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

THE IRISH AVIATION AUTHORITY

The IAA is the civil aviation regulator for Ireland. We are responsible for the regulation of safety, security, and consumer interests. Our responsibilities are set out in the framework of applicable global, European, and national legislation/regulation. For more information, please visit our website: About the Irish Aviation Authority (iaa.ie).

Mission: The Irish Aviation Authority regulates to the highest professional standards to ensure a safe, secure, sustainable and consumer-focused civil aviation environment. We support world-class performance and innovation in Irish and global aviation.

Values: Our values reflect what we believe in and how we behave when engaging with each other, our clients and partners, and the society in which we live.

Safety first: We Uphold the highest standards of Civil Aviation safety and security in everything we do for the benefit of aircraft passengers and aviation personnel and in the public interest.

Consumer Focused: We protect the rights of consumers, ensuring a safe, secure and efficient civil aviation experience.

Sustainability: We Support the development of aviation in a sustainable manner that meets the present demands for safeguarding the needs of the future.

Integrity & Accountability: We Act with transparency, fairness and responsibility in all our decisions and actions.

Professionalism : We Maintain the highest levels of expertise, ethics, responsiveness, efficiency and conduct in our work, and we recognise our true strength is in our people.

Collaboration: We Work closely with stakeholders to promote trust, alignment and shared success.

Respect & Inclusion: We Value diverse perspectives and foster an inclusive, respectful workplace and stakeholder environment.

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.

Job requirements

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 escalator 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.

KEY COMPETENCIES REQUIRED FOR EFFECTIVE PERFORMANCE:

People Management: (In regard to working as part of a team)

• Consults and encourages the full engagement of the team, encouraging open and constructive discussions around work issues
• Gets the best out of individuals and the team, encouraging good performance and addressing any performance issues that may arise
• Values and supports the development of others and the team
• Encourages and supports new and more effective ways of working
• Deals with tensions within the team in a constructive fashion
• Encourages, listens to and acts on feedback from the team to make improvements
• Actively shares information, knowledge, and expertise to help the team to meet its objectives

Analysis & Decision Making:

• Effectively deals with a wide range of information sources, investigating all relevant issues
• Understands the practical implication of information in relation to the broader context in which they work– procedures, divisional objectives etc.
• Identifies and understands key issues and trends
• Correctly extracts & interprets numerical information, conducting accurate numerical calculations
• Draws accurate conclusions & makes balanced and fair recommendations backed up with evidence

Delivery of Results:

• Takes ownership of tasks and is determined to see them through to a satisfactory conclusion
• Is logical and pragmatic in approach, setting objectives and delivering the best possible results with the resources available through effective prioritisation
• Constructively challenges existing approaches to improve efficient customer service delivery
• Accurately estimates time parameters for project, making contingencies to overcome obstacles
• Minimises errors, reviewing learning and ensuring remedies are in place
• Maximises the input of own team in ensuring effective delivery of results
• Ensures proper service delivery procedures/protocols/reviews are in place and implemented

Interpersonal & Communication Skills:

• Modifies communication approach to suit the needs of a situation/ audience
• Actively listens to the views of others
• Liaises with other groups to gain co‑operation
• Negotiates, where necessary, to reach a satisfactory outcome
• Maintains a focus on dealing with customers in an effective, efficient, and respectful manner Is assertive and professional when dealing with challenging issues
• Expresses self in a clear and articulate manner when speaking and in writing

Specialist Knowledge, Expertise and Self-Development:

• Displays high levels of skills/ expertise in own area and provides guidance to colleagues
• Has a clear understanding of the role, objectives, and targets and how they support the service delivered by the unit and Department/ Organisation and can communicate this to the team
• Leads by example, demonstrating the importance of development by setting time aside for development initiatives for self and the team

Selection Process

• Shortlisting of candidates, based on the information contained in their application.
• A competitive preliminary interview which may include a presentation.
• Psychometric testing.
• Work sample/role play/media exercise, and any other tests or exercises that may be deemed appropriate.
• A second competitive interview which may include a presentation.
• Garda Vetting

Shortlisting

The number of applications received for a position generally exceeds that required to fill the position. While a candidate may meet the eligibility requirements of the competition, if the numbers applying for the position are such that it would not be practical to interview everyone, we may decide that a smaller number will be called to the next stage of the selection process. In this respect, we provide for the employment of a shortlisting process to select a group who, based on an examination of the application forms, appear to be the most suitable for the position.

This is not to suggest that other candidates are necessarily unsuitable or incapable of undertaking the job, rather that there are some candidates, who based on their application, appear to be better qualified and/or have more relevant experience.

Application documents will be reviewed against shortlisting criteria. The shortlisting criteria may include both the essential and desirable criteria specified for the position. It is therefore in your own interest to provide a detailed and accurate account of your qualifications/ experience in your application.

References

It would be useful if you would begin to consider names of people who would be suitable referees and that we might consult (2 names and contact details). The referees do not have to include your current employer but should be able to provide a reference for you. The referees should be able to provide relatively recent information on your performance and behaviour in a work context.

You may wish to select referees that can provide such information from different perspectives or in different work contexts. Please be assured that we will only contact referees should you come under consideration after preliminary interview stage. Please note, should you be successful at final interview, we will require a reference from your current employer prior to recommendation for appointment.

Successful candidates may be required to complete several clearance processes such as Health and Character Declaration and any other relevant checks required for the particular role.

Other Important Information

The IAA will not be responsible for refunding any expenses incurred by candidates.

The admission of a person to a competition, or invitation to attend interview, or a successful result letter, is not to be taken as implying that the IAA is satisfied that such a person fulfils the requirements or is not disqualified by law from holding the position.

Prior to recommending any candidate for appointment to this position the IAA will make all such enquiries that are deemed necessary to determine the suitability of that candidate. Until all stages of the recruitment process have been fully completed a final determination cannot be made nor can it be deemed or inferred that such a determination has been made. Should the person recommended for appointment decline, or having accepted it, relinquish it, the IAA may at its discretion, select and recommend the candidate who came second for appointment on the results of this selection process.

Applications will be treated in strict confidence. Deeming of candidature to be withdrawn - Candidates who do not attend for interview when and where required, or who do not, when requested, furnish such evidence as the IAA require in regard to any matter relevant to their candidature, will have no further claim to consideration.

Candidates' Obligations

Candidates should note that canvassing will disqualify and will result in their exclusion from the process.

Candidates must not:

knowingly or recklessly provide false information

canvass any person with or without inducements

interfere with or compromise the process in any way

In addition, where a person found guilty of an offence was or is a candidate at a recruitment process, then:

where they have not been appointed to a post, they will be disqualified as a candidate and

where they have been appointed after the recruitment process in question, they shall forfeit their appointment

Salary Rate

The salary range for this role is Point 1 €32,762 to Point13 €48,948.

Probationary Period

The position is subject to a probationary period of 6 months from the date of actual commencement and is subject to the provision of satisfactory performance during that period.

Hours of Attendance

Hours of attendance will be fixed from time to time but will amount to not less than 41 hours gross per week. The successful candidate will be required to work 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.

Annual Leave excluding public holidays is 22 days per annum.

Pension

The successful candidate will on date of joining become a member of the Irish Aviation Authority pension scheme details of which will be communicated to the successful candidate on offer of appointment.

Other Benefits

• Access to cycle to work scheme
• Tax free Bus/ Luas/ Rail to assist with travel costs to and from work
• Access to Employee Assistance Programme
• Access to IAA health and wellbeing initiatives
• Learning and Development opportunities

Location

The IAA is based in the Times Building, 11-12 D'Olier Street, Dublin 2 near Trinity College. We are convenient to all Luas lines; several Dublin Bus routes and are about 5 minutes from Tara Street Railway Station. We are also just minutes from O’Connell Street and St. Stephen’s Green.

Hybrid working arrangements may be agreed in line with IAA Flexible Working policy.

Application

Applications must consist of the following to be considered for shortlisting:

A letter of motivation (max. two A4 pages) outlining why you wish to be considered for the post and where you believe your skills and experience meet the requirements of the position.

Complete applications including a CV and letter of motivation should be received no later than 5pm Tuesday, 1st September 2026.

Candidates should note that eligibility to compete is open to citizens of the European Economic Area (EEA), Switzerland, the UK and those with an IRP with stamp 4. To qualify candidates must be citizens of the EEA, Switzerland, the UK or have an IRP with stamp 4 on the date of application.

The IAA are not in the position to offer sponsorship for this role.

The IAA promotes equity, diversity, and inclusion and welcomes applications from people from diverse backgrounds and under‑represented groups including, but not limited to, ethnic minority and people with disabilities. IAA firmly believes that such diversity enriches our workplace culture and drives innovation.

If you have a disability or need any specific accommodations during the application or selection process, please let us know. We are committed to providing reasonable adjustments to ensure all candidates have an equal opportunity to participate fully in the recruitment process. You can contact us at [email protected] .

Recruitment Privacy Notice

Introduction:

This Privacy Notice describes how the Irish Aviation Authority’s (“IAA”, “We”, “Our” or “Us”) uses your personal data when carrying out recruitment process. The IAA is the Controller of all personal data that is collected as part of recruitment process.

We are fully committed to safeguarding all personal data we handle and adhering to our responsibilities under Data Protection Law. This privacy notice is provided to you in line with our obligation under the General Data Protection Regulation and Data Protection Acts 1988 to 2018.

Being transparent about how we process your personal data is important to us. Therefore, through this privacy notice we aim to keep you informed about data processing activities carried out by us specific to recruitment.

How do we collect personal data?

We collect personal data directly from job applicants and named referees.

What information do we process?

When you apply for a job through our recruitment site, we collect your name, contact details, curriculum vitae, education qualifications, work history, cover letter and information regarding your eligibility to work in Ireland.

When an offer is extended to a candidate and is accepted by them, we will process further information for the purpose of on‑boarding and employment. This would include interview notes, referee details, references, date of birth, gender, personal public service number, bank account details, residential address, documents evidencing right to work in Ireland, historical pension information, trade union membership, health and character declaration details, emergency contact details and proof of identity such as passport or driver’s license.

Where required, we may also collect certain types of personal data to accommodate individuals with disability during the interview. All personal collected is kept confidential and only shared with relevant parties based on need‑to‑know basis.

How do we use your personal data?

We process your personal data to identify and assess your suitability for the job through interviews and aptitude testing, keep records relation to hiring process, carry out reference checks, assess your skills, qualifications, and suitability for the role i.e., through interviews and aptitude testing, conduct reference checks, communicate with you about the recruitment process and keep records related to our hiring processes.

If you are successfully appointed for the position, your personal data will be used in connection with your employment with IAA. We use your personal data to enable us to run our business and manage our employment relationship with you effectively. This includes using your data to enable us to manage employment contract, comply with legal obligations and protect our legal position in the event of legal proceedings against IAA.

Where required, we collect your personal data such as details regarding criminal convictions and offences for Garda vetting.

What is our lawful basis for processing your personal data?

The Personal Data you provide in your application and as part of recruitment process will only be held and used for the purpose leading to selection of successful candidate and, where relevant, in connection with any subsequent employment. Depending on the type of personal data that we obtain from you, we rely on one or more of the following lawful grounds to process your personal data:

Consent: By submitting your job application, you agree to allow us to process your data in relation to recruitment.

Performance of Contract: we process your data to comply with our obligations under the employment contract.

Legal Obligation: we process your data to fulfil our obligation under relevant statutory legislations.

Vital Interest: occasionally we may process your data to protect your vital interests.

How do we share your personal data?

Your data will be disclosed to members of human resources team, relevant team and interview panel members. Your information will also be shared with organisations who provide services to IAA, e.g., job portal service provider and psychometric test service provider (where required).

The personal data collected from successful candidates will be shared with third parties such as our pension administrator, bank, Department of Revenue, Garda Síochána and other competent authorities as required.

How do we protect your personal data?

We have implemented appropriate technical and organisational measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or accidentally disclosed. These measures include, but are not limited to, policies and procedures, access control and password protection. IAA employees and third parties with whom the data is shared have a legal duty to keep your data confidential and safe.

How long do we retain your data?

We will retain personal data of successful candidates as part of their personnel file during the course of employment with us and after the termination of employment as required under the relevant laws.

Personal data pertaining to unsuccessful candidates will be retained for one year upon completion of the recruitment competition. Upon expiration of this period, we will securely destroy personal data in accordance with our data retention policy.

Will you be subject to profiling?

We may use profiling (e.g., psychometric testing) as part of our recruitment process. When this is necessary, we will take steps to ensure that your personal data will only be transmitted to qualified companies.

What are your rights as a data subject?

As a data subject, you have the following rights under data protection law:

Right to access your personal data,

Right to have any incorrect personal data rectified,

Right to have your personal data erased (where appropriate),

Right to object or restrict processing of your personal data (where appropriate),

Right to request for transfer your data to another organisation and

Right not to be subjected to automated decision making and profiling

If you wish to exercise any of the above rights, please contact our Data Protection Officer using the contact details below:

Postal Address: Data Protection Officer, Irish Aviation Authority, The Times Building, 11-12 D’Olier Street, Dublin 2, D02 T449, Ireland.

In addition to the above-mentioned rights, you also have the right to lodge a complaint with a supervisory authority, which in Ireland is the Data Protection Commission using the following contact details:

Telephone: +35 376 110 4800

Fax: +353 57 868 4757

Postal Address: Data Protection Commission, Canal House, Station Road, Portarlington, Co. Laois R32 AP23 or 21 Fitzwilliam Square Dublin 2, D02 RD28

Changes to the Privacy Notice

We may modify or update this privacy notice from time to time (e.g.: if the law changes). Please review this privacy notice from time to time to check whether we have made any changes to the way in which we use your personal data.

I have read and agree to the terms & conditions of the Recruitment Privacy Notice

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