Higher Executive Officer: Clerk Of Works

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 (MIC) wishes to invite applications from suitably qualified and experienced candidates for the position of Clerk of Works on a 2-year specified purpose contract with specific responsibility during the construction and defects stage for Library Project (5030 sqm) (duration subject to change depending on programme requirements). MIC is a live campus and requires day to day management of the site.

The successful candidate will play a key role in overseeing construction, maintenance, and inspection works across the College’s infrastructure projects, with specific responsibility for the 5030 sqm Library Project and additional minor works undertaken by the Estates Department.

This role is essential to ensuring that all works are completed to the highest standards of quality, safety, compliance, and efficiency.

Essential Qualifications, Experience & Skills

Qualifications

Hold a National Certificate/National Diploma in Construction Studies or Civil Engineering (NCEA/FETAC).

or

Be a member of the Institute of Clerk of Works in Ireland with a first-class Technological Certificate (Intermediate Stage) or a Technological Certificate (Advanced Stage) issued by the Department of Education.

Essential Experience and Skills

2. Technical & Regulatory Expertise: Demonstrate six years experience of building construction, engineering works, and Safety and Health and Welfare at Work Act 2005 and Safety, Health and Welfare at Work (Construction) Regulations 2013 legislation including client duties. Ensure full compliance with the Building Regulations and associated Technical Guidance Documents.

3. Reporting, Documentation & Contract Management: Experience in preparing clear, concise, and accurate technical reports and maintain detailed works records and documentation and track all contract variations.

4. Interpersonal & Communication Skills: Demonstrate sound personal judgement and technical skill across all project activities with an ability to communicate effectively with on-site staff, internal work teams, management, and members of the public. Act as a proactive problem-solver, applying strong analytical skills to resolve complex construction or compliance issues and support a collaborative working environment.

It is desirable that candidates will also have:

Use relevant software such as AutoCAD to support data management, project reporting, and decision making. Contribute to digital record-keeping and project audits.

Experience working on a live academic campus or similar large-scale, complex operational environment.

Knowledge or experience of delivering library construction or refurbishment projects.

Health & Safety qualifications such as IOSH Managing Safely, NEBOSH Construction Certificate, or equivalent. Chartered membership of IOSH (CMIOSH) or equivalent professional accreditation would be desirable.

Person Profile

The ideal candidate will be a technically competent, highly organised project professional with strong communication and stakeholder engagement skills. They will demonstrate initiative, personal accountability, and the ability to work confidently across complex construction environment.

3. 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 Estates and Sustainability, 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 Estates and Sustainability, the Vice President of Administration and Finance, the College President and/or to such other College Officers as the President may designate from time to time.

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.

Core Duties (Library Project & Estates Department)

The Clerk of Works will be required to:

• Conduct site inspections as directed and prepare weekly reports to Employer’s Representatives, the Director of Estates & Sustainability, and the Library Project Co-Ordinator within strict timelines.

• Identify, record, and report construction defects in weekly reports.

• Monitor and assess progress against the contract programme and liaise with the Employer’s Representative, Assigned Certifier, Architect, Engineers, and/or Project Manager.

• Ensure compliance with Health & Safety legislation, regulations, and MIC Safety Management Systems.

• Liaise with and monitor the performance of the PSCS in discharging statutory duties.

• Review and monitor implementation of the Construction Stage Safety and Health Plan.

• Monitor contractor compliance with Risk Assessments and Method Statements (RAMS).

• Verify site inductions, training records and competency documentation where required.

• Ensure statutory site notices and HSA notifications are displayed and maintained.

• Verify that works comply with planning permissions, statutory requirements, procurement processes, College specifications, and best practice construction standards.

• Monitor compilation and completion of the Safety File and ensure all required documentation is provided to the Client in accordance with the Construction Regulations.

• Measure and record contract variations and prepare snag lists as required.

• Maintain detailed and accurate electronic and written records, including inspections, notices, and Change Orders.

• Keep a comprehensive diary and photographic record of all works and inspections.

• Monitor compliance with Working at Height Regulations and scaffolding inspection requirements (including GA3 records where applicable).

• Monitor lifting operations and review lifting plans where required.

• Oversee temporary works coordination and ensure appropriate inspections are undertaken.

• Monitor fire safety controls during construction, including hot works permits and temporary fire protection measures.

• Ensure statutory welfare facilities are provided and maintained in accordance with the Construction Regulations.

• Monitor compliance with Waste Management legislation and Construction & Demolition Waste Management Plans.

• Review asbestos survey information prior to refurbishment works and ensure compliance with the Safety, Health and Welfare at Work (Exposure to Asbestos) Regulations 2025.

• Coordinate construction emergency procedures with campus emergency management arrangements.

• Ensure incidents and dangerous occurrences are reported in accordance with statutory requirements and College procedures.

• Perform any other duties appropriate to the role as assigned from time to time.

Additional Duties – Estates Department

• Assist and liaise with the Estates Department and Procurement Office on minor works contracts.

• Assist with the Estates Department with inspections and prepare condition reports.

• Inspect properties proposed for acquisition by MIC and assist with the preparation of condition reports.

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 reassign 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.

This post is at Higher Executive Officer grade. With effect from 1st February 2026, the annual salary scale for Higher Executive Officer (grossed up) is:

€59,437, €61,173, €62,907, €64,640, €66,377, €68,112, €69,847, €72,353 (LSI 1) and €74,852 (LSI 2).

Increments are awarded in line with national pay agreements.

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, 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.

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.

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 27 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 of 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.