Business Analyst

This position is responsible for providing expert business analysis and operational support for Beaumont Hospital’s Time and Attendance System (Softworks). The role involves day-to-day system oversight, end-user support, and collaboration with departments to ensure accurate time recording, effective staff rostering, and full compliance with hospital policies, procedures, and employment legislation.

Working closely with the manager, the successful candidate will play a key role in the upgrade to Softworks Version 9, including the management and integrations of data with SAP, the hospital’s central HR and Payroll system. A core part of the role is ensuring premium payments are accurately applied based on correct configurations, clocking’s supporting timely and fair payroll processes. The post holder will also be involved in broader SAP initiatives and ongoing improvement projects aimed at optimising workforce management and system performance. 

The role requires a collaborative and supportive approach to the development of services and structures, embracing continuous change and a strong focus on quality improvement. The post holder will actively contribute to the implementation of necessary changes to help achieve the hospital’s organisational objectives.

A strong commitment to the ethos and purpose of patient care, as well as alignment with the hospital’s vision and values, is essential.

• Provide frontline support for the Time and Attendance system (Softworks) to all service users across the Hospital
• Act as the lead business analyst for the Time and Attendance system, ensuring alignment with hospital operations and staff needs.
• Build and maintain strong working relationships with internal departments and external system providers.
• Monitor system performance, escalate technical issues as appropriate, and coordinate effective resolution with ICT and external vendors.
• Collaborate with the HRIS Manager or Deputy in the planning and implementation of system upgrades, including Softworks Version 9 and associated project tasks.

Testing, Integration, and Maintenance

• Coordinate testing and implementation of new interfaces, upgrades, change requests, and integrations with SAP and other systems (e.g. security, rostering).
• Ensure software functionality, performance, and quality through structured testing and validation processes.
• Provide ongoing system maintenance, including issue resolution, bug fixes, and performance improvements.
• Ensure seamless integration with SAP and auxiliary systems through collaboration with ICT and vendors.

User Engagement, Training, and Support

• Provide guidance and support to employees and managers on time and attendance policies, procedures, and system usage.
• Respond to user queries in a timely manner, ensuring issues are logged, escalated (where required), and resolved in line with Service Level Agreements (SLAs).
• Train users across departments, including the development of training materials, standard operating procedures (SOPs), and delivery of workshops.
• Support the rollout of the system to additional staff groups when relevant.

Rostering and Workforce Compliance

• Liaise with Department Heads to ensure rostering and attendance needs are supported effectively and in line with national policy.
• Work closely with the Medical HR Department to support NCHD rostering, overtime tracking, and compliance with HSE and EWTD (European Working Time Directive) standards.
• Ensure the system accurately captures working hours, overtime, rest periods, and related data in compliance with regulatory and contractual obligations.
• Conduct regular audits of time and attendance records to ensure data accuracy and identify discrepancies.

Reporting and Data Management

• Generate regular and ad hoc reports on attendance, overtime, shift compliance, and leave usage for analysis and decision-making.
• Support the HR team in the preparation of reports and data requests required by the Director of HR, Senior Management Team, the HSE, or other bodies.
• Assist with data collection and analysis to support strategic workforce planning, KPI tracking, and national reporting obligations.
• Contribute to the development and maintenance of documentation related to business processes, system configurations, data flows, and integrations.

Quality Improvement and Change Management

• Embrace a continuous improvement mind set and contribute to the ongoing enhancement of systems, structures, and service delivery.
• Support the implementation of national circulars, guidelines, and local changes within agreed timeframes.
• Participate in HR projects and hospital-wide initiatives related to workforce and technology improvements and any other initiatives that may be assigned
• Assist in internal audits and external reviews, including data submissions to regulatory bodies such as the HSE.
• Be aware of the core objectives, standards and key performance indicators for the service, and contribute to the monitoring of performance against these standards.
• Participate in the requirements of the hospitals accreditation process.
• Participate in the requirements of the hospital’s risk management programme. 
• Work with members of the team in devising Standard Operating Procedures for the development of the Department.
• Play a leading role in ensuring a culture of safety. 

Governance, Compliance, and Organisational Alignment

• Ensure compliance with all relevant Hospital guidelines, policies, procedures, GDPR, and relevant legislation and regulatory requirements.
• Support the development of action plans and project documentation for key system and process changes.
• Develop and maintain yearly audit plans for HR analytics and relevant audits are completed.
• Represent the HR department at internal and external stakeholder meetings as required.
• Demonstrate a strong commitment to the ethos of patient care, and actively contribute to Beaumont Hospital’s vision, mission, and values.

Communication

• Facilitate effective communication with the Senior Executive Team, HR colleagues, Committees, Beaumont staff and their representatives, and other relevant internal and external stakeholders.
• Maintain a professional and courteous manner when dealing with all staff, ensuring issues are addressed respectfully and efficiently.
• Deliver presentations and communicate effectively with team members to educate and inform them on system strategies, enhancements, and best practices that support the hospital’s operational goals.
• Manage incoming queries directed to the HRIS or wider HR team—assess, triage, record, and ensure timely follow-up or escalation as appropriate.
• Foster strong cross-departmental collaboration to ensure a consistently high-quality, customer-focused service is delivered across the hospital.
• Carry out additional duties as reasonably assigned by the Director of HR (DHR), including tasks related to the wider functions of the HR Directorate.

Training

• Develop and implement training plans and competencies for key staff across the hospital in relation to SAP /Time and Attendance and other HRIS systems.
• Ensure all relevant staff are trained, confident, and fully competent in using HRIS functions to carry out their responsibilities effectively.
• Monitor training effectiveness, including verification and post-training assessment to ensure knowledge retention and practical application.
• Support the creation and delivery of system documentation, training manuals, and SOPs to standardise processes and improve user capability.

Data Integrity and Auditing

• Prepare and maintain audit documentation, ensuring the accuracy and completeness of all HRIS-related data and reports.
• Develop and manage an annual audit plan for HR analytics, including system data, workforce reports, and compliance tracking.
• Support completion of audits related to budget, staffing, time and attendance, and regulatory requirements.
• Ensure timely, accurate, and transparent communication of audit findings and data across relevant departments and hospital sites.
• Promote data integrity by conducting regular checks and aligning auditing activities with data governance and quality assurance standards

The above requirements provide a broad outline of the duties and responsibilities attached to the position as currently envisaged. The post holder may be required to perform other duties as appropriate to the post which may be assigned from time to time, and to contribute to the development of the post while in office.

Mandatory:

1. Professional Qualifications, Experience, etc

(a) Eligible applicants will be those who on the closing date for the competition:
(i) Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other
statutory health agencies, or a body which provides services on behalf of the HSE
under Section 38 of the Health Act 2004.

Or

(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of
subjects in the Department of Education Leaving Certificate Examination, including
Mathematics and English or Irish1. Candidates should have obtained at least Grade
C on higher level papers in three subjects in that examination.

Or

(iii) Have completed a relevant examination at a comparable standard in any equivalent
examination in another jurisdiction.

Or

(iv) Hold a comparable and relevant third level qualification of at least level 6 on the
National Qualifications Framework maintained by Qualifications and Quality
Ireland, (QQI).
Note1:

Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level
paper is not acceptable.

Candidates must have achieved these grades on the Leaving Certificate Established programme
or the Leaving Certificate Vocational programme.

The Leaving Certification Applied Programme does not fulfil the eligibility criteria.

and

(b) Candidates must possess the requisite knowledge and ability, including a high standard of
suitability, for the proper discharge of the office.

2. Age

Age restriction shall only apply to a candidate where s/he is not classified as a new entrant (within
the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004). A
candidate who is not classified as a new entrant must be under 65 years of age on the first day of
the month in which the latest date for receiving completed application forms for the office occurs.

3. Health

Candidates for and any person holding the office must be fully competent and capable of
undertaking the duties attached to the office and be in a state of health such as would indicate a
reasonable prospect of ability to render regular and efficient service.

4. Character

Candidates for and any person holding the office must be of good character.

Desirable

Sound knowledge of HR practices and policies or equivalent.

Knowledge of Project Implementation Strategies.

Technical Skills: Proficiency with time and attendance software (e.g., Softworks) and or HRIS systems e.g. (SAP). 

Attention to Detail: Ability to accurately record and maintain data, identify discrepancies, and ensure compliance. 

Communication Skills: Excellent written and verbal communication skills for interacting with employees and managers. 

Problem-Solving Skills: Ability to troubleshoot system issues and resolve discrepancies. 

Organizational Skills: Ability to manage multiple tasks, prioritize work, and meet deadlines. 

In-depth familiarity with advanced MS Office Suite.

Proven experience utilising business intelligence tools to develop comprehensive reports and dashboard.

Experience in a healthcare or hospital environment.

Experience supporting or leading a system upgrade or module rollout.

Project Management Experience.

Relevant 3rd level qualification or equivalent in IT, HR, Computer Science, etc.

Knowledge of statistics and probability.

Skills/ Competencies

Excellent communication and interpersonal skills

Embracing the Change Agenda

Vendor Support Management

Written/numerical/analytical skills

Self-starter with strong organisational skills and the ability to balance multiple priorities

IT Skills – HR systems and MS Office

Planning, organising and co-ordinating

Ability to work on own initiative

Integrity, trustworthy and professional role mode

Influence people and events

Adaptable and flexible

Team Player