Office Manager/PA

Key Accountabilities To manage all aspects of OVPRI responsibilities in supporting the delivery of a professional service to all its stakeholders. The post requires a high level of confidentiality, discretion, integrity and judgement to carry out the responsibilities of role.

Principal/Regular Duties and Responsibilities - Supporting the VP, the Directors within OVPRI, Team managers and relevant areas of the Functional Area in the development of the the OVPRI Strategic Plan, Operational Plan and Quality Improvement Plans. This is predominantly an in-office role. - Managing the office on a day-to-day basis to achieve its strategic and operational goals under the Office remit, including oversight of the staffing and financial resources of the VPRI’s office and management of financial commitments of the VPRI, both internal and external. - Managing the VPRI functional area human resource responsibilities, including engagement with HR, Finance Office managers and staff, including management and coordination of the Performance Management Review Scheme and associated Office mentoring, coaching and training plan. - Responsible for management and maintenance of HR Database (annual/sick leave etc.) including responsibility for integrity and safeguarding of confidential information available on the system and ensuring compliance of HR policies etc. - In collaboration with the Research Safety Officer manage the administrative elements of the Health & Safety (H&S) within the VPRI Office functional area (including all OVPRI Office units), including keeping abreast of policies, procedures and legislation, compiling and completing the annual H&S report to Governing Body, co-ordinate H&S staff training and supporting OVPRI Office units with any H&S issues, etc. - Develop and formulate administrative policies to meet the various services, functions and changing needs of the Office and improving existing procedures. - Key member of the OVPRI Senior Team in supporting on-going development of the VPRI functional area, including providing general professional services to support these functions and to the development and delivery of a long-term vision for UCC research. - Coordinate the VPRI’s office delivery of services in light of UCC remote working environment including organising the effective operation of the office on a day-to-day basis including arranging staff, space and systems to optimize in person activities, to identify reporting dates throughout the cycle of the Office activities, to communicate information to staff and to ensure that all deadlines are met. - Lead and manage a team to deliver on the functional area and programmes within her/his remit, ensuring strong focus on delivery of results. - Work with the Vice President, Directors and management in developing strategic plans for his/her area of responsibility that are in line with overall Functional Area and University priorities and aim to deliver services in the most efficient manner possible - Managing significant change programmes, in line with University and national priorities - Networking effectively with internal and external stakeholders including representatives of Government Departments, State Agencies, business and community representatives and other bodies to deliver priority programmes and projects. - Promoting the role of UCC Research & Innovation and ensure strong focus amongst our teams, reflecting the requirements for balanced and fair decision making and equity of treatment - Maintaining interfaces of the highest quality between VPRI and other University offices and external stakeholders. - Management and maintenance of HR Database (annual/sick leave etc.) including responsibility for integrity and safeguarding of confidential information available on the system and ensuring compliance of HR policies etc. - Developing close working partnership with the PA to VPRI and other admin support staff within UCC Research and UCC Innovation. 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.

SELECTION CRITERIA Decisions at short-listing and interview will be made based on the following criteria:

Essential Criteria 1. A third level and/or relevant professional qualification. 2. Proven relevant administrative experience of at least 5 years, gained in a complex public or private sector environment of similar size. 3. Proven ability to make decisions, take responsibility, exercise sound judgement and demonstrate leadership under pressure. 4. Proven advanced communication skills, including proven report writing and presentation skills.

5. Well-developed interpersonal and influencing skills which enable negotiation at all levels and an ability to deal with sensitive and confidential matters with the utmost of discretion. 6. Proven experience of successful multiple stakeholder relationship management. 7. Demonstrate attention to detail. 8. Career record that demonstrates the necessary level of leadership and management skills to manage, develop and motivate a multi-disciplinary team with a strong record of achievement of results 9. Proven ability to deal flexibly with a range of different demands ranging over a wide variety of subjects and to prioritise a varied workload. 10. A wide exposure, broad knowledge and up to date with current research trends. 11. Proven IT skills. 12. Strong relationship management, interpersonal and communication skills with the capacity to work in close consultation with University members and a wide range of stakeholders and committees to secure cooperation and consensus. 13. Good analytical skills and a capacity to innovate in the interest of delivery of strategic services. 14. Ability to provide a framework for effective communication across a complex office structure 15. A satisfactory understanding of the public services regulatory and legislative framework in Ireland.

Desirable Criteria 16. Knowledge and understanding of complex, research-focussed organisation of scale, with a clear understanding of the issues and challenges affecting the Higher Education sector 17. Experience of successful design and implementation of survey and large-scale stakeholder engagement strategies 18. Knowledge of relevant research strategy and policy, at national and international level 19. Interest in Open Science, Engaged Research, Higher Education, Research ethics,

Equality, Diversity & Inclusion (EDI) and Research integrity Please note: Candidates who do not demonstrate that they meet the criteria as detailed above will not be shortlisted. 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. The University, at its discretion, may undertake to make an 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 Appointment may be made on the Admin III (Grade 6) Salary Scale: €57,914 - €69,145 (Scale B) / €55,142 - €65,798 (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 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. The tenure of the post is permanent wholetime , 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 2001. 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 a minimum notice in terms of Employment Act, 1973. c. The appointee is required to give 1 month's notice of termination of employment. Pension: The Public Service Pensions (Single Scheme and Other Provisions) Act 2012 established the Single Public Service Pension Scheme. In general, anyone taking up pensionable public service employment on or after 1 January 2013 is a member of the Single Scheme. The Act provides that most members of the Single Scheme have a minimum pension age consistent with the age of eligibility for the State Pension (Contributory) and a compulsory retirement age of 70. A member of this group is generally referred to as a “Single Scheme member”. However, applicants who have previously worked in a pensionable post (non -Single Scheme terms ) in the Irish Civil/Public service, may be offered membership of the UCC Pension scheme. The normal retirement date in this scheme is age 65. A compulsory retirement date of 70 may apply depending on date of first employment in the Irish Civil/Public service. The relevant pension scheme will be confirmed to the successful applicant on completion of the Pensions Declaration form prior to taking up employment.