Executive Officer (Human Resources)

1. PREAMBLE

Mary Immaculate College is an autonomous, university-level, Catholic College of Education and the Liberal Arts. Founded in 1898, and linked academically with the University of Limerick, MIC is the oldest higher education institution in Limerick. Significant expansion in recent decades has seen the College’s offerings expand across two modern campuses, one based in Limerick City and one in Thurles, Co. Tipperary. The student community consists of more than 5,000 learners, participating in fifteen undergraduate degree programmes and several postgraduate programmes extending to PhD/Doctoral level. Academic staff engage in a wide range of academic research areas, and research underpins all teaching and learning at MIC. MIC seeks to prepare its students for professional excellence and to nurture their capacity to lead flourishing lives.

2. CANDIDATE PROFILE & SCOPE OF THE POSITION

The College wishes to fill the position of Executive Officer Human Resources on a full-time, permanent basis. The position of Executive Officer – Human Resources Office is a key administrative role. The appointee will have responsibility for a wide range of duties relating to the functioning of the Human Resources Office. The successful candidate will have excellent organisational skills and will have diverse responsibilities in a complex setting, liaising with staff, line managers and Heads of Departments and other stakeholders. The appointee will be required to deal with highly confidential information in a very discreet manner.

Essential Skills & Qualifications:

(1) A qualification at level 6 or higher on the National Qualifications Framework in Human Resources or a related discipline and a minimum of 2 years’ relevant experience in Human Resources, preferably in a generalist or recruitment role; or A minimum of 3 years’ relevant experience in Human Resources, preferably in a generalist or recruitment role;

(2) Experience in recruitment and selection with a comprehensive knowledge of the recruitment cycle and a good understanding of related legislative provisions and best practice;

(3) A good working knowledge of current employment legislation, particularly relating to equality, diversity and inclusion, employee entitlements and data protection;

(4) Excellent IT and data management skills with a high degree of proficiency in Microsoft Word, Excel and Teams;

(5) Excellent administrative and organisational skills with the ability to manage, prioritise, and complete a variety of competing tasks on time;

(6) Excellent interpersonal skills along with advanced verbal and written communication skills;

(7) Proven ability to deliver information, and provide expert support in a professional manner to meet the needs of stakeholders on a range of human resources issues;

(8) Demonstrable commitment to continuous professional development;

It is desirable that candidates will also have:

(9) Supervisory management experience and excellent people management skills;

(10) Experience of using HR Information Systems.

Cuirfear fáilte roimh iarratais ó dhaoine go bhfuil dearcadh dearfach acu i leith na Gaeilge.Applications are welcome from people who have a positive outlook to Irish.

3. JOB DESCRIPTION

Reporting Relationship The appointee is required to carry out the duties attached to the post, under the general direction of the Deputy Director of Human Resources, to whom they report, and to whom they are responsible for the performance of these duties in the first instance. The appointee will report through the Director of Human Resources to the College President and/or such other College Officers as the President may designate from time to time. They will liaise with the Vice-Presidents, Deans of Arts and Education, Heads of Departments, Course Leaders, Heads of Professional Services functions and other College personnel and with relevant College bodies in carrying out the duties attaching to the post. The reporting relationship is subject to review and may be altered from time to time, in line with service needs and developments in the College.

Duties and Responsibilities

• Manage agency staff processes from the initial hiring manager request, engagement and extensions to cessation of engagement.

• Assist in the preparation and provision of accurate and on-time employment contract amendments and extensions.

• Assist in the administration of the probation management scheme and application of internal checks on same, with Line Managers and Heads of Department ensuring process is completed in a timely manner and identifying any possible risks and actioning appropriately.

• Administration of the staff resignations and retirements protocols

• Assist in the provision of HR support to specified College programmes such as the LINC programme as directed.

• Provide HR support for/to student work placement at MIC, as directed

• Manage requests for issue of contracts of engagement, to include collation of required information, drafting and issuing of contract.

• Support the academic merit promotions process, as directed.

• Support the professional services job evaluation scheme as directed.

• Respond to queries received from the HR Inbox and calls from staff, potential staff and general public.

• Process staff requests for letters of confirmation of employment, statements of service, salary certificates, etc.

• Support the day-to-day operations of the Human Resources function including the HR calendar, HR Staff portal etc.

• Action queries from potential staff, and general public.

• Support the management of department budgets and compliance with procurement protocols.

• Provide cover for other members of the HR Team when they are on leave, as required.

• Supervision of Staff and allocation of workload as and when required.

• Provide administrative support to the Director and Deputy Director of Human Resources, as required

• Any other duties as directed.

The work is broadly defined and the list of duties is not exhaustive. The performance of the entire range of duties is not necessarily confined to any one individual, as the work requires that the staff function in a flexible manner, and work together as a team. The College retains the right to assign new duties and/or re-assign staff to other areas of the College in response to service needs.

4. TERMS AND CONDITIONS OF EMPLOYMENT

General

All persons employed will sign an appropriate contract, which will contain terms and conditions of the employment. A job description is given to all applicants for employment and this will form part of the contract documentation.

Place of Work

The appointee’s normal place of work will be Mary Immaculate College, Limerick. The College reserves the right to require the appointee to work from any other location. It is a requirement of the College that the appointee must reside within a reasonable distance of the College. MIC operates a blended working policy, which offers scope for the post holder to combine office attendance with remote working, subject to the provisions of the policy.

Exclusivity of Service and Outside Work

The person appointed will be required to devote their full-time attention and abilities to their duties during their working hours in the College and to act in the best interest of the College at all times. Therefore, for as long as the successful applicant is working in the College, they may not, without the prior written consent of the Vice President Administration and Finance (VPAF), be actively engaged or concerned in any way, either directly or indirectly, in any other business or undertaking where this is or is likely to be in conflict with the College’s interests or the performance of the duties that the person has been employed for. The appointee will not, during their tenure of office, undertake paid outside work unless they have received the permission of the VPAF of Mary Immaculate College to undertake such work on the terms and conditions as agreed for the particular undertaking in question. In every case, it is the duty of the appointee to seek in writing the prior permission of the VPAF. It is also the duty, in every case, of the appointee to inform the person or body for whom the work is being undertaken, that the work is being conducted in a private capacity and that the College cannot in any circumstances be responsible for such work.

Probationary Period

The appointment is subject to satisfactory completion of the standard 6-month probationary period. The probationary period may be extended at the discretion of the College but will not in any case exceed 11 months. Absences during the period of probation will extend the probationary period. Performance and conduct during the probationary period will be reviewed through a process of assessment meetings. Termination of the appointment during the probationary period, for any reason or no reason, will be at the discretion of the College. The disciplinary procedure will not apply to a dismissal during probation where the probationary employee has been employed by MIC for less than 12 months.

Hours of Attendance

The full-time working hours are 35 hours per week. The normal hours of duty are:

• Monday to Thursday: 9:00 am to 5:00 pm, with a 1-hour unpaid lunch break

• Friday: 9.00 am to 4.45 pm, with a 45-minute unpaid lunch break

However, the duties attaching to the position are such that the post holder may be required to work evenings/weekends on occasion to accommodate service needs. Subject to College policy, the post holder may avail of “Time-Off-In-Lieu (TOIL)” or overtime where working hours exceed the contract hours per week. The College reserves the right to adjust starting and finishing times or days of duty to meet service needs.

Salary

The salary scale for this position has been approved by the Department of Further and Higher Education, Research, Innovation and Science and the Higher Education Authority in line with Government Policy on Public Sector remuneration. The rate of remuneration may be adjusted from time to time in line with Government pay policy. The appointment will be made on the salary scale at a point in line with current Government Pay Policy. New entrants to the Civil or Public Sector, as defined in Circular 18/2010, will commence on the first point of the salary scale.

• Executive Officer (New Entrant - Grossed Up): €35,353; €37,544; €38,320; €40,550; €42,667; €44,566; €46,400; €48,229; €50,018; €51,847; €53,671; €55,604; €56,901; €58,749 (LSI 1); €60,608 (LSI 2)

• Executive Officer (Grossed up Non-New Entrant): €38,320; €40,550; €42,667; €44,566; €46,400; €48,229; €50,018; €51,847; €53,671; €55,604; €56,901; €58,749 (LSI 1); €60,608 (LSI 2)

Salary will be paid on a monthly basis on the 25th of each month, or the previous Friday if the 25th falls on a weekend, using the Paypath facility. Payment of salaries and wages are subject to statutory deductions: Income Tax (PAYE), Superannuation Contributions, PRSI, and USC. Increments are awarded in line with national pay agreements.

Superannuation

New entrants to the public service will be required to participate in the Single Public Service Pension Scheme and pay Superannuation contributions at the appropriate rates. All other eligible appointees are automatically included in the Colleges’ of Education Pension Scheme. Deductions amounting to 6.5% are made from salary. The appointee will also be required to pay Additional Superannuation Contribution (ASC).

Pension Abatement

Appointees entitled to or in receipt of a pension from the Civil or Public Service will be subject to pension abatement in accordance with Section 52 of the Public Service Pensions Act 2012.

Annual Leave

The annual leave entitlement is 25 working days. Leave must be taken when students are off campus and must be approved in advance by the Line Manager. Public Holidays are granted in accordance with the Organisation of Working Time Act, 1997.