Corporate Services Administrator

The Position: Corporate Services Administrator

This is a full-time position at Grade V within IADT, reporting to the Head of Governance and working under the direction of the Governance Lead, and in collaboration with the Data Protection Officer (DPO), where applicable.

The role is part of the Governance Unit and provides administrative and operational support across data protection, risk management, and data management activities. The post-holder will support the coordination, maintenance, and tracking of processes and documentation to ensure compliance with regulatory requirements and alignment with institutional governance frameworks.

The Governance Lead retains responsibility for governance frameworks, risk oversight, and compliance assurance, while the Data Protection Officer retains responsibility for statutory data protection advice and oversight. This role supports the delivery of these functions through structured administrative and coordination activities.

About Us

The Institute of Art, Design and Technology (IADT) is a leading higher education institution, widely recognised for excellence in creative, cultural and technological education. The Institute has built a strong reputation for innovation, collaboration, and industry engagement, supporting a vibrant academic community and a distinctive student experience.

IADT is firmly committed to the principles of good governance, transparency, accountability, and public trust. These values underpin all aspects of the Institute's operations and decision-making, ensuring effective stewardship of resources and sustained progress towards its academic mission and strategic objectives.

For further information on the Institute, please see .

Targeted Enhancement Fund (TEF)

IADT is in receipt of Higher Education Authority funding through the Targeted Enhancement Fund (TEF). This ambitious plan of action responds to our strategic vision to be Ireland's university for the creative industries, and a commitment to completing the programme of transformation commenced under earlier funding from the HEA, underpinned by IADT's leadership in the European University "FilmEU."

Our objectives are to:

• Support the evolution of the Institute towards university status.
• Transform engagement with communities and industry.
• Deliver an enhanced Education Model and Education for Sustainable Development Action Plan.
• Develop digital-first capacity and commitment.
• Ensure effective oversight, delivery and implementation of the Strategic Plan and Performance Agreement.

TEF work is carried out in the Planning and Programme Management Office, Strategy and Communications Office, Academic Planning Office, Governance Unit, Information Services, and other functional areas and departments across IADT.

The Digital Systems Integration role is funded under TEF.

Overview of the Role

The Corporate Services Administrator will provide administrative and coordination support across three key areas:

• Data protection processes and documentation.
• Institutional risk management records and reporting.
• Data and records management practices.

The role focuses on maintaining accurate records, supporting structured processes, tracking actions and deadlines, and ensuring relevant information is available to support oversight, reporting, and compliance activities.

The post-holder will work with stakeholders across the Institute to support consistent and effective administrative practices in relation to governance, risk, and data handling.

Key Responsibilities1. Data Protection Administration

• Provide administrative support for data protection processes in line with established procedures and guidance.
• Maintain and organise key documentation, including Records of Processing Activities (ROPA), data registers, and related records.
• Support the coordination and tracking of data protection activities and actions.
• Assist in collating information required for data protection reviews, reporting, or compliance checks.
• Ensure documentation is complete, up-to-date, and securely maintained.
• Escalate queries, risks, or complex matters to the Governance Lead and/or Corporate Secretary as appropriate.

2. Data Subject Rights Requests (Non-FOI)

• Coordinate and administer data subject rights requests (e.g. access, rectification, erasure).
• Liaise with departments to retrieve relevant records in a timely manner.
• Track and monitor requests to ensure adherence to statutory deadlines.
• Maintain accurate logs, tracking systems, and supporting documentation.
• Prepare draft materials to support responses for review by the Governance Lead or DPO.
• Escalate complex or sensitive cases as required.

3. Data Incident and Breach Administration

• Maintain the central register of data incidents and breaches.
• Support the documentation and tracking of incidents and follow-up actions.
• Assist in gathering information required for internal review and reporting.
• Monitor timelines and ensure actions are recorded and progressed.
• Escalate incidents to the Governance Lead and/or DPO in line with procedures.

4. Risk Management Administration

• Provide administrative support to the operation of the Institute's Enterprise Risk Management (ERM) processes.
• Maintain and update risk registers and associated documentation as directed.
• Coordinate inputs from departments relating to risk identification, updates, and mitigation actions.
• Track progress of risk treatment actions and follow up with stakeholders.
• Assist in the preparation of routine risk reports and summaries.
• Ensure records support governance oversight and reporting requirements.

5. Data Management and Records Administration

• Maintain structured records relating to data management and information governance.
• Assist in maintaining data inventories, records management schedules, and related documentation.
• Support the organisation and control of documentation relating to data classification, retention, and storage.
• Promote good administrative practices in data handling, consistency, and record keeping.
• Assist in coordinating information required for data-related audits or reviews.
• Ensure records are maintained securely and in line with institutional standards.

6. Documentation and Records Control

Maintain key governance-related documentation, including:

• Records of Processing Activities (ROPA).
• Data protection documentation (e.g. DPIAs – tracking and storage).
• Risk registers and logs.
• Data sharing agreements (register/record only).

Additional responsibilities:

• Ensure all documentation is accurate, version-controlled, and securely stored.
• Support audit readiness through well-maintained records.

7. Policy and Procedure Support

Provide administrative support for the development and review of policies and procedures related to:

• Data protection.
• Risk management.
• Data and records management.

Additional responsibilities:

• Ensure documents are formatted, tracked, and maintained in line with governance standards.
• Coordinate review timelines and maintain version control.
• Escalate delays or inconsistencies to the Governance Lead.

8. Training and Awareness Support

• Support the coordination of training and awareness activities.
• Assist in preparing guidance materials, templates, and communications.
• Maintain records of training activities where required.
• Provide logistical and administrative support for awareness initiatives.

9. Audit, Reporting and Compliance Support

Support audits and reviews by:

• Gathering documentation.
• Tracking actions and responses.
• Maintaining audit logs.

Additional responsibilities:

• Assist in tracking implementation of agreed actions.
• Prepare administrative reports and summaries for the Governance Lead.

10. Stakeholder Engagement

Act as a point of contact for administrative queries relating to:

• Data protection processes.
• Risk reporting processes.
• Data and records management practices.

Additional responsibilities:

• Liaise with internal stakeholders to gather information and support compliance processes.
• Refer complex or policy-related queries to the Governance Lead or DPO.

11. General Duties

• Provide administrative support within the Governance Unit.
• Undertake duties assigned by the Head of Governance or Governance Lead.
• Contribute to the continuous improvement of administrative processes.

Role Boundaries and Accountability

This role is administrative and operational in nature.

• The Governance Lead retains responsibility for governance frameworks, risk oversight, and institutional assurance.
• The Corporate Secretary, who is also the Data Protection Officer (DPO), retains responsibility for data protection advice, interpretation, and statutory compliance oversight.
• The FOI Officer retains responsibility for FOI statutory processes.

The post-holder is responsible for:

• Administration and coordination of processes.
• Maintenance of records and documentation.
• Tracking actions, deadlines, and compliance activities.
• Escalation of issues, risks, and complex matters.

The role does not carry responsibility for:

• Policy decisions.
• Legal interpretation.
• Governance assurance.

Working Relationships

• Governance Lead – direction, oversight and escalation.
• Corporate Secretary – overall leadership and statutory data protection expertise.
• Data Protection Officer (DPO) – statutory data protection expertise.
• FOI Officer – coordination where information governance overlaps.
• Internal departments – information gathering and process support.

Person Specification

The successful candidate will demonstrate:

• Excellent administrative and organisational skills with the ability to manage multiple priorities and deadlines.
• Excellent attention to detail and commitment to accuracy.
• Strong written and verbal communication skills, including the ability to draft reports, briefings and formal correspondence.
• Strong analytical and research skills.
• Ability to work independently while contributing effectively within a team environment.
• Strong interpersonal and stakeholder engagement skills.
• A high degree of professionalism, discretion and confidentiality.
• A commitment to good governance, transparency and public service values.

Essential Academic Qualifications, Professional Experience and Specific Personal Qualities

Applicants must:

• Have the requisite knowledge, skills and competencies to carry out the role.
• Be capable and competent of fulfilling the role to a high standard.
• Have obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (Higher, Ordinary, Applied or Vocational programmes), or equivalent, or have passed an examination at the appropriate level within the QQI qualifications framework which is comparable to Leaving Certificate standard or higher, or have relevant experience demonstrating equivalent skills and expertise.

Equivalence Clause

Applicants relying on an equivalent qualification must submit a detailed case with supporting documentation demonstrating that their qualification is equivalent to the required standard.

Health

Candidates must be in a state of health indicating a reasonable prospect of rendering regular and efficient service.

English

Where English is not the applicant's first language, applicants must demonstrate full fluency in written and spoken English, as all programmes and work are conducted through English.

Applicants with formal English language certification should include details in their application.

Where no formal certification has been obtained, applicants should provide evidence of proficiency within their personal statement.

DesirableQualifications

• Level 8 qualification (NFQ) in Governance, Public Administration, Business, Law, Information Management or a related discipline.

Experience

Experience in one or more of the following:

• Policy coordination and review.
• Governance or compliance administration.
• Freedom of Information administration.
• Governance reporting or committee support.
• Risk management administration.
• Records management.
• Public sector or higher education administration.

Knowledge

• Irish Freedom of Information legislation.
• Governance and accountability frameworks.
• Public sector governance arrangements.
• Higher education governance structures.

Other

• Experience using document management systems, registers or case management systems.
• Experience supporting governance committees, working groups or institutional reporting processes.

Principal Conditions of Service

The information below represents the principal conditions of service and is not intended to be a comprehensive list of terms and conditions of employment, which will be set out in the employment contract.

A full Statement of Terms and Conditions of Employment will be provided to the successful applicant in accordance with the Terms of Employment (Information) Acts 1994 and 2001.

Tenure and Nature of Appointment

The appointment is on a fixed-term basis until 31 December 2028, in accordance with Higher Education Authority (HEA) guidelines governing self-funded posts within the higher education sector.

The tenure of the role is directly linked to the availability of confirmed non-core funding (TEF) and the continuation of the associated programme of work.

The successful candidate will serve a probationary period in line with IADT policies. Confirmation of appointment is subject to satisfactory performance during this period.

In accordance with the Protection of Employees (Fixed-Term Work) Act 2003, the fixed-term nature of this contract is based on the specific funding stream supporting the role and the time-bound programme of work.

It is not expected that this post will be renewed beyond 31 December 2028.

Nothing in this appointment implies entitlement to a contract of indefinite duration where the objective grounds relating to funding and institutional need continue to apply.

Remuneration

Salary is authorised by the Minister for Further and Higher Education, Research, Innovation and Science and may be adjusted in line with Government Pay Policy.

Appointments will normally be made at Point 1 of the salary scale.

Current salary scale (from 1 June 2026):

€52,763 – €63,107 per annum

There are 7 salary points, including 2 long service increments.

Important Salary Note

• Entry is at the minimum of the scale.
• Salary is non-negotiable.
• Increments are subject to satisfactory performance and Government policy.
• Different terms and conditions may apply to current public servants in comparable roles.
• A contributory pension scheme applies.
• Contractual arrangements will be outlined in the letter of offer.

Annual Leave

Annual leave will be in accordance with collective agreements approved by the Minister for Further and Higher Education, Research, Innovation and Science.

Hours of Work

35 hours per week, with flexibility required from time to time.

Travel

The successful candidate may be required to travel within Ireland and internationally from time to time.