Executive Officer

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 menu of educational programmes expand across two impressive campuses, one based in the heart of Limerick City and one in Thurles, Co. Tipperary. The diverse student community is made up of more than 5,000 learners, participating in fourteen undergraduate degree programmes and a wide range of postgraduate programmes up to and including doctoral level. Academic staff members engage in professional academic research activities, and research underpins all teaching and learning at the College. 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 wishes to fill two full time permanent posts and 1 full time fixed term post for Executive Officer in the Education Office. The position of Executive Officer – Education Office is a key administrative and supervisory role. The appointee will have responsbility for a wide range of duties relating to the functioning of the Education Office. The successful candidate will have excellent organisational skills and will have diverse responsibilities in a complex setting, liaising with staff, students and clients of the College. The post holder will be required to deal with highly confidential information in a very discreet manner. The successful appointee will be be required to work in one of the following key areas of administration within the Faculty: • Faculty Operations – management of the operations of the Faculty across academic, administrative areas and governance areas. • Placements – School, Early Childhood, Professional Practicum • Examinations/Assessments – operational coordination of end to end examination process. • Postgraduate – operational management of Taught Postgraduate Programmes in conjunction with several other key tasks involved in the efficient running of the programmes offered by the Faculty of Education. The post holder will be responsible for the management of the clerical officer(s) and will liaise closely with the Education Office Manager and the Director of Operations, Faculty of Education

Essential Qualifications, Experience & Skills: a) A third level qualification in a relevant field at level 6 or higher on the National Framework of Qualifications and a minimum of 2 years’ relevant administrative experience

or A minimum of 5 years’ relevant administrative experience; b) Proven people management skills; c) Excellent administrative and organisational skills with the ability to manage, prioritise, and complete a variety of tasks under pressure and within deadlines; d) Demonstrable experience of using own initiative to solve problems in a positive and proactive manner; e) Advanced verbal, written, and communication skills, as well as excellent report writing ability; f) Proven IT skills, including a high degree of proficiency in Microsoft Enterprise Solutions in particular Word, Excel, MS Teams and PowerPoint with experience in the use of Agresso, Share point, Adobe Acrobat X-Pro and Moodle or equivalent systems; g) A high level of numeracy, accuracy and attention to detail; h) The ability to work effectively as part of a team within an established team environment; i) Proven ability to work collaboratively and supportively with a wide variety of stakeholders, both internal and external with the ability to work across a multiplicity of seniority levels with a demonstrable capacity for dealing with highly confidential information in a very discreet manner;

It is desirable that candidates will also have: j) Data Management experience. Cuirfear fáilte roimh iarratais ó dhaoine go bhfuil dearcadh dearfach acu i leith na Gaeilge. Applications are welcome from people who have a positive outlook to Irish. Please note that current government policy may have implications for the re-employment of applicants who are currently in receipt of a public sector pension

3. JOB DESCRIPTION Reporting Relationship The appointee is required to carry out the duties attached to the post, under the general direction of the Education Office Manager(s) – Higher Executive Officer(s), to whom they report to, and to whom they are responsible to for the performance of these duties in the first instance. The appointee will also have a reporting relationship to the Director of Operations, Faculty of Education and to the Dean of Education. The appointee will report through the Education Office Manager(s) - Higher Executive Officers and Director of Operations, Faculty of Education to the Dean of Education and to the College President and/or to such other College Officers as the President may designate from time to time. The appointee will liaise with the Deans of Arts and Education, Heads of Departments, Course Leaders and other College personnel and with relevant College bodies 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: Manage and coordinate key operations within the Faculty of Education including amongst other duties the following: - End to end management of the electives administrative process. - Administrate the Ethics Process for undergraduate and postgraduate dissertations. - Conduct and manage student surveys via SharePoint for various faculty operations. - Manage Grant administration in conjunction with the Finance Office. - Organise events relating to the Faculty of Education and liaising with colleagues within the Faculty of Education, various offices throughout the College and external stakeholders for key events such as orientation, book launches, Teaching Council briefings etc. - Maintaining high levels of quality assurance and adhering to General Data Protection Regulation (GDPR) regulations when dealing with student information - Edit, proofingd, format and design of documents.. - Support the day to day operations of the Faculty of Education including the Faculty Calendar, Programme Handbooks and webpages and ensuring that the myriad of meetings are scheduled without conflicts/overlaps. Follow through on actions of the various committees to higher boards of authority and University of Limerick. - Compile and collate information in connection with the business of the Faculty Office; in particular, collate feedback and responses for the drafting of institutional responses to external government agencies and departments. - Manage the student placements for both school and early childhood. - Organise Health & Safety training for students where this is a placement requirement. - Manage recheck and appeals process in relation to placements and assessments. - Issue communications to the Faculty on events, call for papers, calls for feedback etc. - Act as recording secretary for Faculty meetings. - Staff supervision and allocation of workloadsMaintain databases and records of Faculty representation at events, procurement and student records. - Action queries from potential students, guidance counsellors, parents and the general public re. the faculty’s programmes. - Support the management of department budgets and compliance to procurement protocols. - Support the design and preparation of flyers, posters, booklets, programmes and update the MIC website under the instruction of line manager and or Dean. - Provide administrative support and backup to Office Managers, the Director of Operations, Faculty of Education and Dean of Education as required. - Address queries from potential students, guidance counsellors, parents and the general public re. the faculty’s programmes. - Support the management of department budgets and compliance to procurement protocols. - Supervise the recheck and appeals process in relation to placements and assessments. - Management of exam papers. - Engaging with the external examiner process and ensuring that all documentation required is available and accessible. - Create, manage and manipulating excel-based and system-based exams and placement data. - Interpret academic regulations and enact correctly. - Assist in the production of accurate and on-time exam board reports for presentation to relevant exam boards.

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 re-assign 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 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 05:00 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.

With effect from the 1st of October 2024, the annual salary scale for the grade of Executive Officer (Grossed up New Entrant) is: €34,353, €36,544, €37,320, €39,550, €41,667, €43,566, €45,400, €47,229, €49,018, €50,831, €52,618 €54,513, €55,785 €57,597(LSI 1), and €59,419 (LSI 2)

With effect from the 1st of October 2024, the annual salary scale for the grade of Executive Officer (Grossed up Non New Entrant) is: €37,320,€39,550,€41,667,€43,566,€45,400,€47,229,€49,018,€50,831,€52,618,€54,513, €55,785 €57,597(LSI 1), and €59,419 (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 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).

Superannuation New entrants appointed 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. Details of this scheme can be obtained from the College’s website. 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. Details of the regulations concerning the Colleges of Education Pension Scheme may be obtained from the College’s Human Resources Office. 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 thatpension will be subject to abatement in accordance with Section 52 of the Public Service Pensions (Single Scheme and other Provisions) Act 2012. Please note: 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 25 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 There is a discretionary sick pay scheme, details of which are available from the Human Resources Office. Employees who have a minimum 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.