Services Manager

The post of Services Manager is an administrative full-time role reporting to and supporting the Hospital and School Manager. The Services Manager, along with the Hospital and School Manager and the Dean, will be responsible for coordinating and supervising the operation of all administrative and support functions of the Dental School and Hospital. This post will be the key liaison with the HSE in managing the Service Level Agreement (SLA) and fulfilling reporting requirements. The post carries a high level of authority, involving extensive contact with academic and technical/support staff, college offices, and external bodies, in an independent and discretionary decision-making capacity.

Role Description

• Maintain and develop the culture, ethos, and excellence of the Hospital and School.

• Manage the administrative aspects of the operation of clinical services, ensuring that the terms of any agreements with healthcare bodies are met. The Dean undertakes responsibility for Clinical Governance in conjunction with the Clinical Director. The post may be required to support those activities on occasion, including but not limited to quantum of service, patient satisfaction, patient throughput, rostering of staff, removal of barriers to improvement, introduction of streamlined processes and procedures, and related aspects to the management of complex, standards-driven services.

• Manage and support administrative staff in delivering a high-quality service to patients, students, and staff.

• Provide regular reports, written and verbal, to the hospital manager on key performance indicators in the service.

• Manage routine HR functions, including performance management, in liaison with the Hospital & School Manager as appropriate.

• Monitor, identify, report, and address all the institutional risk issues.

• Support key functions across health and safety, facilities management, and patient complaints.

• Support functions across key performance areas such as research, teaching, and learning.

• Be involved in the strategic development of hospital and school policies aligned with the University and any National Oral Health Policies.

• Ensure that the administrative systems and practices within the school and hospital are developed and operated in line with university policies and guidelines.

• Work closely with the Hospital & School Manager to ensure that staff are motivated to achieve the highest standards of individual and collective performance and to foster, maintain, and support the working relationships between staff at all levels within the hospital and school.

• Maintain a high level of interaction and positive relationships with staff and students.

• Represent the Hospital & School Manager in conducting business with other schools/departments, college offices, and external bodies and deputise for the hospital and school manager as required.

• Participate in and lead relevant committees, as appropriate and in agreement with the Dean. Participate in university and college-level committees as required. Work with Chairs of all committees on preparing for relevant accreditation visits, particularly related to curriculum regulation and clinical governance.

• Be familiar with the principles of procurement and comply with relevant directives.

• Establish, implement, and maintain clear, effective, and efficient communications in working relationships throughout the hospital and with all relevant agencies, including the HSE, Department of Children, Department of Education and Science, Research Funding Agencies, Statutory Bodies, and Professional Bodies representing staff. Build and nurture strong working relationships with senior HSE staff regarding the operation of the Service Level Agreement (SLA).

• Maximise income generation and collection.

• Assist the Hospital & School Manager in the organisation of the day-to-day effective and efficient operation of all functions within the hospital within the approved budget.

• Work effectively with the Hospital and School Manager and Dean to manage the delivery of a high-quality administrative service that supports the day-to-day smooth running of the Hospital School as well as its longer-term strategic planning and development processes.

• Work closely with the Hospital & School Manager to provide leadership of academic administration.

• Perform other duties as may be assigned from time to time.

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 provisions of all relevant statutory legislation.

Requirements:

The successful candidate will be able to demonstrate previous leadership, broad management experience, and a track record of achievement in a complex, results-focused organisation. They will also demonstrate experience in dealing with different stakeholders. In addition to previous relevant experience and personal skills, an appropriate educational qualification will be required.

Skills and Attributes:

The successful candidate will:

• Have excellent resource and people management skills with the ability to motivate staff.

• Have demonstrated leadership and strategic skills.

• Be a clear, analytical, and decisive thinker.

• Have drive, energy, and commitment.

• Have good communication and presentation skills.

• Be a good negotiator.

• Be a team player.

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.

SELECTION CRITERIA

Essential Criteria

The successful candidate will have a third-level qualification or other relevant professional qualification in a field such as management, leadership, public administration, human resources, finance, or project management.

Proven ability through extensive administrative, planning, and management experience of an appropriate nature.

Record of overcoming barriers to improvement and ability to create and implement feasible solutions to problems.

Proven record of working independently and as part of a team, and in achieving short-term and long-term goals.

Proven record of leading a team to deliver a public-facing service as well as delivering projects and continuous improvement on time and to budget.

Excellent interpersonal skills, combined with an ability to deal effectively, efficiently, and appropriately with staff, senior managers, public, and external partners and groups.

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

Excellent verbal and written communication skills.

Ability to relate to staff in a collegial manner.

Excellent organisational skills and experience of working to deadlines whilst coping with competing priorities.

Ability to deal flexibly with a range of different demands about a wide variety of subjects and prioritise a varied workload.

Ability to influence and drive business thinking and the development of systems that support business objectives, organisational design, and resource planning.

Desirable Criteria

13. Experience in managing a team and dealing with a variety of complex HR issues.

14. Experience of successful implementation of new administrative and IT systems.

15. Experience in a University or other Higher Education Institute or Health Service establishment for more than 3 years.

16. Experience of services development in the health or social care sector.

17. Evidence of Lean/Six Sigma expertise or application.

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 an additional appointment(s) from this competition following the conclusion of the process. Competencies relating to administrative grades in the University are available on the website.

CONDITIONS OF EMPLOYMENT

Salary: Appointment may be made on the Admin III Salary Scale: €60,260 - €71,946 (Scale B) / €57,375 - €68,462 (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 the 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.

Hours of Duty: The working hours for administrative staff are 35 hours per week, from 9.00am to 5.00pm Monday to Friday, with 1 hour for lunch. 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: 29 days per annum, 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: Granted in line with University policy, which may change from time to time.

Tenure: Permanent whole-time post with a twelve-month probationary period. Either party may terminate employment with one month’s notice (subject to the Minimum Notice and Terms of Employment Acts, 1973–2005).

Pension: Governed by the Public Service Pensions (Single Scheme and Other Provisions) Act 2012 or the UCC Pension Scheme, depending on prior service.

Other Benefits:

• Supplementary Life Assurance Scheme (0.26% of salary).

• Group Personal Accident Scheme (0.06% of salary).

• UCC Income Continuance Plan and Specified Illness Cover (1.05% of salary).

• PRSI Class A1 rate applies.

• Access to VHI, Laya Healthcare, or Irish Life group schemes.

• Opportunities for further studies, training, and use of campus facilities.

• Comprehensive Work Life Balance Policies.

Other Notes:

Non-EEA citizens must obtain a valid work permit before appointment. Shortlisted candidates will be interviewed (in person or online) and must provide references, a birth certificate, academic documents, and may be subject to Garda vetting or international police clearance.

Candidates must ensure all information submitted is accurate; any false statements will invalidate the application.