Internships take place in Dublin, London and Edinburgh offices.

 

The process in Dublin is managed by the HR Intern based in Dublin. The UK Office Administrator and Intern manage the Internship programme in UK.

 

We liaise and build relationships with universities, schools and placement agencies, by briefing about the Abbey Group and what we can offer students.

 

Applications generally come to the HR Department1 email, hrdepartment1@abbey.ie from advertising on Gumtree, Internshipmapper and Erasmus.org. Or the HR Director Helen Murphy’s email is listed on Abbey Group Website Careers section. Applications can also come through the various info@abbey generic email address and these should be forwarded to hrdepartment1@abbey.ie 

 

PROCESS

• We screen all applications to determine suitable candidates for the different departments as per the relevant Placement Chart for the year.

• All Hiring Managers have access to this chart so they can plan /check the progress on their area and advise the HR Team accordingly.

• CV’s are reviewed on the basis of previous experience, studies, language and duration of the Internship required.

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       Eligibility / Requirements

• Students must be enrolled (for the entire duration of their Internship) with a college/university or else the Internship must be compulsory and/or part of their curriculum or an educational program.

• Internships are for a minimum of 4 months and a maximum of 11 months. (under special circumstances students may be allowed to do their internship for a shorter/longer period) however this must be discussed and agreed by HR & the dept. manager.

• Students must have an excellent level of the language required by the dept., if the student is for the language dependent dept. i.e. German, French, FIT and the Meds, they must be native speakers/ or fluent in the languages with a good level of the English language.

 

For non-language dependent depts., i.e. HR, Conference & Events, English Speaking Mkts, IS, Accounts, Business Development, Contracting, Operations, Accommodation, Moloney & Kelly students must be fluent in the English language - if in doubt of their language skills, the HR Intern/ Administrator will set a short phone interview to confirm (this is not a formal interview, it’s a telephone conversation to determine student’s language abilities).

 

We send interested students the relevant job specification and Internship overview.

 

If students are interested and suitable when the dates are agreed and interview(s) have been done, we then send an Internship Offer. Once student accepts the offer -> They will then receive an Internship Agreement.

Once the student returns their signed agreement, HR updates the Placement Chart and can complete any forms that may be required for university / Erasmus, Visa requirements etc.

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• HR responds to the student with a thank you and welcome email, including the name of the Facebook group – ‘Abbey Ireland and UK Trainees’ and advises that they can request to join. Attaching a Welcome to the Abbey Group document.

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2-3 weeks prior to the Internship Start date - HR advises the relevant manager to make contact with their student(s) to confirm details with their students prior to their arrival.

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Managers to cover – What to expect, who to meet, where to go, what to wear, when to arrive.

 

ARRIVAL AND ONBOARDING

• For Dublin, Reception receives a list every month of new trainees, who will arrive in the next month, which includes Intern projected start dates & dept.

• When the student arrives at reception, reception will contact the Manager.

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       Manager welcomes the trainee and,

• Does a walk round & introduces the trainee to all departments

• Shows the Intern how to use the Intranet and where to find the Intern Handbook, Employee Handbook-Guide to a Better Partnership and the Health & Safety Handbook

• Advises the Intern that they need to complete the Staff Personal Details Form also on the main Intranet page ( or they can’t receive a payment)

• Asks trainee to email HR with details of their address to obtain a PPS Letter.

• Manager emails Accounts to ensure the Intern will be on the Payroll

       (Enda for Abbey Ireland/Dublin, Joy for Moloney & Kelly and UK)

 

• HR prepares Starter to do list, Welcome the student, provide information on the Welcome Pack, on Income Tax registration etc.

• HR - change student status from Confirmed to in-house on Student Status Chart

• In Dublin, HR arranges a suitable time with student to take photo, ask how they are settling in. This will be the Manager/Jamie for Scotland and Jennie for London

• HR to arrange newcomers’ lunch at the Brazen Head for Dublin (for all new trainees).

• HR to arrange Induction Presentation for all new starters.

• HR checks the activity in the Facebook Group on a regular basis.

 

DEPARTURE

• Prior to Departure it should be ensured that the Student has received an invitation and opportunity to attend / view the Workplace Skills Presentation.

• Remind Trainee to fill in the Exit Form via TMS/Maintain Employee Details/Trainee Exit Form

• Make sure student has received a reference letter from their Manager – which HR saves to the Intern’s file.

• Fill and sign all necessary documents (such as University or Erasmus contracts) if required from student.

• HR change the status from In house to Completed in Student Status Chart.

       > Recruit the replacement  as required > process is continual and should be continually reviewed by Managers to ensure the requirement is there and allocation is correct.

 

Managers need to keep HR/Placement Administrators informed regarding Intern holidays if they will be leaving their holidays to take them at the end of the placement and if their last day in the office will be earlier than their actual finish date.

 

Ideally there should be one week crossover to allow for training, passing of knowledge from one Intern to the next.

 

There are pre-printed cards available for managers to use to thank Interns for their time and wish them well. If you need one in Dublin these can be found in the HR area. There is an Abbey branded hoodie available for each Intern upon completion of their internship which the manager can collect from HR.

 

HR Intern writes a ‘Farewell & Thanks’ post on Facebook.