Finance Executive Officer

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, Mary Immaculate College 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, County Tipperary. The student community consists of more than 5,000 learners participating in fourteen undergraduate degree programmes and several postgraduate programmes extending to Doctor of Philosophy and Doctoral level. Academic staff engage in a wide range of academic research areas, and research underpins all teaching and learning at Mary Immaculate College.

Mary Immaculate College seeks to prepare its students for professional excellence and to nurture their capacity to lead flourishing lives.

CANDIDATE PROFILE AND SCOPE OF THE POSITION

Mary Immaculate College wishes to create a panel of suitable candidates for appointment to the position of Executive Officer Finance on a full time or part time, permanent and temporary basis. There are currently two permanent full time vacancies in the areas of Finance Operations (Accounts Payable) and Student Finance.

Essential Qualifications, Experience and Skills

A relevant third level qualification at Level 6 or higher on the National Framework of Qualifications and a minimum of 2 years relevant experience, preferably in a large finance office or third level education administrative setting.

or

A minimum of 3 years relevant experience, preferably in a large finance office or third level education administrative setting.

Excellent Information Technology skills, in particular a high degree of proficiency in Microsoft Excel.

Experience in the use of integrated financial management systems, preferably for a large organisation.

Strong communication skills and excellent interpersonal skills.

Strong administrative, organisational and time management skills with the ability to prioritise, manage and complete a variety of tasks on time.

A high level of numeracy, accuracy and attention to detail.

Excellent problem solving capabilities with an aptitude for process optimisation and improvement.

A proven ability to work effectively and efficiently as part of a team and on own initiative.

Preparation and maintenance of standard operating procedures.

It is desirable but not essential that candidates will also have:

• Experience with Agresso (Unit4) or similar Enterprise Resource Planning systems.

• Knowledge of Relevant Contracts Tax, Professional Services Withholding Tax, Value Added Tax and Revenue Online Service processes.

• Experience supervising staff.

JOB DESCRIPTION

Reporting Relationship

The appointee is required to carry out the duties attached to the post under the general direction of the Finance Manager, 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 a Senior Finance Manager and the Director of Finance.

The appointee will report through the Finance Manager to the College President and or to such other College Officers as the President may designate from time to time. The post holder will work closely with College staff across academic and professional services 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 general duties of a Finance Executive Officer are as follows. A detailed job description will be provided for each role.

• Prepare, process and reconcile financial transactions across areas such as accounts payable, accounts receivable, payroll, procurement, student fees and general ledger.

• Assist in the preparation of monthly, quarterly and annual financial reports.

• Maintain accurate financial records in line with organisational policies and audit requirements.

• Perform detailed reconciliations, variance analysis and data validation to ensure accuracy and compliance.

• Ensure adherence to financial controls, policies and regulatory requirements.

• Operate and maintain data within the organisation’s integrated financial management system.

• Input, verify and extract financial data to support reporting and decision making.

• Contribute to system upgrades, testing and process improvements.

• Supervise and support finance staff including assigning tasks, monitoring performance and providing guidance.

• Ensure high standards of service delivery within the finance function.

• Assist in training staff in financial procedures and systems.

• Develop and maintain complex Excel spreadsheets for financial analysis, reporting and tracking.

• Use advanced Excel functions for example pivot tables, VLOOKUP, XLOOKUP, formulas, data validation and conditional formatting.

• Ensure data integrity, security and confidentiality in line with organisational policies.

• Support digitalisation and automation initiatives within the finance office.

• Work as part of a finance team and contribute to a collaborative and supportive finance environment, actively engaging with colleagues across the Finance Office to achieve shared goals, promote knowledge sharing and maintain a positive team culture.

• Ensure all financial work is completed with a high level of accuracy and attention to detail.

• Conduct regular checks to ensure compliance with internal controls and external regulations.

• Support audit processes by preparing documentation and responding to queries.

• Identify inefficiencies in financial processes and propose improvements.

• Assist with tasks and project work as directed by the Finance Operations Manager, Senior Finance Manager or Director of Finance.

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 staff function in a flexible manner and work together as a team. The College retains the right to assign new duties and or to reassign staff to other areas of the College in response to service needs.

TERMS AND CONDITIONS OF EMPLOYMENT

General

All persons employed will sign an appropriate contract which will contain terms and conditions of 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.

Mary Immaculate College 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, 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 permission from the Vice President Administration and Finance of Mary Immaculate College to undertake such work on the agreed terms and conditions. In every case it is the duty of the appointee to seek prior written permission. It is also the duty of the appointee to inform the person or body for whom the work is being undertaken that the work is conducted in a private capacity and that the College cannot be responsible for such work.

Probationary Period

The appointment is subject to satisfactory completion of the standard six month probationary period. The probationary period may be extended at the discretion of the College but will not in any case exceed eleven months. Absences during the probation period will extend the probation period. Performance and conduct during probation will be reviewed through a process of assessment meetings. Termination of the appointment during probation may occur at the discretion of the College.

Hours of Attendance

The full time working hours are 35 hours per week.

The normal hours of duty are Monday to Thursday from 9.00 am to 5.00 pm with a one hour unpaid lunch break each day and Friday from 9.00 am to 4.45 pm with a forty five minute unpaid lunch break.

However, the duties attaching to the position are such that the post holder may be required to work evenings or weekends on occasion to accommodate service needs. Subject to College policy, the post holder may avail of Time Off In Lieu or overtime where working hours exceed the contracted 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 will commence on the first point of the salary scale.

Executive Officer Salary Scale (New Entrant Grossed Up) effective 1 February 2026:

€36,207

€38,419

€39,203

€41,455

€43,594

€45,511

€47,364

€49,211

€51,024

€52,889

€54,749

€56,721

€58,044

€59,930 Long Service Increment

€61,826 Long Service Increment 2

Executive Officer Salary Scale (Grossed Up Non New Entrant) effective 1 February 2026:

€39,203

€41,455

€43,594

€45,511

€47,364

€49,211

€51,024

€52,889

€54,749

€56,721

€58,044

€59,930 Long Service Increment 1

€61,826 Long Service Increment 2

Increments are awarded in line with national pay agreements.

Salary is paid monthly on the 25th of each month or the previous Friday if the 25th falls on a weekend using the Paypath facility. Payment of salaries is subject to statutory deductions including Income Tax, Superannuation Contributions, Pay Related Social Insurance and Universal Social Charge.

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 Public Service Pensions (Single Scheme and Other Provisions) Act 2012.

All other eligible appointees are automatically included in the Colleges of Education Pension Scheme on taking up appointment. Deductions amounting to 6.5 percent are made from salary.

The appointee will also be required to pay Additional Superannuation Contribution under the Public Service Pay and Pensions Act 2017.

Appointees who commenced employment in the public service between 1 April 2004 and 31 December 2012 and who have not had a break in employment of greater than six 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 is entitled to or in receipt of a pension from the Civil or Public Service, or where such a pension becomes payable during 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.

Annual Leave

The annual leave entitlement for this grade is 25 working days per leave year. Annual leave should normally be taken when students are off campus and must have prior approval from the relevant Line Manager.

Public holidays are granted in accordance with the Organisation of Working Time Act 1997.

Sick Leave

Employees who have a minimum of three months continuous employment with the College may be granted sick pay subject to the terms of the Public Service Sick Leave Scheme 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 information concerning staff, students or the functioning and business of the College. Such information is considered confidential and must not be disclosed except in the performance of normal duties or where authorised.

Health and Safety

Mary Immaculate College attaches the highest regard to the safety, health and welfare of its employees. Each employee must take reasonable care to protect the health and safety of themselves and others and comply with all health and safety policies and procedures in operation within the College.

College Policies, Rules and Regulations

The College is a public sector employer and is bound by national agreements as well as regulations, circulars and directives issued by Government Departments and the Higher Education Authority.

Employees are subject to the provisions of the Code of Conduct for Staff and other College policies including Disciplinary and Grievance Policies, Dignity at Work, Examination Rules and Regulations and Responsible Use of Information Technology policies.

Termination of Employment

At least two calendar months written notice is required to resign this post.

Upon termination of employment, staff members must return all books, reports, memoranda, correspondence, papers, records, files including electronic data and all other property belonging to the College or relating to its business.