Human Resources Administrator

Salary Scale: Incremental Scale €32,762 to €48,948

Reports to: Employee Relations Manager

Location: The Times Building, 11-12 D'Olier Street, Dublin 2.

Position: Full time

Duration: 2 Year Fixed Term Contract

Job Description

The Human Resources Administrator reports to the Employee Relations Manager and works as part of the HR team. The role provides accurate, timely and confidential administrative support across a range of HR activities, including HR systems administration, recruitment administration, contract and probation administration, employee lifecycle support, routine reporting and HR project administration. The role supports the smooth running of HR processes by maintaining accurate records and data, preparing standard documentation, coordinating routine activity, responding to queries within remit and escalating matters requiring specialist HR advice, interpretation or decision-making.

The role supports the effective administration of HR processes and contributes to the smooth delivery of HR services and procedures in support of the overall IAA strategy. It is an excellent opportunity to develop varied HR administration knowledge and experience in a supportive team environment with opportunities for continued career development

Principal Duties and Responsibilities

• Provide accurate, timely and confidential HR administration across the employee lifecycle, supporting the smooth running of core HR processes within established procedures and approval routes.
• Prepare and issue standard HR documentation using approved templates, such as employment letters, contract addendums, pay review letters, probation letters and routine employee correspondence, escalating non-standard matters for review.
• Maintain accurate employee records, HR files, templates, trackers, checklists, registers and standard operating procedures, ensuring information is up to date, appropriately stored and handled confidentially.

Recruitment administration

• Coordinate recruitment administration, including scheduling interviews, preparing and circulating interview packs, supporting online interview logistics, issuing candidate communications, maintaining recruitment trackers and supporting reference checks as instructed.
• Monitor recruitment mailboxes and support recruitment portal administration, including posting vacancies, downloading CVs for hired employees and maintaining recruitment consent records where applicable.
• Support internship, Transition Year, graduate programme and onboarding administration where required.

HR support and employee lifecycle administration

• Act as a first point of contact for routine HR administration queries, responding within remit, forwarding queries where required and escalating matters requiring HR advice, interpretation or decision-making.
• Support joiner, mover and leaver processes by maintaining checklists, issuing standard documentation, coordinating onboarding and leaver administration and raising related IT, system access and mobile device requests.
• Support retirement administration by coordinating process steps, maintaining retirement-related records, booking retirement courses, issuing reminders where required and supporting retiree-related procurement and documentation.
• Maintain leave and attendance records, including annual leave balances, manual leave adjustments, carryover leave administration, public holiday calendar updates, sick leave records, occupational health administration and timesheet-related administration.
• Support payroll, pensions and reward administration by preparing inputs for review, maintaining trackers and spreadsheets, coordinating routine process steps and assisting with the application of approved changes.

HR systems, data quality and reporting

• Carry out routine HR system updates, data clean-up, course clean-up, contract record clean-up, weekly timesheet calendar rollovers and basic system housekeeping.
• Maintain accurate employee, role, reporting line, leave, contract, allowance and workforce information, flagging anomalies or missing information for review.
• Collate and prepare routine HR reporting inputs for review, including board report data, annual leave balance information, timesheet compliance information, pensions-related reporting inputs and simple ad hoc report requests.

Training, communications, events and administration

• Support training administration, including bookings, attendance records, reminders, evaluation forms, time management training administration and training record maintenance.
• Draft and format routine HR notices and communications for review and approval, coordinate staff communications and update HR SharePoint content where required.
• Provide practical administrative support for HR events, committees and initiatives, including meeting scheduling, room bookings, catering coordination, attendance tracking and action logs.
• Support procurement and budget administration by raising and tracking procurement requests and purchase orders, coordinating supplier communications, supporting invoice queries and maintaining budget trackers for review.
• Provide secretariat, meeting and general HR office support where required, including scheduling meetings, circulating agendas, taking notes, maintaining action logs, scanning, filing, post and ID card administration.

HR projects, process support and knowledge management

• Support HR projects by maintaining project trackers, coordinating agreed administrative actions and assisting with HRMS, TRMS, Active Directory, contract, leave and system clean-up tasks.
• Format, update and maintain approved policies, templates, forms, SOPs and knowledge management records, including review trackers, registers and version control records.
• Maintain organisation chart and workforce administration updates, including changes to roles, grades, reporting lines, team structures, Active Directory records and workforce trackers, flagging anomalies for review.

This job description is not exhaustive, and other duties may be added as the Authority may reasonably require.

Skills and Qualifications

The successful candidate should have the following qualifications and skills:

Required

• A minimum of 1 year’s relevant experience in a busy, service-oriented administrative role, preferably with exposure to HR administration or a similar confidential support environment.
• Proficient in the use of standard office software and communication tools, including Microsoft Office 365, Word, Excel, PowerPoint, Outlook, Teams and SharePoint or similar platforms.
• Strong attention to detail, with the ability to maintain accurate records, check information carefully and follow agreed procedures.
• Excellent organisational skills, with the ability to coordinate routine tasks, manage competing administrative priorities and meet deadlines.
• Clear written and verbal communication skills, with the ability to respond to routine queries within remit and elevate non-routine matters appropriately.
• A clear understanding of the importance of confidentiality, data accuracy and appropriate handling of sensitive information.
• A collaborative and flexible team approach, with the ability to work effectively with HR colleagues, managers, employees and external service providers.
• A proactive and practical approach to work, with the ability to learn systems and processes, identify administrative follow-up actions and flag issues for review.
• Relevant qualification in Human Resources, business administration or a related discipline.
• Experience using HR information systems, databases, recruitment portals or similar administrative systems.
• Experience collating data and preparing routine reports, trackers or spreadsheets for review.
• Recruitment, onboarding, payroll, pensions, training or employee lifecycle administration experience.

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