Business Analyst x2

UCC wishes to appoint two Business Analysts to support the successful delivery of UCC’s Fees Service Enhancement (FSE) Project. The Project was initiated in December 2024 with a vision to build a modern, student-focused and operationally excellent fees service at UCC that enhances the student and staff experience, supports the full student lifecycle, and safeguards the University’s most significant income stream. A core outcome will be the establishment of a new joint systems support model that enables a more consistent, efficient, and student-focused fees service. To support this initiative, UCC will appoint two Business Analysts to work in collaboration with stakeholders across Finance, IT, Academic Services, VP Global, and the Colleges. The Business Analysts will contribute to embedding a culture of process improvement, service excellence, digitisation, and continuous improvement. These roles represent a unique opportunity to help shape and deliver an enhanced, future-ready fees service for the University. The Fees Business Analyst will deliver business process-focused systems support, and will report to the FSE Project Manager. The Systems Administration Business Analyst will join the System Administration Team to support the transition of system support into the team. Primarily, this analyst will provide the necessary backfill to deliver existing support commitments and projects in order to allow other specialists within the team fully engage with the transition project.

Key Responsibilities:

Knowledge & Expertise

• Acquire expert knowledge of the systems that support running of key business processes such as Student Registration and Fee Payment.

• Align with relevant standards and procedures so that any new knowledge or changes are at all times appropriately documented and shared.

Collaboration

• Work closely with colleagues from across different functional areas including Finance, Deputy President & Registrar’s and IT Services to support improvement and changes to processes and services.

• Work closely with business units/teams to ensure there is a clear communication of cyclical support needs as well as a catalogue of enhancements.

• Maximise usage and adoption of existing systems and enable both teams to become self-sufficient.

• Assist in delivering project objectives by tracking milestones, deadlines, risks, and dependencies, and contributing to progress reporting.

Stakeholder Engagement

• Coordinate and embed cross-functional groups, working with stakeholders across the University to enable continuous improvement of shared processes and services.

Process and Systems Analysis

• Map and analyse existing business processes across the student fees lifecycle, identifying inefficiencies, gaps, and improvement opportunities.

Requirements Gathering

• Engage with subject matter experts (SMEs) and end users to gather and document business requirements, goals and objectives.

Solution Design and Enhancement

• Translate business needs into functional and/or technical requirements to inform proposals for system changes or enhancements, contributing to the delivery roadmap. Evaluate and recommend new tools or technologies to improve operations and user experience.

Systems Implementation

• Work collaboratively with system support teams to ensure business requirements are accurately translated into system specifications with an understanding of how other stakeholders may be affected. Assist in the implementation of technical solutions, streamlined workflows and automation, ensuring they are scalable, secure, and efficient.

Data and Reporting

• Contribute to data analysis, and the development of requirements for reporting and dashboards. Produce reports and provide insights that support decision-making processes.

Change and Adoption Support

• Support change management activities, including communications, training, and user adoption strategies. Provide guidance and training to end-users on new systems, processes, and solutions.

Continuous Improvement

• Champion a culture of digital innovation and continuous improvement across relevant teams.

Health & Safety

In addition to the statutory safety duties of all employees (as prescribed in safety legislation and the relevant local safety statement) each staff member is responsible for:

• Discharging any safety functions delegated to them by their Head of College/School/Department/Centre/Unit, in relation to the areas/activities under their control.

• Co-operating and assisting the University and the Head of College/School/Department/Centre/Unit in the discharge of their statutory safety responsibilities.

• Ensuring that all work under their control is undertaken safely and without risk to health and complies with the provision of all relevant statutory legislation.

Note: As the university continues to expand and evolve, it is likely that flexibility in regard to the allocation of specific duties will be necessary. Accordingly, the list of duties specified above is not intended to be exclusive or restrictive; duties may be added or withdrawn but any such alteration will take place after consultation with the appointee.

SELECTION CRITERIA

The successful candidate will be expected to have:

Essential Criteria

Degree level qualification relevant to the post.

Proven experience in a Business Analyst role (or similar), preferably within higher education, the public sector, or service transformation projects.

Strong track record of business process mapping, analysis, and redesign. Experience in requirements gathering, testing, use case documentation, and process/service improvement methodologies (e.g., Lean, Design Thinking).

Proficiency in business process modelling. Familiar with data visualization tools e.g., Power BI.

Proven experience of software supplier relationship management with external vendors.

Excellent communication skills with experience of working effectively across teams.

Excellent analytical skills with a focus on translating business needs into technical solutions. Ability to engage effectively with stakeholders at all levels and translate complex requirements into clear documentation.

Experience in project coordination, planning, and delivery.

Skilled in Microsoft Office Suite and business analysis tools.

An ethos of continuous improvement through feedback and data insights.

Excellent organisation and multitasking abilities, attention to detail, and a high degree of accuracy.

Desirable Criteria

Experience with enterprise systems such as Student Information Systems, Finance or CRM.

Understanding of data quality, reporting and dashboard tools.

Relevant certifications (e.g., Lean).

SQL

Candidates are requested to make a personal assessment of these criteria against their own qualifications, skills and abilities to assess whether they should apply for the post.

Please note: Candidates who do not demonstrate that they meet the criteria as detailed above will not be shortlisted. The University, at its discretion, may undertake to make an additional appointment(s) from this competition following the conclusion of the process. Competencies relating to administrative grades in the University are available on the website.

CONDITIONS OF EMPLOYMENT

Salary: Appointment may be made on the Admin III Salary Scale: €60,260 - €71,946 (Scale B) / €57,375 - €68,462 (Scale A). Salary placement on appointment will be in accordance with public sector pay policy.

As required by public pay policy for the higher education sector, new appointments to a direct entry recruitment grade will generally be at the minimum (1st point) of the relevant scale. For existing public servants, the restriction to the first point on scale may be varied where a person is appointed to the same or an analogous grade, role or position as their previous public service employment. The rate of remuneration for all appointments may be adjusted from time to time in line with government policy.

The working hours for administrative staff are 35 hours per week with normal hours of duty from 9.00am to 5.00pm Monday to Friday, with 1 hour for lunch break. Due to the nature and seniority of the post, however, it may be necessary to extend and vary these hours from time to time in order to meet the exigencies of the post.

Annual Leave will be 29 days per annum. This leave is exclusive of public holidays and Good Friday. The leave year commences on 1 July annually and four days annual leave must be held for the Christmas closure period.

Sick Leave: Sick leave will be granted in line with University policy in this regard which may change from time to time. You should familiarise yourself with the University Sick Leave Policy and University Sick Leave Management Policy.

The tenure of the posts are Fixed Term Whole Time, based on the following provisions:

a) A probationary period of twelve months shall apply from commencement of employment in the post during which the contract of employment may be terminated by either party in accordance with the Minimum Notice and Terms of Employment Acts, 1973 to 2005.

b) Except in circumstances of gross misconduct justifying immediate dismissal, the appointee will receive one month's notice of termination of employment, or, if greater, such notice as is provided for in a minimum notice in terms of Employment Act, 1973.

c) The appointee is required to give one month's notice of termination of employment.

Pension: The Public Service Pensions (Single Scheme and Other Provisions) Act 2012 established the Single Public Service Pension Scheme. In general, anyone taking up pensionable public service employment on or after 1 January 2013 is a member of the Single Scheme. The Act provides that most members of the Single Scheme have a minimum pension age consistent with the age of eligibility for the State Pension (Contributory) and a compulsory retirement age of 70. A member of this group is generally referred to as a “Single Scheme member”. However, applicants who have previously worked in a pensionable post (non-Single Scheme terms) in the Irish Civil/Public service may be offered membership of the UCC Pension scheme. The normal retirement date in this scheme is age 65. A compulsory retirement date of 70 may apply depending on date of first employment in the Irish Civil/Public service. The relevant pension scheme will be confirmed to the successful applicant on completion of the Pensions Declaration form prior to taking up employment.

Applicants that have previously availed of an Irish Public Service Scheme of Incentivised early retirement or enhanced redundancy payment should ensure that they are not precluded from re-engagement in the Irish Public Service under the terms of such Schemes. Queries should be directed to an applicant’s former Civil/Public Service Employer in the first instance. Applicants who are in receipt of an ill-health pension from an Irish Civil/Public Service body are required to declare that they are in receipt of such a pension.

Pension Abatement: If an appointee has previously been employed in the Civil or Public Service and that appointee is entitled to or in receipt of a pension from the Civil or Public Service or where a Civil/Public Service pension comes into payment during the appointee’s re-employment that pension will be subject to abatement in accordance with Section 52 of the Public Service Pensions (Single Scheme and other Provisions) Act 2012. Please note: In applying for this position, you are acknowledging that you understand that the abatement provisions, where relevant, will apply. It is not envisaged that the employing Department/Office/Body will support an application or an abatement waiver in respect of appointments to this position.

Additional dependants’ benefits can be provided by membership of the Supplementary Life Assurance Scheme. You will be automatically included as a member of the scheme on commencement of your employment but you may elect to opt out of the scheme at any stage. The current membership rate is 0.26% of your salary.

Membership of the Group Personal Accident Scheme shall apply to all employees, subject to individual acceptance by the Insurance Company. The salary quoted is subject to a deduction from salary at the rate of 0.06%.

The UCC Income Continuance Plan (ICP) provides a source of income in the event of long or short-term temporary disability. As part of your contract of employment you will be automatically included in the ICP with effect from the same date provided you have not previously opted out of the plan or you have been declined for cover under previous contracts of employment with UCC. An additional benefit is membership to Specified Illness Cover (SIC) which pays a once-off lump sum benefit in the event of a member being diagnosed with a specified illness. The cost of membership of both plans will be deducted from your salary. The current combined membership rate is 1.05% of your salary.

The Pay Related Social Insurance Class A1 rate of Pay Related Social Insurance (PRSI) applies to the post.

Voluntary Health Insurance: VHI / Laya Healthcare & Irish Life Healthcare offer group schemes. Premiums must be paid via the UCC payroll. The Laya Group No is 32805 and VHI Group No is 137.

Additional benefits: We offer progressive employment and training policies including opportunities for further studies. Staff can avail of membership of a variety of clubs and societies and a wide range of facilities on campus, including a leisure centre.

As an equal opportunities employer we offer a comprehensive suite of Work Life Balance Policies. A list of such initiatives is available on our webpage.

UCC welcomes applications from non-EEA citizens. However, regulations regarding employment permits are set by the Department of Enterprise Trade and Employment and must be strictly adhered to. An offer of appointment to Non-EEA candidates is subject to the granting of a Work Permit by the Department of Enterprise Trade & Employment. Candidates are requested to make a personal assessment against their own eligibility as to whether they should apply for this post.

Certificates and Testimonials: These documents should not be sent with the application. Candidates who are selected for interview will be requested to submit the necessary documentation.

References: Following completion of the interview process and the identification of the preferred candidate, any offer of appointment will be subject to receipt of satisfactory references. For internal candidates, the People & Culture Department will seek a reference from a candidate’s line manager once the preferred candidate has accepted a conditional offer of employment. Additional references may be sought on the request of the hiring manager.

Shortlisted candidates for posts shall be required to appear before a Board of Assessors. Interviews will be conducted either online via Microsoft Teams or in person in the first instance. Candidates may also be required to attend an interview in person if the interview takes place online. Candidates will be notified as appropriate.

A successful candidate will be required to submit a birth certificate, documentary evidence confirming academic qualifications, and to undergo a medical examination. Garda vetting and/or an international police clearance may also be required. Candidates may be required to produce documentary evidence to support any statements made by them on their application form or any supporting documentation.

Note: Candidates should note that any inaccurate information will invalidate their application.

Restrictions that may apply in relation to the re-employment of former public service employees or pensioners

Certain restrictions may apply in relation to the re-employment / appointment of:

(a) former public service employees who have availed of certain collective agreements or arrangements

OR

(b) former public service employees who are in receipt of a public service pension or who have preserved benefits under a pre-existing public service pension scheme

The following outlines some of the main agreements and schemes that may restrict a candidate’s right to be re-employed in the public service or affect how they are reemployed. The list is not exhaustive, so prospective candidates should declare any other agreements or arrangements that they may have availed of that affects or restricts their re-employment in the Public Service.

Employment Control Framework for the Higher Education Sector

Under the Employment Control Framework for the Higher Education Sector, re-employment of retired staff may only occur in very limited exceptional circumstances and in these cases the salaries offered may not exceed 20% of the full-time salary an individual was in receipt of at the time of their retirement, adjusted to reflect the application of Government pay policy in the period since their date of retirement – including in particular the application of salary adjustments imposed under the Financial Emergency Measures in the Public Interest (No. 2) Act 2009. Any such proposed arrangements must be put in advance to the Higher Education Authority (HEA) and the person concerned will only be eligible for re-employment if approval is obtained for same from the HEA.

Collective Agreement: Redundancy Payments to Public Servants

The Department of Public Expenditure, National Development Plan 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, National Development Plan 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 may 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).

Pension Abatement: The Public Service Pensions (Single Scheme and Other Provisions) Act 2012 extended pension abatement so that a retiree’s public service pension is liable to abatement on re-entering public service employment, even where the new employment is in a different area of the public service.

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 Public Service employment and/or where they have received a payment-in-lieu in respect of service in any Public Service employment.