HR Administrator

Job Description The Job Description is that of Assistant Staff Officer (Grade IV). The appointee may be assigned to a range of duties and roles and will be responsible for providing such services of an executive, supervisory and advisory nature as requested. This role is an integrated role that should provide integrated support across HR operations and disability inclusion by managing key personnel processes while serving as the central point of contact for Mental Health, Disability and Well-being matters. This role ensures compliance with HR best practices, promotes an inclusive work and learning environment, and supports the IADT’s legal and ethical obligations under employment and disability legislation. Further details on the initial Role and Responsibilities, to include the generic Job Description are set out below (Appendix 1).

Reporting to the Human Resource Officer or nominee key areas of delegated responsibility include but are not limited to: 1. Disability and Mental Health Liaison 1. Act as a confidential point of contact within the HR Office for employees disclosing a disability or mental health condition. 2. Coordinate reasonable accommodations and access to supports, ensuring compliance with relevant legislation (e.g., Equality Acts, Disability Acts, and Sick leave Provisions). 3. Organise Occupational Health appointments for staff and support them with information on Employee Assistance Programme (EAP) and other supports that they may require. 4. Notify line managers, and provide admin support in the engagement of external specialists to support staff with physical, sensory, learning, or mental health disabilities.

5. Work together with other stakeholders to Advocate for inclusive practices and accessibility across physical spaces, systems, and communications. 2. Staff Wellbeing & Mental Health Promotion 1. Champion mental health and wellbeing across the IADT through supporting the STLDO in the administration of education, awareness campaigns, and resources (e.g., Mental Health Week, webinars, workshops). 2. Monitor and promote uptake of wellbeing services such as the EAP, wellness events, and psychological support resources. 3. Assist in developing and reviewing wellbeing policies and interventions, including stress management, return-to-work support, and mental health leave. 4. Liaise with staff networks or committees (e.g., Equality, Diversity & Inclusion groups) on wellbeing-related initiatives.

3. Personnel Records & HR Compliance 1. Maintain and secure all personnel records (online/offline) in compliance with data protection laws and organizational policy. 2. Manage records in systems such as CoreHR, e-Recruit, and personal files; oversee archiving and destruction of records per retention schedules. 3. Process documentation including employment verifications, social protection forms, and mortgage references.

4. Recruitment, Onboarding & Induction 1. Support inclusive recruitment by ensuring job descriptions, adverts, and selection processes are accessible and bias-aware. 2. Coordinate recruitment administration, issue offer letters, and prepare contracts in accordance with employment law. 3. Support onboarding with emphasis on inclusive practices, disability supports, and staff wellbeing. 4. Organize progressive induction programmes including health, safety, and wellbeing briefings.

5. Absence Management & Return to Work 1. Administer sick leave procedures, track absences, and process medical certificates. 2. Liaise with line managers, Occupational Health, and staff to coordinate return-to-work plans, including phased returns and accommodations for mental health recovery. 3. Manage claims and correspondence with the Department of Social Protection.

6. HR Systems, Reports & Communications 1. Update HR systems (e.g., CoreHR, HR Interact) with accurate and timely staff information. 2. Produce management reports on workforce data, absence trends, and wellbeing metrics. 3. Develop and disseminate accessible HR communications on policies, procedures, and supports. Person Specification The successful candidate will be able to demonstrate that they have necessary skills, experience and capacity to work with staff and clients of the Institute to ensure the timely delivery of quality services under general supervision only. The appointee will have the following key competencies: 1. Empathy and Emotional Intelligence 2. Integrity and Discretion 3. Inclusive Communication 4. Policy Awareness and Compliance 5. Initiative and Problem Solving 6. Collaboration and Influence 7. Data Handling and Reporting Accuracy

Essential Academic Qualifications, Professional Experience and Specific Personal Qualities: Applicants for this position must have: 1. Have the requisite knowledge, skills and competencies to carry out the role. 2. Be capable and competent of fulfilling the role to a high standard. 3. 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 can be assessed as being of a comparable to Leaving Certificate standard or equivalent or higher or have appropriate relevant experience which encompasses equivalent skills and expertise. Health: Each candidate shall be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. *Individuals applying on the basis of an approved equivalent qualification must submit a detailed case supported by full documentation justifying their contention that their qualifications are or have been adjudged to be the equivalent of the standards set out above. Where English is not the first language of the applicant, they must possess fluency in written and spoken English. All programmes and work are conducted through English. Where formal certification of fluency has already been acquired, this must be referred to in your application. Where certification has not been obtained then the applicant should address this competency when completing their personal statement. Desirable: 1. Qualification in Human Resources, Occupational Health, Psychology, Equality Studies, or related field. 2. Experience in HR operations and/or wellbeing, mental health, or disability support. 3. Knowledge of employment, equality, disability, and data protection legislation. 4. Strong interpersonal skills with the ability to handle sensitive and confidential matters. 5. Proficient in HR systems and Microsoft Office tools. 6. Experience in public sector, higher education, healthcare, or complex organisations. 7. Mental health first aid certification or training. 8. Understanding of Universal Design and accessible workplace practices. 9. Experience with EAP or wellbeing programme coordination.

Principle Conditions of Service The below information 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 to be agreed with the successful candidate A full statement of Terms & Conditions of employment will be given to the successful applicant in accordance with Terms of Employment (info) Acts 1994 & 2001.

Tenure and nature of the appointment: Subject to the completion of the probationary period, the appointment will be made on a 2 year, fixed term, full-time basis. This will be part funded by the mental health and wellbeing framework funding.

Remuneration: The remuneration of this post will be as authorised by the Minister for Further and Higher Education, Research, Innovation and Science and may be adjusted from time to time in line with Government Pay Policy. Appointments to this post, save in very exceptional circumstances, will be made at point 1 of the salary scale.

The current salary scale (1/03/2025) is: €38,217 - €54,367 per annum. There are 10 points on the scale, including 2 long service increments.

Important Note re. Salary: Entry will be at the minimum of the scale and the rate of remuneration will not be subject to negotiation and may be adjusted from time to time in line with Government pay policy. Subject to satisfactory performance, increments may be payable in line with current Government policy. Different terms and conditions may apply if, immediately before appointment, you are a currently serving public servant in a comparable role. A contributory pension scheme applies. The precise contractual arrangements to apply to an appointee will be outlined in any letter of offer, which may issue because of this competition. Annual Leave Leave will be in accordance with the collective agreements approved by the Minister for Further and Higher Education, Research, Innovation and Science from time to time.

Hours of Work 35 hours per week with flexibility required from time to time.

Travel You may be required to travel from time to time both in Ireland and abroad. IADT Recruitment & Selection Process

How to apply 1. To apply, Candidates must complete the online registration form, where there are online questions that require consideration and the candidate’s response. Candidates must then upload TWO documents in MS Word or PDF format containing their cover letter and CV. Please note that omission of any or part of the requested application documentation in the correct format, as set out below, will render the application incomplete. Incomplete applications will not be considered for the next stage of the selection process. 2. Cover Letter CV Not exceeding 1 A4 page. Letter should detail relevant key competencies and explain how you meet the requirements of the role being advertised. 3. Up to date CV not exceeding 3 A4 pages (See Appendix 1 for Guidance Note and sample CV layout. Applicants are requested to provide details in their CV of their current salary and public service grade (if applicable) along with the following information:

• Educational qualifications, level and awarding institute
• Full employment history to date including key responsibilities
• Professional or other qualifications and experience
• Key professional achievements
• Must provide a minimum of 3 References. References will only be contacted should you reach the next stage of the competition.

The competition details will also be hosted on the PAS website and the IADT website. Only applications submitted online and on time through IADT’s recruitment portal will be accepted into the competition. Note: Where an application received does not comprise all three documents (a), (b) and (c) above, the application will be deemed incomplete and will not be processed.