with data consolidation for hospital audits and accreditation processes.

Engagement and Competency Tracking

Support the HR team in monitoring and tracking 30/90/180‑day review reminders.
Assist with the administration of probationary reviews and related documentation.

Policies and Procedures

Support the administration and communication of policy updates.

Qualifications & Experience:

Qualifications & Experience  

Relevant third level degree preferably in HR with previous experience in an administration position in a HR environment

Proficient in IT systems, in particular MS Word, Outlook & PowerPoint with the ability to present data in a visual and creative way
Ability to work on own initiative and meet strict deadlines in an efficient and timely manner with a focus on continuous improvement
Excellent organisational skills with a growth mindset
Possess the highest degree of integrity and confidentiality in all aspects of the role
Excellent interpersonal and communication skills together with the ability to work in a fast-paced environment
Capable of working independently with limited supervision
Strong communication skills and ability to interact in a confident and clear manner
Ability to establish effective relationships with employees and with external parties as required
CIPD membership would be an advantage.

The rate and pace of change in the health services is such that the post-holder will be required to update their knowledge and skills to fit the changing requirements of the service.  Therefore, this job description is an outline of the current broad areas of responsibility and accountability and should not be regarded as a comprehensive listing.  It will be reviewed and updated in line with future needs.

Confidentiality
In the course of your employment you may have access to, or hear information concerning the medical or personal affairs of patients and / or staff. Such records and information are strictly confidential, unless acting on the instructions of an authorised officer, on no account must information concerning staff or patients be divulged or discussed except in the performance of normal duty. In addition records must never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required.

This job description is intended to be an outline of the areas of responsibility. As UPMC and the post holder develop, this job description may be subject to review in light of the changing needs of the business.

Equal Opportunity Statement and Benefits

UPMC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

At UPMC we provide a total rewards program that is not only market competitive, but fair and provides growth opportunities for all our colleagues.

Benefits – Fully paid maternity and paternity leave for new parents. Competitive Pension Plan, company funded Death in Service Benefit x 3 times. Critical Illness cover for all employees up to the age of 66.

Performance and Recognition – Rewards for performance that supports the goals and mission of UPMC through our annual ACES programme.

Work-Life Balance – Enhanced annual leave up to a maximum of 27 days. Flexible working opportunities to support you to work around external family commitments.

Development and Career Opportunities – Opportunities for each employee to reach their career goals through continued learning and/or advancement.

About UPMC

UPMC is a renowned multinational academic medical centre committed to delivering people-focused care that’s close to home. Headquartered in Pittsburgh and affiliated with the University of Pittsburgh Schools of the Health Sciences, UPMC shapes the future of health through clinical and technological innovation, research and education. UPMC expands its expertise globally, bringing world-class care across continents through its UPMC International division — an owned and operated network of hospitals and ambulatory care centres in Italy, Ireland and Croatia. UPMC International brings new access to the signature specialty services of UPMC Hillman Cancer Centre, UPMC Sports Medicine and others to more people in more places around the world.

In Ireland UPMC has provided high-quality healthcare in the South East since 2006. UPMC’s operations in Ireland now include UPMC Whitfield Hospital in Waterford, UPMC Sports Surgery Clinic in Dublin, UPMC Kildare Hospital in Clane, and UPMC Aut Even Hospital in Kilkenny. Outpatient care is available at the UPMC Carlow Outreach Centre, UPMC Hillman Cancer Centre radiotherapy locations in Waterford and Cork, UPMC The 4th Practice in Mallow, and across UPMC Sports Medicine Clinics in Dublin, Waterford, Limerick, Tipperary, Cork, and Mayo. UPMC has also established a nationwide Concussion Network. UPMC's Global Technology Operation Centre is based in Kilkenny.

HR Administrator (Part-time) - UPMC GTOC

Benefits

Job Description