About the Hermitage Clinic

Blackrock Health Hermitage Clinic is a state of the art 112 bed healthcare facility. The hospital provides a wide range of Emergency, Ambulatory, Interventional and Diagnostic care to for Adults and some services for Children. As a member of Ireland's newest private health care group, Blackrock Health we are dedicated in ensuring our mission, vision and values are our guiding principles in ensuring our patients and staff have a world class experience. A career in Hermitage Clinic will ensure you are joining a diverse, dynamic and enthusiastic team of professionals, passionate about developing services to ensure we provide the best care in the most modern of facilities.  

About the Department

The Recruitment Team is part of the wider Human Resources Team and provides a range of strategic and operational services, aligning the recruitment needs of Blackrock Health Hermitage Clinic with the organisations long-term goals. The Recruitment Team are responsible for managing the complete recruitment cycle from initial role approval through to the offer stage ensuring an exceptional candidate experience throughout. They work alongside the HR Team to develop and implement policies and processes related to people including recruitment and hiring of staff, on boarding and training and supporting staff throughout their employment as well as working closely with the Finance Team to ensure compliance with budgets. The HR and Recruitment Team will assume responsibility to ensure current and prospective employees achieve and maintain standards of conduct and job performance in line with their Job Description and relevant HR Policies. The HR and Recruitment Team will ensure that the organisation meets its commitments to ensuring there is no discrimination on the grounds of gender, marital or family status, sexual orientation, religious belief, age, disability, race or membership of a travelling community towards any current or future member of staff.

Role Details

The Talent Acquisition Specialist (TAS) makes a significant contribution to the delivery of new staff across the Hospital. The TAS will provide a consistent and effective service to Management throughout the organisation to support hiring needs across all disciplines whilst ensuring adherence with HR processes and policies, and standards set by the Joint Commission International (JCI) in regard to the recruitment of staff. The role holder will be responsible for all areas of administration involved in the Talent Acquisition process and supporting candidates through the on boarding process, ensuring that we deliver a first-class candidate experience that is efficient, professional and informative. Additionally, the role will assist the Executive Team with financial reporting in respect to recruitment activity and ensuring compliance to approval processes and keeping the organisations head count and salary budget under control. The Talent Acquisition Specialist will have a shared goal to ensure the smooth running of the HR department and to deliver an efficient service to ensure maximum value to employees, candidates, and the organisation as a whole.

Key Responsibilities

Talent Acquisition

• Lead on Recruitment for all departments/functions within the Hermitage Clinic
• Identify and develo recruitment strategies by proactively identifying candidates via recruitment platforms, job boards, campaigns and employee referral schemes
• Identify vacancies and link in with Executives for each area to discuss requirements and necessity for the role
• Develop and lead out on social media recruitment campaigns to promote roles
• Develop a large and diverse qualified applicant pool by direct sourcing including online using Boolean search strings 
• Partner with stakeholders and provide creative and effective recruitment solutions
• Influence business leaders and educate hiring managers on process, interview best practices and decision making
• Prepare recruitment materials and post open roles to appropriate job boards. Liaise with Marketing team on recruitment campaigns and branding
• Screen and assess applicant's CVs for relevant experience, skills and qualifications to determine suitability for roles
• Initial shortlisting of candidates for all roles in Recruitment System (Occupop) and present long and shortlist to the Hiring Managers
• Schedule interviews, both in person and virtually and ensure recruitment system is updated regularly with status updates
• Ensure candidates are engaged and managed throughout the recruitment stages
• Conduct internal & external interviews, documenting candidate evaluation, interview notes and ensuring candidates are assessed correctly against the role specification
• In conjunction with the Hiring Manager, evaluate applicants by discussing job requirements and applicant qualifications and experience as well as alignment with Hermitage Clinic values and culture
• Ensure feedback is delivered to applicants in a timely manner with the candidate experience in mind
• Communicate job offers promptly to successful candidates and keep Hiring Manager updated post offer stage
• Post job advertisements on Occupop Recruitment System.
• Record information and new applications in Occupop accurately, as required. 
• Lead on all pre-employment and on boarding checks for all candidates who have been offered a role with the Hospital, ensuring that all background checks are complete before the candidates start date. This includes:
• Coordinator Occupational Health Screening alongside the Occupational Health Nurse
• Submit all Garda Vetting applications
• Reference Checking
• Collecting and verifying qualifications
• Chase signed contracts and other new starter forms
• Create and maintain electronic employee files in O:Drive and ensure all information relating to employee is accurately stored in line with GDPR requirements. 
• Coordinate the monthly induction of all new hires. 
• Maintain regular contact with possible, current and future candidates to build a future pipeline of talent
• Report on TA activity on a weekly, monthly and ad hoc basis
• Provide market information and insights to Hiring Managers and wider HR Team 
• Attend Career fairs, Graduate Fairs and other recruitment events when required
• Conducting research, benchmarking, and undertaking competitor analysis to inform and upskill internal senior teams to make stronger people-focused business decisions
• Lead on continuous improvement initiatives for the Talent Acquisition Function, always striving to better the process to ensure an excellent candidate experience
• Manage and oversee all other administrative tasks associated with the Talent Acquisition process. 
• International Recruitment
• Manage all international recruitment for all vacancies and areas
• Attend overseas recruitment events where necessary
• Maintain a pipeline of international Nurses to ensure a consistent stream of incoming Nurses in order to provide a continuous and optimal service to our patients
• Process all paperwork for overseas candidates, ensure that they are eligible to move to Ireland for work and initiate visa processes
• Book RCSI Exams where a recruitment agency is not used
• Collaborate with approved recruitment agencies to hire the best international talent for our vacancies
• Oversee Critical Skills Permit applications in collaboration with the Recruitment Administrator

JCI

• Ensure compliance with JCI, perform audits on new employee paperwork to ensure compliance with JCI requirements
• Sit on JCI HR Panel when it comes to Accreditation Audits

Occupational Health

• Liaise with Occupational Health Nurse to book Occupational Health Checks for new employees and ensure that they are fit to carry out the duties of the role and will not pose any risk to patients in any way

Finance

• As part of the organisations Workforce Optimisation Committee, work with Head of HR, Finance Manager, CEO and CFO to ensure the Clinic's salary budget is maintained whilst ensuring that all new employees are made a fair Offer of Employment that is in line with their skills, experience and suitability for the role
• Attend weekly and monthly meetings with Head of HR, Finance Manager, CEO and CFO to discuss budget and headcount and all new incoming talent
• Act as go-between for Hiring Managers and the Workforce Optimisation Committee for the approval of vacancies. Gather all information in relation to the nature of the vacancy, reason for the vacancy, how the vacancy will benefit the business and provide report for weekly Workforce Optimisation meetings
• Collect invoices from recruitment agencies, check for accuracy and sign off for processing by the Accounts Payable Team
• Query any anomalies with invoices and ensure correctness prior to payments being made
• Negotiate rates with recruitment agencies always striving for the best value that will benefit the organisation
• Work with the Financial Accountant to forecast future agency spend and give a line of sight into upcoming invoices and outgoing payments relating to recruitment
• Maintain spreadsheet of all expenses incurred for new hires in terms of recruitment agency fees and relocation costs
• Provide feedback to Executives and Managers on role approvals and provide advice and guidance on putting together businesses cases for new roles and approvals

Payroll

• Ensure payroll amendments are accurately inputted for processing including reporting of salary changes, department changes, promotions, etc. 
• Process expense claim forms for new hires where necessary, ensuring all expenses are vouched for with an appropriate receipt
• Provide monthly report to Payroll on joining bonuses for new hires

Reporting, Data and HRIS Systems

• Work with the wider HR team to assist in maintaining the integrity of data in the HR Information System (TMS) and that reports are generated in accordance to specific requirements
• Input changes to employee details to TMS and advise payroll of changes
• Provide weekly, fortnightly, monthly and adhoc reports to Heads of Department, CEO and Finance on recruitment activity, progress on open roles and offers in their area
• Send weekly report to Executive Members on new starters for the following month

General HR

• Ensure that the HR system (TMS) and HR files are kept up to date, accurate and complying with legislation
• Assist in ad-hoc HR projects

People Management

• Provide management and leadership to the Recruitment Team to ensure an effective learning environment
• Ensure the Recruitment Administrator is effectively supported with annual reviews and assist with professional development where possible

Educational/Knowledge Requirements

• Relevant qualification, preferably in HR or Business Administration/Management
• 5+ years' experience in a Talent Acquisition role within Healthcare
• Experience with high volume recruitment campaigns for a range of different roles
• Experience working in an internal Recruitment and/or HR Team
• Previously held end-to-end recruitment responsibility inclusive of advertising, shortlisting, interviewing, offering and reporting
• Good knowledge of HR practices and Irish Employment legislation relating to recruitment practices and willingness to further knowledge and education on this
• Experience working with systems and managing confidential data and information
• Strong experience working within a team environment

Desirable

• Experience working within a Recruitment Team in the health sector in Ireland/internationally
• Knowledge of Joint Commission International Standards and auditing procedures or similar

Skills & Competencies

• A passion for delivering exceptional candidate experience - ability to positively engage candidates throughout all steps of the recruitment process
• Ability to adapt to a fast-paced work environment, where there are 40+ open roles at any one time and proven ability to prioritise and multitask while demonstrating a high level of attention to detail
• Proficient in online searching and with Boolean search strings 
• Familiar with HR databases & Applicant Tracking Systems (ATS)
• Ability to work both autonomously and within a team
• Excellent English both spoken and written
• Excellent administration skills with an organised and logical approach to workload
• Strong communication and interpersonal skills with ability to engage with stakeholders at high-level
• Demonstrates solid judgment and proactive attitude
• Pro-active and results focused with an ability to identify and resolve issues efficiently
• Strong attention to detail and accuracy
• Excellent IT Skills, particularly in Excel
• Have a proven ability to be a strong team player and provide support/work collaboratively at all levels
• Proactive attitude with an ability to work under pressure and deal positively with difficult situations
• Ability to prioritise, manage workload and work to key deadlines
• Ability to manage workload and prioritise effectively

Why work at the Hermitage Clinic 

The Hermitage Clinic are passionate about our people and believe in their development and growth. As a member of the Hermitage Medical Clinic team you can benefit from:  

• Competitive salary 
• Development opportunities 
• Opportunities for career progression 
• Subsidised Restaurant 
• Free staff car parking 
• Employee Assistance Programme 

The Hermitage Clinic is an Equal Opportunities Employer with a strong commitment to diversity, inclusion and equality at all levels of the organisation. If you require assistance due to a disability during the recruitment process, please email (email address removed)