Admin Promotions

In 2008 University College Cork was obliged to suspend all promotions because of its budgetary situation. In 2011 the Employment Control Framework for the Higher Education Sector was revised which allowed the University a limited capacity to offer promotions. SIPTU, on behalf of its members, sought the reinstatement of a job evaluation scheme.  On 14th March 2014, the Labour Court in respect of a claim under section 26 (1) of the Industrial Relations Act 1990 brought by SIPTU on behalf of administrative staff in UCC issued the following recommendation (LCR 20724) which stated:

It is noted that the cessation of the job evaluation scheme arose in circumstances which are of general application across the public service. While the University has a limited capacity to affect promotions, what is being sought is a reinstatement of a job evaluation scheme.It is noted that within the current restraints on all public service bodies the University is prepared to review the job evaluation scheme and has invited the union to participate in the review. In the context of that review, the University should ensure that the grades associated with this claim are not placed at a disadvantage vis-à-vis other grades within the University, including academic and technical staff.On that basis, the Union should reconsider its position in relation to participation in the review.

 For some considerable time, University management has been engaging with SIPTU in relation to this matter and the following proposal is made in that context and having regard to the continuing constraints on all public sector employers. It is proposed to issue a call for promotions in respect of administrative grades that will recognise the contribution of high performing staff within that category in a manner that is comparable with existing promotional schemes within the University for other categories of staff.

 The University will issue a call for promotions which will apply to staff in the following administrative grades: Executive Assistant, Library Assistant, Senior Executive Assistant, Senior Library Assistant, Admin V (Grade 5), Admin III (Grade 6), Admin II (Grade 6A) and Admin I (Grade 7).

There is a total of 67 promotions available. These are allocated across the individual grades from which the call for promotion is being made based on the proportion of staff in that grade as a ratio of the total and these will be distributed as follows:

 

Executive Assistant to Senior Executive Assistant                                18

Senior Executive Assistant to Admin V (Grade 5)                                 20

Admin V to Admin III (Grade 6)                                                              8

Admin III to Admin II (Grade 6a)                                                             8

Admin II to Admin I (Grade 7)                                                                 4

Admin I to Senior Admin IV (Grade 8)                                                    4

 

Library Assistant to Senior Library Assistant                                           3

Senior Library Assistant to Assistant Librarian (Grade 5)                       2

 

 Promotion will be to the next grade only (e.g. a current Executive Assistant can only be promoted to Senior Executive Assistant, a current Senior Executive Assistant can only be promoted to Admin V etc.) 

In order to be eligible to apply for promotion there will be a minimum service requirement in the current grade from which promotion is sought as follows:

 

Grade

Years in the current grade

Executive Assistant

Senior Executive Assistant

Library Assistant

Senior Library Assistant

2 years

Grade 5

Grade 6

3 years

Grade 6a

Grade 7

4 years

The calls, in line with the numbers identified above, will be issued on a phased basis. The first call will be for candidates applying for promotion from Executive Assistant to Senior Executive Assistant / Library Assistant to Senior Library Assistant. The next will be for candidates applying for promotion from Senior Executive Assistant to Admin V/ Senior Library Assistant to Assistant Librarian and so forth.

All calls for applications will have a deadline attached which will be strictly adhered to and under no circumstances can late applications be accepted.  

All candidates will be required to complete a competency based application form. Each candidate will be required to give ONE example per competency relating to how they demonstrate the competency relative to the promotional grade which they have applied. The competencies relating to each grade can be found in the competency section

All eligible candidates will be offered an interview. There will be a single dedicated Interview Board for each call for promotion/grade. The composition of the Interview Boards will be a minimum of 3 suitably competent people. A Board member will be at least two grades above the interviewees.  All Interview Board members will receive detailed briefing sessions as to their roles and responsibilities.

The Interview Boards will have regard for gender representation (e.g. a 3-person interview board will comprise at least 1 male and 1 female interviewer).

An eligible candidate will be called for interview by the Interview Board on one occasion only and it is a matter for the candidate to ensure that s/he is available to attend.

The interviews will be competency based and 6 competencies have been identified for each grade in line with best practice in the public and civil service. The interview may focus on examples of competencies demonstrated through the application form in addition to examples not identified through the form. As each interview will be specific to the individual candidate and his/her own experience, questions asked will generally be unique to individual candidates but will in all instances be competency specific.

The decisions made by the Interview Boards will be final. 

The Interview Board(s) for the current call are as follows:

Promotion to Admin I (Grade 7) - Interview Board

Mr Mark Poland, Director of Buildings & Estates

Ms Elizabeth Noonan, Director of Quality Promotion Unit

Mr Michael Byrne, Acting Head of Student Experience

 

Promotion to Senior Admin IV (Grade 8) - Interview Board

Mr John Fitzgerald, Director of Information Services

Ms Ursula Kilkelly, Head of College of Business & Law

Mr Michael Farrell, Corporate Secretary

 

 Please note the below taken from the UCC Appointment Regulations for Support Staff:

3.6. Canvassing. Candidates for a position may be advised, on request, as to the membership of the Selection Committee. However, canvassing, i.e., making an approach to secure an unfair advantage or any other form of interference in the process by a candidate, will normally lead to disqualification. It is entirely reasonable for candidates to seek information about the University, school or department and it follows that candidates who wish to make inquiries about the University prior to interview should be facilitated. Where this facility is offered, it must be made available to all candidates both internal and external. However, this contact is not in any sense part of the Selection procedure and care must be taken to ensure that individuals are neither advantaged nor disadvantaged by the contact. It must be remembered that the interaction has no formal standing and no impression formed as a result of the meeting should be made available to the rest of the Selection Committee. A decision to exclude a candidate under this provision shall be made by the Director of Human Resources following consultation with the Chair of the Selection Committee.

Where there is an overlap in salary scales, a successful candidate’s salary will ordinarily be determined on the basis of the nearest point on the new scale (not below current salary) plus one point. Where there is no overlap in scales, the first point of the new scale will apply on promotion. All other terms and conditions attaching to the promotion will be that which would ordinarily apply on promotion or appointment to a new post at a higher grade.

The University reserves the right, based on the overall outcome of the promotion call, to deploy resources in order to achieve maximum efficiency in line with service needs and priorities.

In the event that the current assignment of a promoted staff member expires (for example, due to the cessation of a temporary contract) the staff member concerned will be redeployed into another role at the promoted grade in line with the service needs/priorities of the University. 

It is estimated that from the date of the first call for each promotion round, the process will be completed within 8 weeks. A candidate can be expected to be placed on their new salary from the first day of the next month following the conclusion of the 8-week process.

The call for Admin II (Grade 6a) to Admin I (Grade 7) AND Admin I (Grade 7) to Senior Admin IV (Grade 8) will open on Friday, 24th MArch 2017 and close sharply at 5pm on Thursday, 13th April 2017. 

Late applications will not be accepted.

Please ensure that correct application form is completed for the relevant grade as incorrect application forms will not be accepted. Please see Competency & Forms section for more details.

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