Research Support Officer

1.     Main Purpose of Job

The main purpose of the role is to provide professional financial supports to colleagues, researchers (budget holders, principal investigators etc.) and their teams in line with the University’s policies and procedures on the management of the research funding lifecycle. The Research Accounts Office (RAO) is a dynamic unit that continually changes to meet the needs of its internal and external customers.

The post has a crucial customer-focus remit, which demands proactive daily engagement with colleagues, researchers, their teams and external funders of research and auditors. This is achieved, in large part, by identifying and providing required financial reporting and related financial management tools.

2.     Main Duties and Responsibilities

·        Complex financial reports and Invoices preparation & submission based on external research funders terms & conditions

·        Complex budget reviews & approvals

·        Calculation of Research partner funds

·        Research ledger account activation and closing

·        Management of researcher queries and implementing corrective action as necessary such as posting journals, processing no cost extensions etc.

·        VAT reporting

·        Staff management and development

·        Review and signoff of work prepared by more junior members of the team

·        Principal Investigator training & upskilling

·        System review & testing

·        Liaison with Internal and External Auditors

·        Act in a professional manner in accordance with University policies, procedures, and processes

·        Lead or be part of project teams on process and efficiency reviews

·        Any other duties as assigned by line management

3.     Requirements for the role:

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

Essential Criteria

·        4 years’ experience in a finance support role with responsibility for finalising periodic reports

·        Excellent knowledge and experience of using IT Systems across a range of tools, especially Excel

·        Proficiency in budget management, review, and control

·        Excellent Customer Service skills

·        Strong numeracy and accuracy skills

·        Ability to work within a team setting and evidence of effective contribution

·        Demonstrable experience of readily encouraging & embracing change resulting in an enhanced customer experience

·        Experience of being a project lead or identifying, refining, and embedding a process within an office to increase efficiency

·        Demonstrable excellent planning & time management skills

·        Excellent judgement in dealing with multiple stakeholders

·        High level of motivation, initiative, and drive

Desirable Criteria

·        Experience of working with Agresso Accounting Package

·        Proven track record in presenting to customers

·        Experience of staff supervision

·        Proven track record in the provision of training

·        Accountancy qualificatio

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.

Agency staff who have three months continuous service with the University can apply for internal vacancies. Further information on CORE portal can be found here CorePortal User Guide - University of Galway.

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 thanThursday, 02nd January 2025.

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: €52,459 - €67,755 (applicable to new entrants effective from January, 2011) and in accordance with the terms and conditions of the University’s Remuneration policy.