Finance 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 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 fourteen 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 AND SCOPE OF THE POSITION Mary Immaculate College wishes to create a panel for Finance Executive Officers from which all permanent and temporary vacancies will be filled. There is currently one permanent, fulltime vacancy in the area of Student Finance.

Essential Qualifications, Experience & Skills: 1) A relevant third level qualification at level 6 or higher on the National Framework of Qualifications and a minimum of 2 years’ relevant experience, preferably in a large finance office or third level education administrative setting or A minimum of 5 years’ relevant experience, preferably in a large finance office or third level education administrative setting 2) Excellent IT skills, in particular a high degree of proficiency in MS Excel 3) Experience in the use of integrated financial management systems, preferably for a large organisation 4) Strong communication (written and verbal) skills and excellent interpersonal skills 5) Proven administrative and organisational skills with the ability to prioritise, manage and complete a variety of tasks on time and under pressure 6) A high level of numeracy, accuracy and attention to detail 7) Excellent problem-solving capabilities with an aptitude for process optimisation and improvement 8) A proven ability to work effectively and efficiently as part of a team and on own initiative It is desirable that candidates will also have: 9) Experience in the use of Agresso or Student Records Systems 10) Supervisory management experience

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. 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.

3. JOB DESCRIPTION Reporting Relationship The appointee is required to carry out the duties attached to the post, under the general direction of the Finance Manager, 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 a Senior Finance Manager and Director of Finance. The appointee will report through the Finance Manager, to the College President and/or to such other College Officers as the President may designate from time to time. They will liaise with the Deans of Arts and Education, Heads of Departments, Course Leaders, Heads of Professional Services functions, and other College personnel and 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 The general duties of a Finance Executive Officer are as follows – a detailed job description will be provided for each role:

Duties and Responsibilities – Finance Executive Officer • Responsible for the planning, co-ordination, implementation and performing data validation checks of finance processes within area of responsibility, including regular cross departmental communication ensuring all deadlines are met • Manage financial systems processes within area of responsibility, including daily, weekly, monthly and annual tasks to ensure correct functioning of financial systems processes • Preparation of regular reconciliations • Supervision of and delegation to clerical officer staff • Ensure GDPR compliance • Maintain up-to-date procedures, policies and cross-training for finance processes • Assist Finance Manager in maintaining the Finance Internal Control Framework (ICF) • Liaise with auditors • Continuously work as part of a team within the finance department to identify and progress areas for improvement/development • Other tasks, including project work, as directed by the Finance Manager or Senior Finance Manager The initial assignment of the post-holder will entail the discharge of the list of duties and responsibilities for the Student Finance. However, this is subject to reassignment to another Executive Officer role within Finance as service needs dictate:

Duties and Responsibilities – Student Finance • Responsible for the planning, co-ordination, implementation and performing data validation checks of all student finance processes, including regular cross departmental communication ensuring all deadlines are met • Manage Student Record Systems processes, including daily, weekly, monthly and annual tasks to ensure correct functioning of Student Record Systems processes • Preparation of student finance supporting documentation for publication on the MIC website and intranet • Preparation of regular reconciliations across the student finance function • Supervision of and delegation to clerical officer staff • Oversight of the Student Finance Department email accounts • Regular debt collection in line with MIC governing policy • Ensuring student accounts are accurate, including review of receipt allocation, refund processing, invoice and credit note creation, sponsorship allocation and reconciliation of same • The creating & sending of bulk email & text messages to students • Fee status assessment for HEA Free Fees Initiative (FFI) & non-EU nationals • Attendance at MIC information/open days and contribution to student orientation & new academic year prospectus & student handbook (shared) • Ensure GDPR compliance • Maintain up-to-date procedures, policies and cross-training for all student finance processes • Assist Finance Manager in maintaining the Finance Internal Control Framework (ICF) for Student Finance • Liaise with auditors • Continuously work as part of a team within the finance department to identify and progress areas for improvement/development • Other tasks, including project work, as directed by the Finance Manager (Student Finance Operations) or Senior Finance Manager (Planning and Revenue)

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 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, 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 Vice President Administration and Finance (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 This 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 monitored through a process of assessment meetings. Termination of employment 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 Full time hours are 35 hours per week. The normal hours of duty are Monday to Thursday, 9am to 5pm with a 1-hour lunch break each day and Friday 9am to 4.45pm with a 45-minute 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. No overtime will be paid for additional hours worked. 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 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 1st October 2023, the annual salary scale for Executive Officer (Grossed up) is: €35,330; €37,538; €39,635; €41,514; €43,331; €45,141; €46,913; €48,704; €50,447; €52,263; €53,482; €55,220 (LSI 1), and €56,967 (LSI 2)

With effect from 1st October 2023, the annual salary scale for Executive Officer (New Entrants Grossed up) is: €32,393; €34,562; €35,330; €37,538; €39,635; €41,514; €43,331; €45,141; €46,913; €48,704; €50,447; €52,263; €53,482; €55,220 (LSI 1), and €56,967 (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.