POST OF JOINT ADMINISTRATOR FOR THE ARMAGH OBSERVATORY AND THE ARMAGH PLANETARIUM CANDIDATE JOB INFORMATION

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1 POST OF JOINT ADMINISTRATOR FOR THE ARMAGH OBSERVATORY AND THE ARMAGH PLANETARIUM CANDIDATE JOB INFORMATION

2 BACKGROUND INFORMATION ON THE ARMAGH OBSERVATORY AND ARMAGH PLANETARIUM The Armagh Observatory and the Armagh Planetarium are distinct institutions, part of a single statutory corporation The Governors of the Armagh Observatory and Planetarium. The principal function of the Armagh Observatory, founded in 1789, is to undertake original research of a world-class academic standard that broadens and expands our understanding of astronomy and related sciences. The principal function of the Armagh Planetarium, founded in 1968, is to disseminate knowledge of a wide range of science and to promote public understanding of astronomy and science through its programme of educational services for schools and the wider public. The corporation s incorporating legislation is the Armagh Observatory and Planetarium (Northern Ireland) Order 1995 (as amended by subsequent legislation). Both the Armagh Observatory and the Armagh Planetarium are recognized charities. The organization is classified as a Non-Departmental Public Body within the Northern Ireland public sector and is sponsored by the Department of Culture, Arts and Leisure (DCAL). The governing structure comprises the Board of Governors and the Management Committee, a sub-committee of the Board of Governors. Membership of the Board of Governors comprises the Church of Ireland Archbishop of Armagh (Chairman), the Dean and Chapter of the Church of Ireland Cathedral of Armagh (9 persons), 1 DCAL nominee, 1 Queen s University Belfast (QUB) nominee, and up to 3 additional members nominated by the Board of Governors. Membership of the Management Committee comprises the Church of Ireland Archbishop of Armagh or his nominee (Chairman), 3 Nominees from the Board of Governors, 6 DCAL nominees, 1 QUB nominee, 1 Science and Technology Facilities Council nominee, 1 Dublin Institute for Advanced Studies nominee, and currently 2 additional members co-opted by the Board of Governors. The organization currently receives annual funding from the DCAL of approximately 1.5M and the organization makes bids from time to time to the Government s quarterly Monitoring Rounds for additional in-year recurrent and capital funding. The Armagh Observatory also currently receives in excess of 290k per annum grant funding from research funding bodies in the UK and Ireland for astronomical research projects. The Armagh Planetarium generates additional income of approximately 200k per annum from admissions, outreach and shop sales. The two institutions are located on a 14-acre site on the outskirts of the City of Armagh and operate under two separate directors who have been appointed as Accounting Officers by the DCAL for their respective institutions. There is a total complement of approximately 39 staff and students excluding academic visitors and affiliated academic staff and students, 29 in the Observatory and 10 in the Planetarium. Computer facilities comprise a 1Gbps Ethernet-based local area network which is firewall protected and connects to the Internet via a 100Mbps fibre link provided and managed by the Northern Ireland Regional Area Network. The Observatory and Planetarium host separate UNIX-based web servers and mail servers. The 1

3 Observatory also hosts a Domain Name Server and DHCP, NIS and NTP servers and operates a 25-node computational cluster. The Observatory desktop workstations are UNIX-based. There is a joint computerised accounts system for the two institutions (Sage Line 200) hosted on a Windows Server system. The Armagh Planetarium also operates an electronic point-of-sale and ticketing system and uses a digital production and display system, Digistar 3, to create astronomical themed multi-media shows for public presentations in the Planetarium theatre. Further details about the work and future plans and objectives of the Armagh Observatory and the Armagh Planetarium, the DCAL Management Statement and Financial Memorandum for the organization, the latest set of audited accounts, minutes of the meetings of the Board of Governors and Management Committee, and other information are available on their respective web sites, the Armagh Observatory at and the Armagh Planetarium at 2

4 KEY DUTIES/RESPONSIBILITIES OF THE POST The primary responsibility of the Joint Administrator is to ensure that there is an efficient, effective, accountable and professional financial, personnel and administrative management function in order to support the Directors in the discharge of their duties as Accounting Officers and as Chief Executives. The key duties/responsibilities of the post will include: Accounting and Financial Management Preparation of management accounts, financial reports and financial projections throughout the year. Provision of financial and statistical information for strategic and business planning purposes. Provision of advice on financial strategy and corrective budgetary action when necessary. Preparation of annual accounts in compliance with the requirements of International Financial Reporting Standards, Government accounting and relevant Charities law, and the DCAL accounts direction. Preparation and submission of information for the Whole of Government Accounts consolidation exercise. Provision of responses to the audit requirements and recommendations of the Northern Ireland Audit Office and the Internal Auditors and acting as audit liaison officer. Submission of periodic financial statements in accordance with DCAL and Government requirements. Providing financial input to staff to assist the preparation of external grant applications and submitting grants to the UK Research Councils and other grant-awarding organizations using appropriate electronic processes. Oversight and preparation of Financial Reports for external grants, including EU and UK Research Council grants, and liaison with relevant personnel in these organizations as required. Management of the system of financial internal control and preparation and implementation of financial policies, procedures and controls. Implementation of the Financial Memorandum rules and procedures. Review and development of financial Information Technology systems. Administrative, Personnel and Secretarial Service Establishment of systems and procedures for the control and administration of grants in accordance with the rules of the grant awarding body together with the supervision of the grants administration. Provision of information for meetings of the Board of Governors, the Management Committee, the Audit and Risk Management Committee and other management meetings and the provision of a secretariat function for such meetings and for the Board and Management Committee as required. Preparation and submission of bids for additional funding, project business cases and post project evaluation reports. Participation in health and safety matters including drafting policies and advising on new requirements. 3

5 Preparation of employment-related policies and procedures and other operational policies when required and participation in consultation with staff representatives. Participation in and oversight of the processes for the recruitment of research and other staff and research students, as required. Maintenance of an effective and efficient human resource management system and liaising with outside bodies, as required. Advising on and monitoring the implementation of Government procurement rules and procedures, preparation of documentation for tenders and liaising with the Centres of Procurement Expertise acting for the corporation. Preparation and submission of responses to Government consultation exercises and Assembly questions. Management of insurance arrangements. Management of the system for compliance with the immigration requirements of the UK Border Agency. Management of the corporation s statutory responsibilities for equality of opportunity and the protection of children and vulnerable adults, and acting as a first point of contact in these matters for the organization. Participation in periodic reviews of the risk registers and assurance statements submitted to the DCAL, and in periodic meetings with the DCAL, as required. People Management Provision of strong leadership for a team of 5 financial and administrative staff (two in the Observatory, three in the Planetarium) and the Observatory Grounds and Meteorological Officer. Maintaining a positive working environment and ensuring that administrative staff have a clear understanding of both their and the organization s key objectives. Liaising with staff at all levels in the organization and ensuring effective administrative structures are in place to serve the requirements of the organization. Serving as nominated Equal Opportunities Officer; Child Protection Officer; and in other roles as may be required. 4

6 JOB DESCRIPTION This is a permanent appointment reporting to the respective Directors of the Armagh Observatory and the Armagh Planetarium. Salary The salary is based on the Northern Ireland Civil Service Deputy Principal and Analogous Grades pay scale, band range 31,663 to 38,893 (as at 1 August 2009). Starting salary will normally be at the minimum of the scale. Annual Leave Annual leave is 35 working days in addition to statutory and public holidays in Northern Ireland. Working Hours The successful candidate will normally be required to work a flexible 35 hours per week during the Armagh Observatory and Armagh Planetarium s normal office hours. The duties may require additional hours on occasions to fully discharge the duties of the post. The successful candidate will be entitled time off in lieu for additional hours worked. Location The successful candidate will work at the Armagh Observatory and Armagh Planetarium site at College Hill, Armagh, Northern Ireland. The post may require some travel outside Northern Ireland on an occasional basis. Pension On appointment the successful candidate will be entitled to join the corporation s occupational pension scheme, which is the Northern Ireland Local Government Officers Superannuation Committee (NILGOSC) scheme. Details of the scheme are available at the NILGOSC website: Further information about the post and the recruitment process may be obtained from the Observatory Secretary, Armagh Observatory on +44 (0) or by at 5

7 PERSON SPECIFICATION Eligibility Criteria Applicants must meet the following two criteria: 1. By the closing date for applications, have successfully passed the final professional examinations and be a full, current member of one or more of the bodies detailed below: (a) The Institute of Chartered Accountants in Ireland; (b) The Institute of Chartered Accountants in Scotland; (c) The Institute of Chartered Accountants in England and Wales; (d) The Chartered Institute of Management Accountants; (e) The Association of Chartered Certified Accountants; (f) The Chartered Institute of Public Finance and Accountancy. Applications will also be considered from applicants with relevant formal qualifications considered by the Selection Panel to be of an equivalent or higher standard to those stated. The applicant must give the type of qualification and date awarded on the application form. The onus is on the applicant to provide the Selection Panel with details of modules studied etc so that a well-informed decision can be made. 2. Have at least a total of 2 years experience gained within the last 5 years (from the closing date for applications) in any one of, or combination of, the following categories (a) Financial Management / Management Accounting (b) Financial Accounting/Auditing (c) Development and use of IT accounting systems (d) Grant, Company or Public Sector administration and/or human resource management Applicants should note that it is their responsibility to provide sufficient information of the length and type of experience in the application form. It is not sufficient simply to list duties and responsibilities. A failure to provide sufficient detail on the eligibility criteria may result in a rejection of the application. The Selection Panel may decide to interview only those applicants who appear, from the information available, to be most suitable in terms of qualifications and relevant experience. 6

8 Skills and Competencies In addition to satisfying the eligibility criteria applicants will also be expected to display the following knowledge, qualities and skills at interview: 1. Technical Competencies Evidence of experience/knowledge of one or more of the following: Preparing and analysing monthly management accounts. Preparing or auditing annual accruals-based financial accounts. Implementation of International Financial Reporting Standards. Development of Information Technology accounting or financial information systems. Management of Human Resources systems. Preparation and development of employment-related or operational polices and procedures. Use of office-based computer systems, including common word-processing, spreadsheet and database software. (Marks available 140, 20 per category) 2. People Management Evidence of management experience including managing and supervising others. Evidence of achieving organizational/team aims through the engagement, development and leadership of staff at various levels within an organization. (Marks available 80, 40 per category) 3. Communications Alert, articulate; evidence of good verbal and oral communication skills. Highly motivated; evidence of seeking and accepting responsibility at all times, and of effective engagement with internal and external stakeholders to achieve organizational/team objectives. (Marks available 80, 40 per category) (Total marks available 300) REFERENCES Applicants are required to provide two references from persons who have supervised them, either in their employment, or in their education. The Selection Panel will only consider applicants for appointment whose references are satisfactory. ACCESSNI The Selection panel will only consider applicants for appointment if there is a satisfactory outcome of the AccessNI enhanced disclosure check. 7

9 APPLICATION PROCEDURE The full application pack can be obtained from The Observatory Secretary, Armagh Observatory, College Hill, Armagh, BT61 9DG, Northern Ireland, (Tel: + 44-(0) ; FAX: + 44-(0) ) or from the Armagh Observatory website: or the Armagh Planetarium website: Completed applications must be returned to The Observatory Secretary, as above, by no later than 4.00 pm on 7 January Applications will be acknowledged and the selection of candidates for interview will take place as soon as practicable after the closing date for receipt of applications. It is intended that interviews will be held in Armagh Observatory during week commencing 7 February Applicants should note: Applicants should include concise examples in support of their application in a form readily understandable by a person not familiar with previous employers or jobs. Acronyms or complex technical details should not be used. It is also important that applicants clearly describe their personal involvement in any particular task rather than the work of a team and ensure that they are in a position to expand on these examples at interview. Applicants must complete the application form in either Typescript font size 10 or legible, block capitals using black ink. Note that applicants are encouraged to submit applications electronically, although hand-written forms will be accepted. In the case of electronic applications, applicants must not reformat the electronic application forms and must affix their electronic signature where required. Application forms in hard copy format should be printed single sided. CVs, letters, additional pages or any other supplementary material in place of or in addition to completed application forms will not be accepted, nor will any information received after the closing date for receipt of applications. Incomplete application forms, application forms received after the closing deadline or reformatted application forms will not be accepted. Applicants using Royal Mail should note that 1 st class mail does not guarantee next day delivery. It is the responsibility of the applicant to ensure that sufficient postage has been paid to return the form. Applicants who send their application form electronically are also required to meet the closing deadline for receipt of applications. Applicants selected for interview will be asked in the letter of invitation whether they require any reasonable adjustments, due to disability, to attend interview. In such cases applicants may be required to outline any adjustments necessary in order to take up an appointment. The corporation monitors applications for employment in terms of Community Background and Gender. In addition, as the successful candidate will be required to manage the corporation s procedures for the protection of children and vulnerable adults an enhanced disclosure will be required through AccessNI. Failure to complete and return these parts of the application will result in disqualification. 8

10 The corporation is required under the United Kingdom (UK) immigration rules to ensure that successful candidates for posts are entitled to work in the UK. Applicants invited for interview will be required to bring the appropriate documentation with them on the day of the interview. Examples of acceptable documentation include a UK passport or a document verifying the candidate s permanent National Insurance number (e.g. P45, P60 or National Insurance card) and a birth certificate which includes the names of his/her parents (long version). Other acceptable documents are listed on This Job Information does not form part of conditions of employment. 9

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