Hiring Hourly Paid Administrative Employees

Please refer to the update my details section under HR A-Z.

Hourly paid Administrative contracts can be offered for a duration of up to 13 weeks. The 13 weeks is cumulative, starting on the first day of the  engagement, and ends 13 weeks following that date regardless of how many hours or weeks were worked  within that period.

Administrative work would primarily relate to administrative related duties. Most often, these tasks relate to supporting an office, and include phone, email, and calendar management, internal communications, preparing reports, maintaining office equipment and office supplies, and human resources and library functions.

An hourly paid employee can only be engaged for a further 13 weeks if the Administration role has been approved in the staff plan and the recruitment and selection process has been initiated. A new hourly set-up form will need to be completed and sent into HR Operations for processing. Details of the OHF and  recruitment competition number will need to be communicated to HR Operations. This should be sent by email to (opens in a new window)HRhelpdesk@ucd.ie

Within the 13 week engagement period, there is no limit on the number of administrative roles an employee can have once the total hours per week do not exceed an FTE of 1.

No extension can be provided in these cases.

Once the 13 week cumulative period has passed a minimum of 26 weeks (6 months) gap in employment with UCD is required before any further hourly engagements are permitted

Hourly paid employees on an administrative contract for 13 weeks will be paid on the monthly payroll. This will be the case if they are new to UCD or have worked in UCD previously. Payday is the last working day of each month.

New hourly Administrative rates have been introduced. The revised rates provide a range of rates which are dependent on the work being done. Adhoc value rates are no longer to be used. This link will help you understand and decide on the correct hourly Admin rate to choose for the role.

No. The revised list has been agreed as providing adequate choice for Schools and Units. You must choose the closest rate available on the listing in order to proceed.

No. Research Funded roles are a separate workstream and guidelines in relation to Research Funded roles will be communicated at a later date.

Yes, if Garda Vetting is required,  this must be completed and in place before the set-up can be processed. The system will not allow the hourly Admin set-up form to be created and submitted to the School/ Unit contact if Garda Vetting is indicated as being required but not completed.

You will need to ensure that all  payment/s for work done during the contract period are submitted by Claimant/Approved by School/Unit for payment within 30 days of the Contract end date. HR Operations will  end the employee’s record on the HR/ Payroll system if they are not working in another hourly paid role in UCD.

Hourly paid employees on administrative contracts for periods up to 12 weeks on the National Minimum Wage or pt 1 of the Hourly Admin rate will be paid weekly.

If they are paid on pts 2 to pts 11 of the Hourly Admin rate they will be paid on the monthly payroll for all work.

Yes, The School/ Unit contact will receive an email 4 weeks before the end date of the Employee.

If the role is for less than 4 weeks, no end date notification will be sent.

The hourly paid employee will receive an email to notify them that their role is ending. This will be sent 4 weeks prior to the end of the role.

If the role is for less than 4 weeks, no end date notification will be sent