Talent & Administration Specialist

Coillte; Leinster; On-site; EUR 42,000 - 54,000; Full time

Job summary

Coillte in Ireland seeks an HR Operations Administrator on a 12-month Specific Purpose contract, based in Newtownmountkennedy. You will support HR Operations services across talent acquisition, onboarding, changes, offboarding, reporting and systems support, helping ensure policy-aligned processes and excellent service to managers and staff.

You will liaise with payroll, manage absence and changes, contribute to HR projects, maintain HR records, and assist with communications and data integrity.

Qualifications

• Degree or higher in HR or related field with relevant coursework.
• Experience in HR Shared Services or Operations is desirable.
• Familiarity with HR policies, employment law and data protection.

Responsibilities

• Support day-to-day HR Operations activities to enhance service quality.
• Advise managers and employees on HR policies and procedures.
• Coordinate absence management, payroll data updates, and staff changes.
• Assist in annual HR processes and HR system upgrades.
• Maintain and improve HR documentation and records.
• Liaise with Payroll on compensation data and notifications.

Skills

Organisational Skills

Communication

Collaboration

Time Management

Problem Solving

Attention to detail

Education

Third-level qualification in Human Resource Management (NFQ Level 7)

Tools

Microsoft Office

HRIS/ATS

Job description

Role Objective

This role supports the effective delivery of HR Operations services, with responsibility across talent acquisition, HR administration, onboarding, employee changes, offboarding, reporting and systems support. It helps ensure accurate, policy-aligned HR processes while supporting managers, employees and continuous improvement across the HR service.

Terms and Conditions

Reports to: HR Operations Manager

Contract: Specific Purpose (12 Months Minimum)

Location: Newtownmountkennedy (or by agreement)

Responsibilities

HR Operations & Transactional Services

• Support the day to activities within the HR Operations Unit enhancing the quality of service provided. .
• Support the updating of our internal resources and intranet to assist the HR Department, people managers & staff.
• Support and advise managers and employees on general queries, HR policies and procedures, aspects of employment law company terms and conditions and best practice, obtaining external advice where necessary.
• Communicate effectively with customers and support the wider HR communications methods and channels.
• Coordinate all absence management processes, including calculations, reporting, medical referrals, assessments, and associated administration.
• Support the administering and communication of personnel changes (including compensation and benefits data) to the Payroll Department, ensuring timely and accurate updates and notifications to employees.
• Support and lead on the management of cyclical annual processes within the HR Team.
• Support the updating HR policies and procedures.
• Deliver customer service levels aligned to business needs.
• Hold overall responsibility for the status of change management process ensuring timely management of same with a high degree of accuracy and attention to detail.
• Ensure all HR processes are clearly documented and updated, striving to develop improved ways of working within the HR function.
• Actively participate and contribute on HR Team projects including embedding and upgrading of systems, HR process improvement, data cleanups.
• Oversee the management of payment accruals process on a monthly basis for HR Team Po’s/Contracts for Service.

Employee Experience, Engagement & Wellbeing Initiatives

• Coordinate and manage the onboarding process for new hires and deliver a quality and supportive new joiner experience.
• Own and manage the Starters, Movers, Leavers processes to ensure timely management of system access, provisions and return of equipment as appropriate.
• Partner with Business Colleagues (including ICT, Fleet, Health & Safety & Learning & Development) to continuously monitor, review and improve our joiner and leaver processes.
• Own and manage the provision and deactivation of Office access cards in line with starters/leavers processes.
• Support the management and provision of stock levels for New Hire Starter Packs.
• Co-ordinate and host our new hires, from pre-commencement, HR Orientation and our formal quarterly Group Induction programme.
• Coordinate and deliver employee engagement and wellbeing initiatives on behalf of the HR Team.Act as a representative of the HR Team on our Diversity, Equity and Inclusion Committee.

HR Data Integrity & Systems

• Support the embedding and training of HR IT Systems and support improved utilisation within the business.
• Manage reporting requirements and correspondence for our performance management software.
• Responsible for improved data integrity and records management across all HR systems.
• Support in the management and upkeep of personnel files and other HR related files and processes.

Talent / Recruitment

• Support HR and Business Managers to deliver staffing requirements to the business and ensure talent pipeline is leveraged through networks, professional recruitment providers, promotional activity etc.
• Manage the recruitment lifecycle. Lead and coordinate the recruitment and selection processes reflecting best practice and compliance with legislation and our diversity and inclusion strategy.
• Provide administrative support for the Graduate Programme, including organising Assessment Centres and conducting early screening assessments.
• Build our presence as an employer of choice across careers events and social media and continue to promote Forestry as a successful and fulfilling career among second level education.
• Develop and build key relationships with external recruitment providers.
• Prepare and issue contracts of employment and change of status documentation.
• Support the administration and compliance of immigration supports on behalf of Coillte.

Behavioural Competencies

• Organisational Skills: Exceptional organisation skills, good use of systems and structured processes to manage work and stay organised.
• Accountability & Owership: Personal credibility with an ability to own decisions whilst maintaining discretion and confidentiality.
• Collaboration Skills: Works well with others, contributes to team goals, and values different viewpoints. Excellent interpersonal, influencing and advocacy skills to build effective relationships with staff, managers and external parties.
• Adaptability: Handles change well and helps others adapt. Proven ability and track record in working in a fast paced and dynamic work environment.
• Results Orientation: Drives team results and tracks performance.
• Problem Solving: Anticipates problems arising and seeks to understand the route causes, creates solutions and improve processes.
• Time Management & Prioritisation: Ability to manage multiple priorities effectively and supports team goals.
• Communication skills: Excellent verbal and written skills. Communicates confidently across the business, adapts messages for different audiences, and encourages open conversations.

Desired Technical/Professional Competencies

• Education: Third-level qualification in Human Resource Management (ideally NFQ Level 7).
• Experience: Minimum 3 years’ experience working in a similar HR/ Talent Aquisition role in a commercial operation.
• Professional Membership: CIPD membership at Associate level is desirable for this role.
• Time Management: Strong planning and numerical skills with experience of working to tight deadlines
• HR Expertise: Three years’ experience HR shared services environment with demonstrated accuracy and attention to detail
• IT Skills: Demonstrate advanced IT skills particularly Microsoft Suite & keeps abreast of ongoing IT developments.
• HR Systems: Experience working with HR Management Systems including Applicant Tracking Systems
• HR best practice: Strong understanding demonstrated
• Verbal and Written Skills: Strong report writing and numeracy skills

Applications

Closing date for applications is 12 noon, Monday, 14 September 2026.

Coillte is proud to be an equal opportunities employer. We are committed to providing an inclusive and diverse workplace for all which builds upon our core values and fosters a positive work environment where EVERYONE can bring their true self to work and achieve their full potential.

If for any reason you would like us to make any supports or accommodations to help you in making your application please contact us at [e-mail]

Your application details will be stored for a period of 14 months in line with the Data Protection Act 1988, Amended 2003, and the General Data Protection Regulation (Regulation (EU) 2016/679, and used solely for the purposes of your application for employment within the Company. For more information on the processing of your personal data please see our Data Protection Policy and Privacy Policy.