Executive Officer

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 – President’s Office on a full-time, permanent basis. The position of Executive Officer – President’s Office is a key administrative role. The appointee will have responsibility for a wide range of duties relating to the functioning of the President’s Office. The successful candidate will have excellent organisational skills and will have diverse responsibilities in a complex setting, liaising with staff, students and other stakeholders. The appointee will be required to deal with highly confidential information in a very discreet manner. The role will involve dealing with correspondence, taking minutes for College committee meetings, managing and analysing data, supporting the compilation of reports, and event planning and organisation. Essential Skills & Qualifications: 1) (a) A third level qualification in Business/Management/Public Administration or a relevant discipline at level 6 or higher on the National Qualification Framework and a minimum of 2 years relevant experience; or (b) A minimum of 3 years relevant experience; 2) Demonstrated experience of providing high-quality administrative support; 3) Proven ability to compile, draft, and edit professional reports, documents, and correspondence to a high standard; 4) Advanced proficiency in the use of productivity software including Microsoft Office applications (Word, Excel, Outlook); 5) Excellent supervisory and people management skills; 6) The ability to work effectively as part of an established, multidisciplinary team; 7) Demonstrated capacity to work independently, take initiative, and successfully manage projects from inception to completion; 8) Excellent, interpersonal and communication skills with the ability to adapt communication style and technique to a wide variety of College contexts; 9) Excellent organisational skills with a proven ability to manage multiple, competing priorities and successfully meet deadlines; 10) Experience in planning, managing, and delivering successful events and/or projects; 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 Higher Executive Officer – President’s Office, to whom they report to, and to whom they are responsible for the performance of these duties in the first instance. The appointee will also have a reporting relationship to the College President. The appointee will report through the Higher Executive Officer – President’s Office 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 • The provision of high-quality administrative support to the President’s Office; • The provision of administrative support (including minute taking and report writing) to various

Committees and Groupings within the College, as directed by the President’s Office Manager; • Organisation and management of events relating to the President’s Office and collaborating with colleagues in the organisation of other events including the annual Conferring Ceremonies; • Compilation, preparation and editing of reports and statistics; • Corresponding and liaising with students, faculty, staff and other stakeholders; • Proof reading of internal and external documentation; • Drafting of correspondence for the President; • Updating the College website, College calendar and SharePoint with committee dates, membership and College events as appropriate; • Staff supervision and allocation of workloads as required; • Deputise for the HEO as appropriate in conjunction with other Executive Officers in the President’s Office. 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 each day and 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.The grade for this post is Executive Officer. With effect from 1st March 2025, the annual salary scale for Executive Officer (New Entrant - Grossed Up) grade is: €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), and €60,608 (LSI 2) With effect from the 1st of March 2025, the annual salary scale for the grade of Executive Officer (Grossed up Non New Entrant) is: €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 25th falls on a weekend, using the Paypath facility. Payment of salaries and wages are subject to statutory deductions, i.e. Income Tax (PAYE), Superannuation Contributions, Pay Related Social Insurance (PRSI) and Universal Social Charge (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 in accordance with the provisions of the Public Service Pensions (Single Scheme and Other Provisions) Act, 2012. Details of this scheme can be obtained from the Staff Portal. All other eligible appointees are automatically included in the Colleges’ of Education Pension Scheme on taking up appointment. In compliance with the Colleges of Education Pension Scheme, deductions amounting to 6.5% are made from salary. Details of the regulations concerning the Colleges’ of Education Pension Scheme may be obtained from the College’s Human Resources Office. The appointee will be required to pay Additional Superannuation Contribution (ASC) under the provisions of the Public Service and Pensions Act 2017. Appointees who commenced employment in the public service between 1st April 2004 and 31st December 2012 and have not had a break in employment of greater than 6 months will have no mandatory retirement age. All other appointees will have a mandatory retirement age of 70.

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. In applying for this position, the applicant is acknowledging that they understand that the abatement provisions, where relevant, will apply. It is not envisaged that the College will support an application for an abatement waiver in respect of appointments to this position.

Annual Leave

The annual leave entitlement for this grade is 25 working days per leave year. Annual leave should be taken when students are off campus and the taking of leave must have the prior approval of the relevant Line Manager. Public Holidays are granted in accordance with the provisions of the Organisation of Working Time Act, 1997. Sick Leave Employees who have a minimum 3 months’ continuous employment with the College may be granted sick pay subject to the terms of the Public Service Sick Leave Scheme. Sick pay is contingent on full cooperation and compliance with the College’s absence management procedures.

Confidentiality In the course of working in Mary Immaculate College, the person appointed may have access to or hear information concerning staff and/or students and/or the functioning and the business of the College. Such information acquired in the course of employment with the College, including any aspect of the College’s responsibilities or operations, is considered to be confidential information. On no account must information concerning students, staff or other College business be divulged or discussed except in the performance of normal duties and, unless authorised to do so, this information shall not be communicated to a third party. In addition, records must never be left in a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required.

Health & Safety Mary Immaculate College attaches the highest regard to the safety, health and welfare of its employees. It is the duty of each employee to take reasonable care to protect the health and safety of themselves and of other people in the workplace. Each employee must comply with all health and safety policies and procedures in operation in Mary Immaculate College and familiarise themselves with the Safety Statement. Employees are obliged to wear any PPE (Personal Protective Equipment) that they may be provided with and no person shall intentionally or recklessly interfere with or misuse any appliance, protective clothing or other equipment provided in the workplace for health and safety purposes. Employees are statutorily/legally obliged to ensure that any accidents/incidents which may occur are reported promptly to the Health and Safety Officer on the MIC Accident/Incident Report Form.

College Policies, Rules and Regulations The College is a Public Sector employer and is bound by National Agreements. It is also bound by regulations, circulars and directives issued on behalf of Government by the Department of Finance, the Department of Education, the Department of Further and Higher Education, Research, Innovation and Science and the Higher Education Authority. Employees are at all times subject to the provisions of the Code of Conduct for Staff, College policies, rules and regulations. These policies include but are not confined to Disciplinary & Grievance Policies, Dignity at Work, Examination Rules & Regulations, Policy on Responsible Computing and Use of Information Technology Facilities. All employees are required to familiarise themselves with the contents of Policies and Procedures, available on the College’s Staff Portal.

Termination of Employment At least two calendar months’ written notice is required to resign this post. On the termination of employment but before departing from the College, staff members are required to return to the College all books, reports, memoranda, correspondence, papers, records, reports, files including data held on electronic files, computer disks, electronically recorded discs, and any other documentation, and all other property, including office keys, belonging to the College or relating to its business or affairs which are in the possession of a staff member or under their control when the employment is terminated.