Human Resources Administrator

Starting Salary: €37,919

Point of entry on this salary scale may differ from the minimum point of the scale if the successful candidate is a current public or civil servant.

Employing Authority: Grangegorman Development Agency

Office Location: Floor 4, Park House, 191 North Circular Road, Dublin 7

Working Hours: 35 hours per week

Blended / Agile / Remote Working: Blended Working Policy in place, available subject to role requirements

Annual Leave: 23 days

Tenure: 5-year Fixed Term Contract

Other Benefits:

• Professional development and supported learning opportunities

• Annual health check and flu vaccination

• Employee wellbeing initiatives

• Generous public sector pension scheme

• Tax-efficient travel schemes (Bike to Work and TaxSaver)

• Team development events

Principal Duties

The Human Resources Administrator is a key contributor to the smooth and efficient operation of the HR function. Reporting to the Head of People and Engagement and working in close partnership with the HR Manager, this role provides high quality and confidential administrative support across all areas of the employee lifecycle.

With responsibility for maintaining accurate HR systems and employee records, the Administrator ensures operational excellence in day-to-day HR processes. Acting as a trusted first point of contact for staff and managers, they play a central role in fostering a positive employee experience and supporting the smooth running of HR operations.

Key Responsibilities

HR Administration & Systems:

• Maintain accurate employee records on the Time Management System (TMS), HR SharePoint and any other relevant systems, ensuring documentation is up to date and compliant with internal policies and legal requirements.

• Ensure master employee data records are consistently updated, accurate, and efficiently communicated to Finance as required.

• Administer the Desk Booking system (currently Ronspot) and provide support to staff using the platform.

• Ensure all HR data is managed in line with GDPR and confidentiality requirements.

• Generate and analyse regular reports (e.g. attendance, sick leave, annual leave), sharing trends and themes and escalating concerns as required.

• Manage the administration of all leave types (annual, sick, parental, flexi, etc.) and ensure accurate tracking and reporting.

• Support payroll processing by preparing, verifying, and communicating payroll-related changes in coordination with the Finance Department.

• Assist in internal HR audits and maintain transparent, up-to-date audit trails.

• Provide administrative support for HR-related procurement and payment processes.

• Support the maintenance and accessibility of the Employee Handbook, ensuring approved updates are implemented promptly and the most current version is shared with staff and referenced in HR communications.

• Regularly review HR policies and procedures and draft updates and amendments as required.

• Maintain and regularly update HR content on the intranet, ensuring information is accurate, up to date, and aligned with current policies and practices.

Recruitment & Onboarding:

• Coordinate end-to-end recruitment activities, including scheduling interviews, communicating with candidates, and preparing documentation.

• Liaise with the Public Appointments Service, Communications team and recruitment agencies (where required) to ensure job advertisements are posted appropriately.

• Conduct reference and qualification checks for preferred candidates.

• Participate in interview panels or act as an HR observer when required.

• Manage the Employee Induction Programme, ensuring all onboarding materials are up to date and induction processes are completed.

• Collaborate with Hiring Managers to ensure smooth and structured onboarding experiences for new hires.

• Set up new employees on internal systems (e.g. TMS, Ronspot), calculate pro-rated leave, employee assistance programme, ergonomics assessment and deliver basic systems training.

• Ensure the organisational chart and job description library is updated.

Employee Experience & Training:

• Provide administrative support for staff training and development initiatives, including booking courses, obtaining approvals, and maintaining training records.

• Coordinate the Transition Year (TY) Work Experience Programme (and other work experience programmes as required), organise staff engagement events (e.g. away days, webinars etc.).

• Contribute to internal communications by gathering content for the monthly staff newsletter.

• Support the implementation of employee engagement strategies to promote a positive, inclusive, and values-led workplace culture.

• Support the execution and data reporting of the Employee Engagement Survey to drive insights and improvement initiatives.

• Support the administration of the Performance Management Development process (PMDS).

Governance & Reporting:

• Take minutes for relevant Board sub-committees when required and assist in the preparation of reports and documentation.

• Ensure compliance with HR policies and procedures, offering guidance to staff on routine queries.

• Continuously document HR processes and recommend improvements to improve impact and efficiency.

• Provide data for monthly reports on workforce metrics and trends.

• Support with the administration of Employee Relations Matters as required.

Employee Offboarding:

• Support with employee/secondee exit interviews as required, including reporting on trends and themes impacting retention.

• Responsible for the coordination of employee off boarding in conjunction with Finance and IT.

The functions and responsibilities assigned to this position are based on the current stated role and may be changed from time to time. The person appointed requires the flexibility to fulfil other roles and responsibilities at a similar level within the GDA.

Candidate Requirements

Candidates shall on the latest date for receipt of completed application forms have the following:

Essential Requirements:

• Minimum QQI Level 7 qualification in a relevant discipline.

• CIPD qualification (full or part).

• At least 2 years of HR administration experience, preferably within the public or not-for-profit sector.

• Proficiency in Microsoft 365 (particularly Excel, Word, and Outlook) and SharePoint.

• Strong data management, reporting, and analytical skills.

• Excellent organisational skills, with the ability to prioritise tasks and meet deadlines.

• Strong interpersonal and communication skills, both written and verbal.

• Proven ability to work both independently and collaboratively in a small, dynamic team.

• High level of discretion and commitment to maintaining confidentiality.

Desirable Requirements:

• HR or business qualification (full or part).

• Experience using HRIS, TMS, or other digital HR systems.

Personal Attributes:

• High attention to detail and accuracy.

• Flexible and adaptable in a dynamic working environment.

• Proactive team player with a solutions-focused mindset.

• Ability to manage multiple priorities effectively and calmly under pressure.

Please also refer to the Human Resources Administrator Competencies in Appendix 1 of this booklet.

Eligibility to Compete and Certain Restrictions on Eligibility

Eligible Candidates must be:

• A citizen of the European Economic Area. The EEA (European Economic Area) consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway; or

• A citizen of the United Kingdom (UK);

• A citizen of Switzerland pursuant to the agreement between the EU (European Union) and Switzerland on the free movement of persons; or

• A non-EEA citizen who is a spouse or child of an EEA or Swiss citizen and has a stamp 4 visa; or

• A person awarded international protection under the International Protection Act 2015, or any family member entitled to remain in the State because of family reunification and has a stamp 4 visa; or

• A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state or Switzerland and has a stamp 4 visa.

To qualify candidates must meet one of the citizenship criteria above by the date of any job offer. Candidates who are not citizens of the aforementioned countries must have the necessary permissions to work in Ireland.

Collective Agreement: Redundancy Payments to Public Servants

The Department of Public Expenditure and Reform letter dated 28th June 2012 to Personnel Officers introduced, with effect from 1st June 2012, a Collective Agreement which had been reached between the Department of Public Expenditure and Reform and the Public Services Committee of the ICTU in relation to ex-gratia Redundancy Payments to Public Servants. It is a condition of the Collective Agreement that persons availing of the agreement will not be eligible for re-employment in the Public Service by any Public Service body (as defined by the Financial Emergency Measures in the Public Interest Acts 2009 – 2011) for a period of 2 years from termination of the employment. People who availed of this scheme and who may be successful in this competition will have to prove their eligibility (expiry of period of non-eligibility) and the Minister’s consent will have to be secured prior to employment by any Public Service body.

Incentivised Scheme for Early Retirement (ISER)

It is a condition of the Incentivised Scheme for Early Retirement (ISER) as set out in Department of Finance Circular 12/09 that, retirees, under that Scheme, are not eligible to apply for another position in the same employment or the same sector. Therefore, such retirees may not apply for this position.

Department of Education and Skills Early Retirement Scheme for Teachers Circular

It is a condition of the Early Retirement Scheme that with the exception of the situations set out in paragraphs 10.2 and 10.3 of the relevant circular documentation, and with those exceptions only, if a teacher accepts early retirement under Strands 1, 2 or 3 of this scheme and is subsequently employed in any capacity in any area of the public sector, payment of pension to that person under the scheme will immediately cease. Pension payments will, however, be resumed on the ceasing of such employment or on the person's 60th birthday, whichever is the later, but on resumption, the pension will be based on the person's actual reckonable service as a teacher (i.e., the added years previously granted will not be considered in the calculation of the pension payment).

Department of Health and Children Circular (7/2010)

The Department of Health Circular 7/2010 dated 1 November 2010 introduced a Targeted Voluntary Early Retirement (VER) Scheme and Voluntary Redundancy Schemes (VRS). It is a condition of the VER scheme that persons availing of the scheme will not be eligible for re-employment in the public health sector or in the wider Public Service or in a body wholly or mainly funded from public moneys. The same prohibition on re-employment applies under the VRS, except that the prohibition is for a period of 7 years. People who availed of either of these schemes are not eligible to compete in this competition.

Department of Environment, Community & Local Government

The Department of Environment, Community & Local Government Circular Letter LG(P) 06/2013 introduced a Voluntary Redundancy Scheme for Local Authorities. In accordance with the terms of the Collective Agreement: Redundancy Payments to Public Servants dated 28 June 2012 as detailed above, it is a specific condition of that VER Scheme that persons will not be eligible for re-employment in any Public Service body [as defined by the Financial Emergency Measures in the Public Interest Acts 2009 – 2011 and the Public Service Pensions (Single Scheme and Other Provisions) Act 2012] for a period of 2 years from their date of departure under this Scheme. These conditions also apply in the case of engagement/employment on a contract for service basis (either as a contractor or as an employee of a contractor).

Declaration

Applicants will be required to declare whether they have previously availed of a Public Service scheme of incentivised early retirement. Applicants will also be required to declare any entitlements to a Public Service pension benefit (in payment or preserved) from any other Public Service employment and/or where they have received a payment-in-lieu in respect of service in any Public Service employment.

It is the responsibility of former public or civil servant candidates to ensure their eligibility to apply. Potential candidates who participated in a voluntary severance/redundancy or early retirement programs, received a redundancy payment or are in receipt of a public sector pension, should familiarise themselves with their individual conditions pertaining to public sector re-employment and declare same if applying.

Principal Conditions of Service

Salary

Entry will be at the minimum of the scale and increments may be awarded subject to satisfactory performance and to changes in the terms and conditions relating to salary increments in the Civil/Public Service generally. The rate of remuneration may be adjusted from time to time in line with Government pay policy.

PPC (Personal Pension Contribution) Scale

(for officers who are existing civil or public servants appointed on or after 6 April 1995 or who are new entrants to the civil or public service and who are making a compulsory personal pension contribution).

Executive Officer Standard Scale – PPC:

€37,919 – €39,860 – €40,956 – €43,094 – €45,010 – €46,864 – €48,711 – €50,519 – €52,366 – €54,207 – €56,160 – €57,469 – €59,335 LSI1 – €61,216 LSI2

A different rate will apply where the appointee is a civil or public servant recruited before 6th April 1995 and who is not required to make a Personal Pension Contribution. Other pay and conditions may apply if, immediately prior to appointment, the appointee is a serving civil or public servant.

Important Note:

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. Different terms and conditions may apply if you are a currently serving civil or public servant. Subject to satisfactory performance, increments may be payable in line with current Government Policy. Successful candidates will agree to repay any overpayment of salary, allowances, or expenses in accordance with Circular 07/2018: Recovery of Salary, Allowances, and Expenses Overpayments made to Staff Members/Former Staff Members/Pensioners.

Annual Leave

The annual leave allowance for the position of Executive Officer Grade is 23 days. This allowance is subject to the usual conditions regarding the granting of annual leave in the Civil or Public Service, is based on a five-day week and is exclusive of the usual public holidays.

Hours of Attendance

Hours of attendance will be fixed from time to time but will amount to not less than 35 hours nett per week. The successful candidate will be required to work such additional hours from time to time as may be reasonable and necessary for the proper performance of their duties subject to the limits set down in the working time regulations. The rate of remuneration payable covers any extra attendance liability that may arise from time to time.

Place of Work

The GDA’s offices are currently located at Park House, Grangegorman, Dublin 7. The offices will be such as may be designated from time to time by the Agency to meet the needs of the project and could relocate during the contract to facilitate the work of the Agency. When absent from home and office on duty, appropriate travelling expenses and subsistence allowances will be paid subject to the normal Civil or Public Service regulations.

Tenure and Position

The position of Human Resources Administrator is a full-time 5-year fixed term contract. The provisions of the Unfair Dismissals Acts 1977 – 2007 will not apply to the termination of the contract consisting only of the expiry of the fixed term.

The probationary contract will be for a period of 6 months, this is included and not additional to the specified purpose contract. Notwithstanding this paragraph and the paragraph immediately following below, this will not preclude an extension of the probationary contract in appropriate circumstances.

During the period of your probationary contract, your performance will be subject to review by your supervisor(s) to determine whether you:

(i) Have performed in a satisfactory manner,

(ii) Have been satisfactory in general conduct, and

(iii) Are suitable from the point of view of health with regard to sick leave.

Suspension of Probation

The Agency may suspend the probationary period and, as a result, extend the term of the probationary contract in the following circumstances:

• The probationary period will be suspended if the officer is on Maternity or Adoptive leave.

• The probationary period may, at the discretion of the Department, be suspended where the employee is absent on any other form of statutory or non-statutory leave.

Where the Agency’s ability to assess the officer and/or the officer’s ability to demonstrate their suitability for permanent appointment is compromised by the officer’s absence on leave, the contract period will be extended by the period of leave taken.

Duties

The appointee will be required to perform any duties appropriate to their grade which may be assigned to them. They may not engage in private practice or be connected with any outside business which would interfere with the performance of official duties.