Administrative Officer

The Role

Maynooth University is committed to a strategy in which the primary University goals of excellent research and scholarship and outstanding education are interlinked and equally valued.

Our greatest impact on society is through inspiring and educating creative, inquisitive and critically engaged minds. We have a reputation for authentic, strengths-based access initiatives, supporting participation, engagement, and progression for all students.

We are seeking an Administrative Officer who will report directly to the Head of Access Operations and who will lead and manage the administrative services and operations of the Maynooth University Access Programme (MAP). This is a senior role responsible for overseeing a large and complex administrative function that underpins the delivery of student supports and programmes across MAP.

The role involves leading the day-to-day operations of the programme, including managing the Student Financial Support and Operations team, overseeing systems and processes, and ensuring the effective delivery of student financial supports and related services. The postholder will also play a key role in developing and improving administrative systems and procedures, ensuring alignment with University processes and supporting both operational efficiency and strategic objectives.

The MAP Administrative Officer will lead the Student Financial Supports and Operations team, implementing an integrated and coordinated approach to administrative delivery. This will strengthen the consistency, efficiency, and quality of services, while providing clear leadership to the team and fostering a strong, collaborative team culture with a focus on ongoing professional development.

The ideal candidate will have significant senior administrative experience and will demonstrate management and leadership capacity, along with a proven track record in developing and implementing effective administrative systems, policies, and processes, and building high-performing teams. They will have excellent organisational, systems development, interpersonal, and communication skills.

Principal Duties

Administrative and other duties:

Manage Team

Lead and coordinate the Student Financial Support and Operations team in the Maynooth University Access Programme (MAP), managing all MAP administrative policies, processes, systems, and activities.

Provide leadership to the team and manage their ongoing performance and development, providing regular feedback and support, supporting all administrative staff in reaching, and maintaining, a high level of performance.

Develop Systems

Design, lead and implement service enhancements to administrative policy, processes, and systems, to address risk, maximise service quality, efficiency, and continuity in MAP.

Identify gaps and lead the development of improved IT systems and processes (e.g., related to office administration, student interactions, student communications, student financial support and reporting).

Manage agreed change implementation processes/initiatives on an ongoing basis, using data for planning and evaluation.

Financial Management & Reporting

Manage MAP budgetary processes, under the direction of, and in consultation with, the Head of Access Operations, supporting the administration of financial, accounting, auditing, and reporting systems within MAP, identifying and managing risk and compliance, and managing external and internal funding streams (e.g., MAP core funding, Fund for Students with Disabilities (FSD), Student Assistance Fund, PATH 1, PATH 2 and PATH 3 funding).

Lead the development, budgetary management, and operational delivery of student financial supports (e.g., SAF, FSD, PATH 2 1916 Bursaries, Disability Scholarships, University of Sanctuary Scholarships).

Lead the preparation and submission of institutional returns (e.g., HEA, FSD, PATH, institutional and national data returns, associated European reporting requirements) ensuring compliance and meeting funder requirements.

Lead relevant tendering and approval processes ensuring procurement process and risk management compliance.

Manage student supports/events

Lead the development, management, and operational delivery of student support processes, systems, and events (e.g., Educational Support Worker service providers, outreach activities, Launchpad orientation programme, Shadowing, MAP Ambassador and MAP Academic Advisors Programmes) coordinating, monitoring, and reporting regularly on service provision.

Initiate and lead changes/new developments in response to MAP, University, or external agency policies/initiatives.

Data and Reporting

Develop and maintain a MAP record management system to manage the integrated administration of student records (e.g., CAO downloads, PAC postgraduate acceptances, ITS coding, student files and folders) addressing issues of GDPR compliance, retention, and archiving.

Develop a systematic and consistent approach to administrative activity analysis and reporting including the collation and collection of data, identification of themes and implementation of any necessary changes to improve the overall functions.

Analyse and interpret information and contribute to the production of reports to facilitate operational and strategic development within MAP and University.

Communications

Support MAP communications strategy by developing and managing communications content, developing processes and systems to communicate and engage with key stakeholders.

Coordinate the ongoing maintenance and updating of the MAP website content and social media channels.

The ideal candidate will have:

Essential

A relevant third level qualification.

Five years relevant experience leading, managing, and developing administrative policy, procedures, and systems.

Excellent IT skills and experience with IT systems that can inform the development of administrative planning and implementation.

Excellent financial administration and budget management skills that can inform financial management and reporting.

Excellent organisational skills to identify critical tasks and prioritise and organise resources to support achievable operational objectives with the ability to manage a large portfolio of work that balances development with effective operations.

A proactive approach, with excellent analytical and problem-solving skills, the confidence and ability to work on own initiative, analysing problems, and identifying and reviewing possible solutions to recommend a course of action for agreement with the Head of Operations.

Experience of the collection of data, reporting on themes and implementation of change based on data analysis.

Experience of managing and developing teams, fostering positive working relationships, motivating staff, and providing quality feedback, and developing teams to reach their potential.

Demonstrated ability to communicate clearly and persuasively to relevant audiences inside and outside the university.

Excellent presentation skills with excellent interpersonal skills and an ability to foster strong relationships and networks with diverse student and stakeholder groups.

Excellent written communication skills with the demonstrated ability to write clear and concise documents and present accurate data for informed decision making.

An adaptable and flexible approach to adjusting priorities in a constantly changing environment, working occasionally outside standard office hours.

Desirable

A relevant post graduate qualification.

A qualification in financial management.

Extensive knowledge of the higher education landscape – courses, assessments, rules, processes, and practices.

Salary Administrative Officer I (2025): €59,812 - €85,339 (9 points)

Appointments will be made in accordance with public sector pay provisions.

Hours of work A 35-hour working week is in operation in respect of full-time positions (pro-rated for part-time positions). This can be reviewed or adjusted from time to time through national agreements.