Senior Executive Assistant, Zoology, Ecology and Plant Science

Applications are invited from suitably qualified members of staff for the above wholetime permanent post.

 

The main duties of the post include:

 

·        Provision of administrative support to 1^st and 4^th year student activities, including preparation and selling of manuals, handouts and course handbooks, handling queries e.g., regarding regulations, courses, dates for submission of work etc., supporting academic staff on module by module basis.

·        Preparation of lodgements of cash from sale of First Science manuals and field trips.

·        Responsibility for typing of summer and autumn examination papers, and co-ordination, collation and submission of examination results and liaising with external examiner for the Environmental Plant Biology (EPB)degree.

·        Preparation of MCQs and typing, processing and producing results for EPB degree.

·        Entry of exam marks (written and continuous assessment) for EPB degree.

·        Management of 4^th Year field courses in conjunction with course coordinators.

·        Management of 4^th year Research Project submissions and mark entry.

·        Production of reports as required with list of medical certificates for EPB degree internal examination board meeting.

·        Preparation of relevant scripts and results, in particular for degree students, and any other documentation required for visit of EPB degree External Examiner.

·        Organisation of meetings of EPB degree external examiner with students and advising them of date and times.

·        Production of reports as required for EPB examination board meeting with external examiner.

·        Arranging and supervision of student post-examination viewing of (EPB) scripts.  

·        To operate efficiently UCC information systems such as HRIS, DMIS and ITS on a regular basis.

·        Deputising for Department Manager at departmental meetings as required.

·        Management and distribution of Security Swipe Card System for Butler Building and Cooperage Buildings .

·        Management of room bookings for classes, seminars, tutorials and laboratories in Butler Building .

·        Processing Butler Building purchase orders and check invoices for payment.

·        Advising Butler Building personnel of courier deliveries at main office.

·        Liaising with Chief Technical Officer regarding operational problems in Butler Building .

·        General office duties such as typing, filing, photocopying, faxing, dealing with couriers, etc.

·        Other appropriate duties as assigned by the Head of Department.

 

Selection Criteria

 

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

 

The ideal candidate will have been appointed to UCC via the Executive Assistant panel.  S/he will ideally have relevant experience at an appropriate level.

 

In addition s/he will:

 

• Demonstrate excellent interpersonal and communication skills;
• Extensive knowledge of UCC policies and procedures and experience of dealing with students is required.
• Possess a good working knowledge of Microsoft office packages;
• Have excellent organisational, communication and interpersonal skills and have an ability to work on her/his own initiative;

• Be a strong team player and enjoy working in a multifaceted, busy environment; 

 

Please note: Candidates who do not demonstrate that they meet the criteria as detailed above will not be short listed.

 

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.

 

CONDITIONS OF EMPLOYMENT:

 

Appointment will be within the following salary scales, depending on qualifications and experience:

Senior Executive Assistant        €30,366 - €44,621 (New Entrants)

 

Annual leave is 21 working days per annum, with additional leave at prescribed times (Christmas and Easter) total 29 days per annum. An extra two days are allowed to staff with five year’s service.

 

Normal hours of duty are Monday to Friday, 9.15 a.m. to 5.00 p.m. with 70 minutes for lunch.

 

Sick Leave :  Subject to certain conditions staff may be allowed up to 130 working days, (6 months) sick leave at full pay and a further 130 working days, at half pay in any 12-month period.  This is subject to the staff member not exceeding 260 working days, (1 year) sick leave, at either full or half pay, in any period of 4 years.

 

 The tenure of the post is based on the following provisions:

 

(a) A probationary period of one year 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. The probationary period may be extended at the discretion of the University.

 

(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 one month's notice of termination of employment.

 

(d) Under the Public Service Superannuation Act 2004, for all new entrants to the Public Sector on or after April 2004, the normal retirement age is 65.  It is no longer possible therefore to retire before age 65.

 

Pension: There is an excellent pension scheme in operation, which provides personal retirement benefits as well as benefits for spouses and children.  The overall contribution rate approximates to 6½% of salary (3% of pensionable remuneration and 3½% of net pensionable remuneration).  Tax relief is accrued on these payments.

 

The maximum pension, based on 40 years reckonable service, comprises an occupational pension from UCC with an entitlement to a contributory state pension.  Together both pensions provide a maximum of 50% of final salary and the UCC scheme provides a lump sum of 1½ times final salary (currently tax free).  The University operates schemes for the transfer of service or pension benefits from other schemes and a purchase scheme to allow members to increase their pensionable service.

 

 In addition, additional dependants’ benefits can be provided by membership of the Voluntary Life Assurance Scheme.

 

Membership of the Group Personal Accident Scheme shall apply to all employees, subject to individual acceptance by the Insurance Company.  The salary quoted is subject to a deduction from salary at the rate of .008%

 

The Pay Related Social Insurance Class A1 rate of Pay Related Social Insurance (PRSI) applies to the posts which is currently 4%.

 

Voluntary Health Insurance :  A VHI/BUPA/HAS/VIVAS Health group scheme is in operation and contribution may be deducted from salary on request.

 

Additional benefits : We offer progressive employment and training policies including opportunities for further studies.  Staff can avail of membership of a variety of clubs and societies and a wide range of facilities on campus, including a leisure centre.

 

Certificates and Testimonials:   These documents should not be sent with the application.  Candidates who are selected for interview will be requested to submit the necessary documentation. 

 

Note: Candidates should note that any inaccurate information will invalidate their application.

 

Each candidate must complete an application form for the post. Please indicate clearly on the application form, which post is being applied for.

 

An application form must be completed and is available by clicking here

 

Completed application forms should be returned to

 

Department of Human Resources

University College ,

College Road,

Cork

 

Tel: 021 4902671 / Fax 021 4276995

Email: recruitment@per.ucc.ie

 

Closing Date for Receipt of Applications:  Friday 30 May 2008

 

UCC IS AN EQUAL OPPORTUNITIES EMPLOYER