School Manager

Role Description

The Manager will be responsible, with the Dean of School, for co-ordinating and supervising the operation of all administrative and support functions in the School of Public Health.

The School Manager within the School of Public Health will provide leadership, guidance and support for all administrative functions within the School by managing the administrative team which comprises seven administrators encompassing operational, research and programme administration.

They will manage the School finances in accordance with the policies and procedures set down by the University and play a key role in implementing the strategic priorities of the School.

The School Manager will be a member of the School Executive Committee and act as the administrator of this committee. The Manager will report to the Dean of School.

The main duties will be:

• To work effectively with the Dean of School, supporting the strategic management of the School through the development and management of strategic projects, as well as advising him/her of the administrative processes, structures and procedures to enable the School to achieve its strategic objectives.

• To act as the School Finance Manager, managing and overseeing all financial and budgetary functions of the School accounts (including research accounts such as the HRB-funded Centre for Health and Diet Research and development of research bids), ensuring compliance with the accounting and financial controls as specified by UCC’s Finance Office, preparing annual budgets and financial statements for School and research accounts as needed.

• To manage and oversee the School examination processes and to communicate academic rules and regulations to staff and students (e.g. pass and progression, appeals, mitigation, transfers, exemptions, requirements for autumn supplemental examinations etc.) with support from the programme administration team.

• To provide the necessary administrative framework to support the ongoing development of a thriving undergraduate and postgraduate provision.

• To manage the promotion and marketing activities of the School.

• To manage the smooth operation of the School on a day-to-day basis and to arrange staff and systems to create a student-centred environment.

• To support the School in planning its future strategic direction in relation to staffing, finance and capital development, consistent with its academic mission.

• To support the development of the School’s research agenda and assist the Head of School in overseeing the development of this area.

• To manage the programme administration team in timetabling for teaching purposes, including maintaining staff teaching load records.

• To establish and manage examination administration including timetabling, production of papers, liaising with external examiners (including relating to the administration of external examiner appointments), co-ordination of examination systems with internal examiners, making special examination arrangements for students, and servicing examination boards, supported by the programme administration team.

• To ensure adequate arrangements for the conduct of Viva Voce examinations.

• To ensure that administrative systems and practices within the School are developed and operated in line with University policies and guidelines.

• To ensure School policies are aligned and, where necessary, assist in the development of policies compatible with University policies, procedures and legislation.

• To work closely with the Systems Administration Manager on School-related issues.

• To manage the School administration, including performance reviews, recruitment and induction of new staff and managing staff records.

• To manage and assist in School events, open days, seminars for visiting lecturers, delegations, etc.

• To be responsible for the School website, co-ordinating and updating information for University publications pertaining to the School and local publicity materials.

• To maintain the School risk plans and major incident recovery plans.

• To prepare and monitor contracts for part-time staff, as well as providing support.

• To support the ongoing development of the curriculum within the School and facilitate the introduction and development of new academic/professional programmes in accordance with the Office for Academic Programmes and Regulations.

• To facilitate and assist academic staff in the preparation of submissions to academic/professional accrediting bodies and other review panels as appropriate.

• To maintain a high level of interaction and positive relationships with School staff and students.

• To sit on and act as administrator for the School’s Executive Committee.

• To support the School’s Athena Swan initiative.

• Other duties as determined by the Dean of School.

Health & Safety

In addition to the statutory safety duties of all employees (as prescribed in safety legislation and the relevant local safety statement), each staff member is responsible for:

• Discharging any safety functions delegated to them by their Head of College/School/Department/Centre/Unit in relation to the areas/activities under their control.

• Co-operating and assisting the University and the Head of College/School/Department/Centre/Unit in the discharge of their statutory safety responsibilities.

• Ensuring that all work under their control is undertaken safely and without risk to health and complies with the provision of all relevant statutory legislation.

Note:

As the University continues to expand and evolve, it is likely that flexibility in regard to the allocation of specific duties will be necessary. Accordingly, the list of duties specified above is not intended to be exclusive or restrictive; duties may be added or withdrawn, but any such alteration will take place after consultation with the appointee.

Essential Criteria

Third-level or other relevant qualification and/or a relevant professional qualification.

Proven experience in research and/or teaching administration.

Proven administrative ability in financial and budgetary management.

Proven experience of staff supervision.

Excellent interpersonal skills and demonstrated capacity to build good working and collegial relations with a diverse group of academic, professional and administrative staff, as well as external stakeholders.

Proven ability in strategic and resource planning.

Proven ability to exercise professional judgment and to use initiative appropriately.

Proven ability to work independently and as part of a team.

Ability to relate to staff in a collegial manner.

Excellent organisational and IT skills.

Excellent communication skills, both written and spoken.

Excellent understanding of university systems, processes and culture.

Proven extensive strategic management experience in the Higher Education sector or a similarly complex organisation, which includes managing a large interdisciplinary team and demonstrable experience of the ability to effectively manage significant human, physical and financial resources to achieve strategic goals.

Be a highly effective communicator with excellent spoken and written communication skills (including reports and briefings), combined with motivating, negotiating and influencing skills, and demonstrate a proactive approach to problem-solving.

Demonstrated experience in the practical application of regulations, policies and procedures relevant to the operations of an educational and research-active organisation, and experience of working with relevant compliance processes.

Show evidence of an active commitment to the professional development of the administrative team, the wider staff and your own professional development.

Have excellent numerical and analytical abilities.

Proven budget development and monitoring experience, using a data- and information-driven approach to identify and respond to problems.

Demonstrate a proactive approach and the ability to multi-task in achieving milestones and deliverables.

Desirable Criteria

Proven management experience.

Qualification or experience in public health/health promotion.

Substantial experience of an educational/research environment at third level.

Candidates are requested to make a personal assessment of these criteria against their own qualifications, skills and abilities to assess whether they should apply for the post.

Please note:

Candidates who do not demonstrate that they meet the criteria as detailed above will not be shortlisted.

The University, at its discretion, may undertake to make additional appointment(s) from this competition following the conclusion of the process.

The University has determined a set of competencies which are a requirement for this post.

Conditions of Employment

Salary:

Appointment may be made on the Admin III Salary Scale:

€60,862 - €72,665 (Scale B)

or

€57,949 - €69,147 (Scale A)

Salary placement on appointment will be in accordance with public sector pay policy.

As required by public pay policy for the higher education sector, new appointments to a direct entry recruitment grade will generally be at the minimum (1st point) of the relevant scale.

For existing public servants, the restriction to the first point on scale may be varied where a person is appointed to the same or an analogous grade, role or position as their previous public service employment.

The rate of remuneration for all appointments may be adjusted from time to time in line with government policy.

The working hours for administrative staff are 35 hours per week with normal hours of duty from 9.00am to 5.00pm Monday to Friday, with 1 hour for lunch break.

Due to the nature and seniority of the post, however, it may be necessary to extend and vary these hours from time to time in order to meet the exigencies of the post.

Annual Leave

Annual leave will be 29 days per annum (pro-rata). This leave is exclusive of public holidays and Good Friday.

The leave year commences on 1 July annually and four days annual leave must be held for the Christmas closure period.

Sick Leave

Sick leave will be granted in line with University policy in this regard, which may change from time to time.

You should familiarise yourself with the University Sick Leave Policy and University Sick Leave Management Policy.

Tenure of the Post

The tenure of the post is permanent whole-time, based on the following provisions:

a) A probationary period of twelve months shall apply from commencement of employment in the post during which the contract of employment may be terminated by either party in accordance with the Minimum Notice and Terms of Employment Acts, 1973 to 2005.

b) Except in circumstances of gross misconduct justifying immediate dismissal, the appointee will receive one month’s notice of termination of employment or, if greater, such notice as is provided for in the Minimum Notice and Terms of Employment Act, 1973.

c) The appointee is required to give one month’s notice of termination of employment.