Facilities Officer Facilities Specialist

Job Title

Facilities Officer, Facilities Specialist (Senior Clerk of Works)

Location

The post-holder will be based in the National Museum of Ireland, Decorative Arts & History, Collins Barracks, Dublin 7 or any other National Museum of Ireland (NMI) site as may be designated from time to time by the Director for the performance of duties. The Facilities Officer – Facilities Specialist may be required to travel to any of the Museum’s sites.

Reporting to

The post-holder will report to the Facilities Manager.

Job Purpose

The Facilities Officer, Facilities Specialist plays a crucial role in ensuring the operational efficiency and safety of multiple museum sites. This position is responsible for managing preventative and unscheduled maintenance issues, contractor performance, and ensuring that all facilities meet high standards of functionality and safety. The role will collaborate closely with the Facilities Manager to ensure statutory and regulatory compliance in facilities matters. Additionally, the Facilities Officer – Facilities Specialist will collaborate closely with the Purchasing Manager to assist with procurement activities, ensuring that necessary goods and services are acquired efficiently. The role works collaboratively with all other NMI Estates roles, in particular Front of House, Health and Safety, Security, and Sustainability. The role will involve supporting the eight museum sites to address specific maintenance needs and facilitate smooth operations. The successful candidate will proactively identify compliance and maintenance challenges and implement effective solutions, thereby contributing to collections care and an optimal visitor experience.

Key Responsibilities

• Manage maintenance processes at all NMI sites

• Liaise with contractors, service providers, and key stakeholders to ensure effective maintenance and service delivery.

• Establish strong relationships with OPW Helpdesk, architects, engineers, fire officers, and BMS personnel.

• Collaborate with Estates colleagues (Front of House, Purchasing, Health and Safety, Security and Sustainability) to ensure familiarity with maintenance systems and staff training.

• Contribute to the development of policies, procedures, and best practices.

• Respond to reported building maintenance issues and organise repair works as necessary.

• Monitor and maintain maintenance schedules and systems, ensuring all maintenance issues are logged and resolved.

Personal Specification

Essential Requirements

• Experience in managing maintenance processes and schedules.

• Proven ability to draft and update maintenance systems and procedures.

• Strong relationship-building skills with service providers and contractors.

• ECDL or equivalent IT skills.

• Full clean driving license and flexibility in role travel requirements.

• Trained trainer with the ability to effectively educate and mentor staff in maintenance procedures and systems.

• Electrical experience and knowledge, including familiarity with electrical systems and maintenance.

• Knowledge of building regulations and compliance standards relevant to museum facilities.

• Familiarity with sustainability practices in facilities management.

• Experience managing small to medium-sized maintenance projects.

• Strong analytical skills for evaluating maintenance processes and suggesting improvements.

• Experience with facilities management database software.

Desirable (but not essential)

• Qualification in facilities management or a related field.

• Experience with Oracle Financial Systems or similar financial management software.

• Proficiency in the Irish language for enhanced communication with diverse stakeholders.

• Certification in Health and Safety management or related areas.

Selection Process

In the event that the number of applications received significantly exceeds that required to fill existing and anticipated future vacancies over the lifetime of the panel, the National Museum of Ireland may implement a shortlisting process to select a number of candidates to be invited to interview on the basis of the information contained in their application. This is not to suggest that other candidates are necessarily unsuitable, or incapable of undertaking the job, rather that, on this occasion, there are some candidates who are, on the basis of the information provided, better qualified, and/or have more relevant experience. The National Museum of Ireland does not reimburse the cost of travel to interview.

Citizenship Requirements

Eligible Candidates must be:

(a) A citizen of the European Economic Area. The EEA consists of the Member States of the European Union, Iceland, Liechtenstein and Norway; or

(b) A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or

(c) A non-EEA citizen who is a spouse or child of an EEA or Swiss citizen and has a stamp 4 visa; or

(d) A person awarded international protection under the International Protection Act 2015 or any family member entitled to remain in the State as a result of family reunification and has a stamp 4 visa; or

(e) A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state or Switzerland and has a stamp 4 visa.

To qualify candidates must meet one of the citizenship criteria above by the date of any job offer.

Note in respect of UK citizens

The recently concluded EU/UK Brexit negotiations have confirmed that the longstanding Common Travel Area Agreement between the UK and Ireland remains unchanged post-Brexit. Accordingly, UK citizens remain eligible to work and reside in Ireland without restriction and, as such, to make an application to compete for this competition where they meet all other qualifying eligibility criteria.

Incentivised Scheme for Early Retirement (ISER)

It is a condition of the Incentivised Scheme for Early Retirement (ISER) as set out in Department of Finance Circular 12/09 that retirees, under the Scheme, are debarred from applying for another position in the same employment or the same sector. Therefore, such retirees may not apply for this position.

Department of Health and Children Circular (7/2010)

The Department of Health Circular 7/2010 dated 1 November 2010 introduced a Targeted Voluntary Early Retirement (VER) Scheme and Voluntary Redundancy Schemes (VRS). It is a condition of the VER scheme that persons availing of the scheme will not be eligible for re-employment in the public health sector or in the wider Public Service or in a body wholly or mainly funded from public funds. The same prohibition on re-employment applies under the VRS, except that the prohibition is for a period of 7 years, after which time any re-employment will require the approval of the Minister for Public Expenditure and Reform. People who availed of either of these schemes are not eligible to compete in this competition.

Collective Agreement: Redundancy Payments to Public Servants

The Department of Public Expenditure 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 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 will 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. Thereafter the consent of the Minister for Public Expenditure and Reform will be required prior to re-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) and the Minister’s consent will have to be secured prior to employment by any public service body.

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

Pay

The salary scale for this position is as follows:

Senior Clerk of Works PPC Scale (Public Service Agreement 2024–2026 - 1% Increase - 1st Aug 2025): €54,527 - €66,662.

Subject to satisfactory performance, increments may be payable in line with current Government Policy.

*After 3 years satisfactory service at the maximum

**After 6 years satisfactory service at the maximum

Starting Salary

Entry will be at the minimum of the scale - €54,527 per annum, the 1st point on the Senior Clerk of Works PPC Scale (Public Service Agreement 2024–2026 - 1% Increase - 1st Aug 2025). The rate of remuneration may be adjusted from time to time in line with Government pay policy.

Tenure

The appointment will be a contract of indefinite duration, subject to a probationary capacity for a period of one year. The appointment may be terminated at any time by either side in accordance with the Minimum Notice and Terms of Employment Acts, 1973 and 1991.

Annual Leave

Annual leave will be 26 working days a year, rising to 27 days a year after 5 years’ service and 29 days a year after 10 years’ service. This leave is on the basis of a five-day week and is exclusive of the usual public holidays.

Hours of Attendance

Hours of attendance will be fixed from time to time in line with central agreements but will amount to not less than 43.25 gross hours per week (35 net hours per week). Where extra attendance is necessary, overtime payments, or time off in lieu, will be allowed in accordance with the civil service overtime regulations. The full-time hours are Monday to Saturday (8:30 am to 5:15 pm). Sunday (12:45 pm to 5:15 pm). Attendance is rostered on five (5) days over seven (7) day basis. You will agree to co-operate in assisting NMI to maintain accurate records of your working hours for the purpose of Section 25 of the Organisation of Working Time Act, 1997.

Duties

You will be required to perform any duties which may be assigned to you from time to time as appropriate to the position. The position will be full-time, and you will not be connected with any outside business which would interfere with the performance of official duties. You agree to undertake the duties attached to the post and accept the conditions under which the duties are, or may be required to be, performed.

General

The appointment is subject to the Civil Service Regulation Acts, 1956 to 1996, the Public Service Management (Recruitment and Appointments) Act 2004 and any other Act for the time being in force relating to the civil service. The appointee will be subject to the National Museum’s policies in respect of Code of Standards and Behaviour.

Superannuation and Retirement

The successful candidate will be offered the appropriate superannuation terms and conditions as prevailing in the National Museum of Ireland at the time of being offered an appointment. In general, and except for candidates who have worked in a pensionable (non-single scheme terms) public service job in the 26 weeks prior to appointment, this means being offered appointment based on membership of the Single Public Service Pension Scheme (“Single Scheme”).

Key provisions attaching to membership of the Single Scheme are as follows:

a. Pensionable Age: The minimum age at which pension is payable is 66 (rising to 67 and 68) in line with State Pension age changes.

b. Retirement Age: Scheme members must retire at the age of 70.

c. Pension Abatement: Normal abatement rules will apply if the appointee was previously employed in the Civil or Public Service and is in receipt of a pension.

Sick Leave

Full pay during properly certified sick absence, provided that there is no evidence of permanent disability for service, may be allowed up to a maximum 92 days in one year and at half pay thereafter, subject to a maximum of 183 days sick leave in any period of four years or less.

Official Secrecy and Integrity

The appointee will be subject to the provisions of the Official Secrets Act 1963, as amended by the Freedom of Information Act 1997. The appointee will agree not to disclose to third parties any confidential information especially that with commercial potential either during, or subsequent to, the period of employment.

Prior Approval of Publications

The appointee will agree not to publish material related to official duties without prior approval by the Director of the National Museum of Ireland.

Political Activity

During the term of employment, the appointee will be subject to the rules governing civil servants and politics.