Faculty of Arts Office Manager

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

Mary Immaculate College wishes to fill the position of Faculty of Arts Office Manager at Higher Executive Officer grade on a full-time, permanent basis. The Faculty of Arts Office Manager will be responsible for the management and co-ordination of the day-to-day academic administration operations and functions of the Faculty of Arts Office and will ensure the provision of high-level administrative advice and support to advance the academic development of the Faculty of Arts and the College. The post-holder will be required to have a high degree of professionalism and motivation to work in a busy fast-paced environment, focused on delivering an excellent service. Strong leadership, interpersonal and communication skills are essential for this role.

Essential Qualifications, Experience & Skills

(a) A qualification at level 7 or higher on the National Qualifications Framework and a minimum of 3 years relevant experience in a supervisory/management role in a third level institution administrative setting, or (b) A minimum of 6 years’ relevant experience in a supervisory/management role in a third level institution administrative setting.

Knowledge of the academic regulations, processes, structures and procedures throughout the student lifecycle from enrolment to graduation.

Aptitude for process management and implementation through creation of standard operating procedures and best practice standards.

A proactive problem-solver with excellent analytical skills and the ability to devise and implement appropriate solutions to complex issues.

Excellent organisational skills with proven ability to manage and co-ordinate numerous projects and events across a wide variety of stakeholders, both internal and external, with the ability to work under pressure, delivering results within specified timeframes.

Demonstrable experience of dealing with a complex range of student issues in a discreet, professional manner.

Excellent IT skills with a high degree of proficiency in Microsoft Office, with experience of using it for data management, and to support management reporting and decision making.

Excellent team management experience and process management skills with the ability to provide guidance and direction to others.

Excellent interpersonal and communication skills, both written and verbal, with the ability to establish effective working relationships and work collaboratively with a range of internal and external stakeholders.

It is desirable that candidates also have:

A competence in Gaeilge.

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.

JOB DESCRIPTION

Reporting Relationship

The appointee is required to carry out the duties attached to the post, under the general direction of the Director of Strategic Operations, Faculty of Arts, to whom they report, 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 Dean of Arts. The appointee will report through the Director of Strategic Operations, Faculty of Arts and the Dean of Arts, to the Vice President Academic Affairs, the College President and/or to such other College Officers as the President may designate from time to time. The appointee will liaise with the Deans of Arts and Education, Heads of Departments, Course Leaders 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.

The duties of the Faculty of Arts Office Manager post would include the following:

• Management of the day-to-day running of the Faculty of Arts Office, including supervision and management of the staff therein and management of the administrative workload of the office.

• Administration and co-ordination of the Arts Faculty Management Committee.

• Provision of administrative support at faculty level and to the Dean of Arts.

• Provision of support and guidance to Heads of Department and faculty members.

• Co-ordination and oversight in the areas of taught postgraduate programmes, ethics applications, budgets, part-time contracts within the faculty.

• Responsibility for the organisation and co-ordination of the faculty’s involvement in college events such as Orientation, Open Days, graduation, etc.

• Co-ordination of the nomination and appointment of the faculty’s external examiners and liaison with external examiners at key times throughout the academic year.

• Responsibility for the co-ordination of the College SmArts Extended Orientation Programme and the academic advisor scheme for 1st year students.

• Responsibility for the administration and management of programme documentation and maintenance of accurate records and revisions database.

• Co-ordination and administration of undergraduate dissertations within the faculty.

• Management and organisation of the examination processes within the faculty office, and liaising with Student Academic Administration in relation to examinations and assessment.

• Co-ordinate and manage the provision of relevant information in relation to progression issues.

• Responsibility for co-ordination and management of the quality management system within the Faculty of Arts Office, including overseeing maintenance and updating of faculty office documentation and procedures.

• Co-ordination and management of internal checks and control mechanisms within the office regarding student registrations and records and examination and progression issues to identify any possible risks in a timely manner and action same.

• Co-ordination of certain faculty reports such as to an Chomhairle Acadúil, an tÚdarás Rialaithe and other bodies as required.

• Analysis and reporting on student and programme data as required by the Dean and/or the Director of Strategic Operations.

• Responsibility for ensuring maintenance of high-quality service delivery and excellent customer service to all stakeholders including students and staff, potential students, guidance counsellors, parents, etc., regarding the faculty’s programmes.

• Undertake such other functions as are necessary to ensure the successful operation of the faculty office and faculty activities.

The list of duties and responsibilities as detailed 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 to re-assign staff to other areas of the College, in response to service needs.

TERMS AND CONDITIONS OF EMPLOYMENT

1. Tenure

The appointment will be made on a permanent, full-time basis, subject to the satisfactory completion of a nine-month probationary period. The probationary period may be extended at the discretion of the College but will not, in any case, exceed 11 months in duration. The appointment will be subject to satisfactory performance during the probationary period. If, at any time during this period, the College is of the opinion that the appointee is not suitable to hold the post having regard to capacity, performance, conduct or health, the employment may be terminated.

Termination of employment during the probationary period will be subject to appropriate notice and the disciplinary procedures in line with the Unfair Dismissals Acts 1977–2015 and other relevant employment legislation. Continuation of employment following the probationary period is subject to satisfactory performance in the role.

2. Hours of Attendance

Hours of attendance will be fixed from time to time by the College, but will amount to not less than 35 hours per week, which will be worked during normal College hours from Monday to Friday. Due to the seniority of this post, the post-holder will be expected to work flexibly to ensure service levels are maintained. The post-holder may also be required to work overtime, during evenings, weekends, and public holidays to meet operational requirements. Overtime will be unpaid, but reasonable time off in lieu will be permitted subject to the approval of the line manager.

3. Annual Leave

Annual leave entitlement for the position of Faculty of Arts Office Manager (Higher Executive Officer Grade) is 30 days per annum. Annual leave must be taken in consultation with the Director of Strategic Operations, Faculty of Arts, and having regard to the needs of the service.

4. Salary

The annual salary scale for the position of Faculty of Arts Office Manager (Higher Executive Officer Grade) is as follows (as at 1 March 2023):

€53,626; €55,916; €58,219; €60,515; €62,808; €64,836; €66,871; €68,900; €70,931; €73,494 (LSI 1); €76,056 (LSI 2).

Increments are awarded annually subject to satisfactory performance and continued good conduct. The rate of remuneration may be adjusted from time to time in line with Government pay policy.

5. Superannuation and Retirement

Membership of the relevant public sector superannuation scheme is compulsory. Employees appointed after 1 January 2013 will be members of the Single Public Service Pension Scheme, which provides for retirement at age 66 (rising to 68). Pension contributions will be deducted at the appropriate rate.

6. Sick Leave

Sick leave will be in accordance with the Public Service Sick Leave Scheme, which provides for both self-certified and certified sick leave, subject to limits and conditions.

7. Confidentiality

In the course of employment, the appointee will have access to or become aware of confidential information relating to the business of the College. The appointee shall not, during or after employment, disclose such information to any unauthorized person or make use of such information other than in the proper discharge of duties.

8. Health

For appointment to this position, candidates must be medically fit to discharge the duties of the post. The successful candidate may be required to undergo a medical examination by a qualified medical practitioner nominated by the College.

9. Garda Vetting

All appointees to positions at Mary Immaculate College are required to undergo Garda vetting clearance prior to taking up employment. Employment is contingent on the satisfactory outcome of this process.

10. Performance Management

The appointee will be subject to the performance management and development process in operation in the College and will be required to participate in same.

11. Termination of Employment

The employment may be terminated by either party with one month’s written notice or payment in lieu, except in the case of dismissal for misconduct.

12. Duties Outside the College

The appointee shall not, without the consent of the College, engage in any outside employment or business, or hold any other office or position, which may conflict with the duties of this post or the interests of the College.

13. Collective Agreements

The appointee will be required to comply with all agreements and arrangements applying to the public service generally, and the education sector in particular, as agreed by the Government, employer, and trade unions from time to time.

14. Health and Safety

The appointee must comply with all relevant health and safety legislation and College policies and procedures and ensure the safety of themselves and others at work.

15. Equality and Diversity

Mary Immaculate College is an equal opportunities employer. The College is committed to equality of opportunity for all employees and applicants for employment.

16. Data Protection

Personal data collected as part of the recruitment and employment process will be processed in accordance with the College’s Data Protection Policy and relevant data protection legislation.

17. Other Conditions

The appointment is subject to the provisions of the statutes of Mary Immaculate College, the University of Limerick Act 1989, and any amendments thereto, as well as to the policies and procedures of the College as may be amended from time to time.