Administrative Assistant

1.     Main Purpose of Job

The position will focus on delivering the core operations of the Payroll & Expenses Office, driving rigour and efficiencies into our processes and supporting the automation of key activates.

2.     Main Duties and Responsibilities

·       Play key role in the execution of the PEO’s core deliverables. This includes the accurate and timely processing of weekly, monthly, hourly paid staff, pensioners, scholarships and expense pay-runs.

·       Managing assigned tasks and prioritising competing tasks in order to ensure that they are completed on time and to a high standard with excellent attention to detail.

·       Make considered decisions on how to resolve problems and move forward. Handle complex issues that requires judgement and engagement with stakeholders

·       Directly liaise with HR while performing ongoing data reviews for each payment run to minimise the risk of incorrect payment for each category of payee for which the PEO is responsible.

·       Initiate and drive rigour/ improvements to processes and systems including detailed system specifications, implementation, development and testing. Test periodic system patch release updates.

·       Support the inducting of new staff members. Manage/ supervise staff and day to day operations when required to do so.

·       Support the PEO in meeting the requirements of the relevant Government agencies (e.g., Revenue, Social Welfare, etc.).

·       Assist with auditor (both Internal and External) and funder queries in a timely and accurate manner.

·       Maintain own knowledge of relevant University Policies and Procedures. To keep up to date with developments in Revenue reporting, tax, social welfare, wage agreements, accounting procedures, IT etc.

·       Initiate, coordinate and lead training sessions with customers & end users to ensure they’re well informed on University policies and system navigation

·       Safeguarding of the University’s interests in the processing and payment of pay runs, ensuring compliance with best practice, policy, internal controls and applicable statutory regulations.

·       To positively engage in the public relations aspect of the PEO in a mature and tactful manner. Build strong relationships with key stakeholders and deliver exceptional customer service. Ensure confidentiality is observed at all times.

·       Any other related duties as specified by the Payroll and Expenses Office Manager and/or the Expenditure Manager and/or Financial Accountant/DFA.

3.     Requirements for the role:

The successful candidate will demonstrate the eligibility requirements below in terms of qualification, skills and experience:

Essential Criteria

·       At a minimum, passes in 5 subjects at Leaving Certificate level (or equivalent)  

·       A payroll / accounting qualification or equivalent post leaving certificate qualification

·       A minimum of two years employment experience which demonstrates a high level of administrative support in a demanding office environment.  

·       Proven experience in delivering and managing large and complex pay runs in a fast-paced environment

·       Payroll / Accounting experience including detailed knowledge of PAYE, PRSI, USC rules, etc.  

·       Strong Excel skills (Applicants will be required to complete an assessment)

·       Excellent IT skills with proficiency in MS Office suite

·       Proven ability to work as part of a team

·       The competence and ability to operate a high degree of initiative since the post holder will on occasion be required to make decisions without direct supervision

·       Ability to interact and communicate effectively with University staff, auditors and other external parties

·       Accuracy in processing and attention to detail

·       Flexibility is required for these roles and note that restrictions on annual leave may apply during busy periods.

Desirable Criteria

·       Experience of the public sector / higher education sector

·       Experience in delivering customer-focused service

·       Experience in delivering and managing travel & subsistence expenses pay runs

The above criteria will be utilised to shortlist and select candidates for interview.

Application

A.Existing University of Galway employees

If you are an existing University of Galway employee, please use the University of Galway Core Portal to apply for this post. The following is a link to the Core Portal http://ess.universityofgalway.ie. Core Portal user guides can be found at https://www.universityofgalway.ie/human-resources/employeeselfservice/. Please ensure that you read the attached guide prior to applying for this post and allow sufficient time to make your online submission in advance of closing date. Please note that closing dates/times cannot be extended for user error.

Unfortunately, late applications cannot be accepted.

Employment permit restrictions apply for this category of post.

The completed application document must be submitted online to reach the Human Resources Office no later than Thursday 28th November 2024.

B. All applicants will receive an acknowledgement of application.

If you do not receive an acknowledgement of receipt of your application or if you have any other queries regarding the application process please contact recruit@universityofgalway.ie or telephone 091-492151.

C. Incentivised Scheme for Early Retirement (ISER):

It is a condition of the Incentivised Scheme for Early Retirement (ISER) as set out in Department of Finance Circular 12/09 that retirees, under that scheme, are debarred from applying for another position in the same employment or the same sector. Therefore, such retirees are ineligible to apply for this position.

D. Pension Entitlements:

This is a pensionable position. Details of the applicable Pension Scheme will be provided to the successful candidate. The Pension element of this appointment is subject to the terms and conditions of the Pension scheme currently in force within the University. This Scheme may be amended or revised by the Irish Government or its agents at any time.

The Public Service Superannuation (Miscellaneous Provisions) Act 2004 set a minimum retirement age of 65 and removed the upper compulsory retirement age for certain New Entrants to the Public Sector on or after 1 April 2004. Effective from 1st January 2013, The Single Public Service Scheme applies to all first-time new entrants to the public service, as well as to former public servants returning to the public service after a break of more than 26 weeks. Compulsory retirement age will be 70.

F. Collective Agreement: Redundancy Payments to Public Servants:

The Department of Public Expenditure and Reform letter dated 28th June 2012 to Personnel Officers introduced, with effect from 1st June 2012, a Collective Agreement which had been reached between the Department of Public Expenditure and Reform and the Public Services Committee of the ICTU in relation to ex-gratia Redundancy Payments to Public Servants. It is a condition of the Collective Agreement that persons availing of the agreement will not be eligible for re-employment in the public service by any public service body (as defined by the Financial Emergency Measures in the Public Interest Acts 2009 – 2011) for a period of 2 years from termination of the employment. Thereafter the consent of the Minister for Public Expenditure and Reform will be required prior to re-employment. People who availed of this scheme and who may be successful in this competition will have to prove their eligibility (expiry of period of non-eligibility) and the Minister’s consent will have to be secured prior to employment by any public service body.

Please refer to Revenue circular (www.revenue.ie/en/about/foi/s16/income-tax-capital-gains-tax.../05-05-19.pdf) for information on revised tax arrangements which may apply on rehire if you have previously received a redundancy payment from University of Galway.

G. Department of Health and Children Circular (7/2010):

The Department of Health Circular 7/2010 dated 1 November 2010 introduced a Targeted Voluntary Early Retirement (VER) Scheme and Voluntary Redundancy Schemes (VRS). It is a condition of the VER scheme that persons availing of the scheme will not be eligible for re-employment in the public health sector or in the wider public service or in a body wholly or mainly funded from public moneys. The same prohibition on re-employment applies under the VRS, except that the prohibition is for a period of 7 years, after which time any re-employment will require the approval of the Minister for Public Expenditure and Reform. People who availed of either of these schemes are not eligible to compete in this competition.

H. Declaration:

Applicants will be required to confirm whether they have previously availed of a public service scheme of incentivised early retirement and/or the collective agreement outlined above. The above represents the main schemes and agreements restricting a candidate’s right to be re-employed in the public service. However, it is not intended to be an exhaustive list and candidates should declare details of any other exit mechanism they have availed of which restricts their right to be re-employed in the public service. Applicants will also be required to declare any entitlements to a Public Service pension benefit (in payment or preserved) from any other Public Service employment and/or where they have received a payment-in-lieu in respect of service in any Public Service employment.

J. Work Permits:

Work permits are permits which are granted to non-EU/EEA Citizens to allow them to work in Ireland legally. It's an illegal offense to work in Ireland without a work permit and both the employer and the employee are held responsible. For more information on work permits and for future updates, visit the Enterprise, Trade and Employment website www.djei.ie. Please see list of ineligible categories for work permits at https://dbei.gov.ie/en/What-We-Do/Workplace-and-Skills/Employment-Permits/Employment-Permit-Eligibility//

Assessment Procedure

A. Board of Assessors

Applications will be considered by a Board of Assessors, who will shortlist and interview candidates. All applications and other materials submitted by applicants will be treated in strict confidence by all panel members and others involved in the administration of the recruitment. No information about the identity of applicants, or details of their applications, will be released to others, except where it is necessary as part of the selection process.

B. Interview Dates

Candidates will be advised of arrangements in due course. We endeavour to give as much prior notice as possible for interview dates etc. Candidates should make themselves available for interview and presentation on the date(s) specified by the University.

Candidates who do not attend for interview or other test when and where required by the University or who do not, when requested, furnish such evidence as the University requires in regard to any matter relevant to their candidature, will have no further claim to consideration.

C. Referees

Referees listed on the application form of the successful candidate will be contacted following interview, with the exception of academic posts.

D. Offer

All candidates will in due course be notified of the outcome of their application. The Human Resources Office will offer the post to the candidate appointed once the appointment has been made by the University Appointing Authority. The successful candidate will be required to submit evidence of age, original qualifications and may be required to complete a medical examination.

Once a conditional job offer has been made, the candidate will be asked to complete a confidential pre-employment health questionnaire that the University’s Occupational Health Service will use in order to assess medical fitness to undertake the duties of the post. The information provided on the questionnaire will be used (i) to assess the candidates medical capability to do the job applied for; (ii) to determine whether any reasonable adjustments may be required to accommodate any disability or impairment which the candidate may have; and (iii) to ensure that none of the requirements of the job for which the candidate applied would adversely affect any pre-existing health conditions the candidate may have. Human Resources Office.

 Salary: €41,350 to €57,660 (applicable to new entrants effective from January, 2011) and in accordance with the terms and conditions of the University’s Remuneration policy.

This appointment will be made on the Grade 3 payscale in line with current Government pay policy.