Assistant Staff Officer (Grade IV)

Candidate Brief for the position of: Assistant Staff Officer (Grade IV) College of Arts and Tourism Conservatory of Music & Drama (4-year fixed term part-time) Dublin Institute of Technology Reference: NA/296/14 1

Dublin Institute of Technology DIT at a glance A history in Dublin city, dating back to 1887, in its current form since 1992 9% of all higher education students in Ireland 20% of student population come from outside Ireland 15% of DIT students are mature learners Students registered on programmes in four Colleges - Arts and Tourism; Business; Engineering and Built Environment; Sciences and Health One of the national degree-awarding bodies in higher education Circa 2,500 staff members of academic, administrative and support staff 800 students and academic staff actively engaged in research Ranked in the top 3% of universities internationally 4000 + graduates each year Active in civic and industry engagement Annual budget circa 170M For further detail, please see www.dit.ie 2

Dublin Institute of Technology DIT is committed to responding to the challenges and opportunities that have emerged in Irish higher education, engaging positively in institutional collaboration both nationally and internationally, and in developing a strategy of widening participation and community engagement. We are now preparing for the next phase of our development with the relocation of all DIT activities to an integrated, state-of-the-art campus in Dublin s city centre, and to the development of the Technological University of Dublin. College of Arts and Tourism The College of Arts & Tourism at DIT nurtures innovation and creativity across and between its six Schools and academic disciplines. The College is committed to the development of knowledge which benefits society. The College provides a range of unique and innovative programmes (usually first in their field) in a modular format including higher certificate, degree, master degree and postgraduate research. Conservatory of Music and Drama DIT Conservatory of Music and Drama is a conservatoire centre of excellence for education in the performing arts. We nurture talent in a vibrant and challenging atmosphere. The Conservatory of Music and Drama presents an exciting range of public performances each year, including opera and drama productions; orchestral and large ensemble concerts; staff and student recitals; concerts and workshops given by ensembles-in-residence; masterclasses by visiting artists; in-house competitions; and open days. Please visit the DIT website for details on the programmes we offer, how to apply, staff, and student resources. 3

Job Description Role Overview The Conservatory of Music and Drama is seeking to appoint an Assistant Staff Officer on a fixed term part-time basis. The successful candidate will be responsible for administration associated with the Conservatory s Widening Access to Music programme, specifically the Ballymun Music Programme, and with administration in the Conservatory and Junior Conservatory of Music. S/he will liaise and work closely with the Head of School in order to prioritise the tasks and administration associated with these areas. Principal Accountabilities Initially, the tasks and duties of the post will include: Administrative duties will include: Be responsible for the overall running of the administration of the Ballymun Music Programme and assist with administration of the Conservatory and Junior Conservatory of Music Co-ordinate appointment of external examiners Liaise with the Examinations Officer with regard to the collation of examination results in EGB Liaise with Examinations Office with regard to collection and collation of exam papers and submissions Co-ordinate and collate the School s input into the payment to staff for setting and correcting examination papers Liaise with the Accounts Office with regard to in-service claims, purchase requisitions, cheque requisitions and petty cash for School Input data into and produce reports from various Conservatory and Institute databases, including CMIS, Banner and the Conservatory Database Update and maintain the School web pages Co-ordinate the collation of appointment forms for part-time teachers for passing to Director s Office Process payments to external examiners for submission to Accounts Office Assist Head of School in monitoring Asset Register for the School Assist Head of School in monitoring mandatory staff training compliance Co-ordinate information on courses for prospectus wholetime and part-time Secretarial Duties: Organisation of meetings Record minutes of meetings Type reports/letters/documentation for Head of School/Assistant Head of School/Head of Department/Ballymun Music Programme Assist in the organisation of School functions and productions Assist with the organisation of Induction Programmes for first year students Assist with the organisation of auditions and other programme-related activities 4

Communicate with students and members of the public Communicate with applicants for programmes Communicate with parents of Junior Conservatory students Maintain accurate records and files Any other duties that may be assigned by Head of School or Assistant Head of School(s) Duties and responsibilities may be subject to change as organisational needs dictate. Person Specification The ideal candidate will demonstrate the appropriate mix of knowledge, experience, skills, talent and abilities as outlined below: Experience A minimum of 2 years relevant administrative experience (essential) Experience of working in performing arts/with musicians Knowledge Relevant accounts/budgeting experience Working knowledge of Banner and/or other databases, working knowledge of FileMaker Relevant accounts/budgeting experience Skills, talents & abilities Excellent working knowledge of Microsoft Office, including Word, Excel and PowerPoint with good keyboard skills Excellent organisational skills Effective team member Strong communication and interpersonal skills Experience of dealing with members of the public Experience of working as a member of a team, providing support, assistance and cover where needed Ability to create realistic plans to achieve own deadlines and objectives, effectively managing workload and prioritising own work An aptitude for problem solving and multi-tasking A genuine commitment to providing high standards in customer service 5

Eligibility to compete Citizenship Requirement: Candidates should note that eligibility to compete is open to citizens of the European Economic Area (EEA). The EEA consists of the Member States of the European Union along with Iceland, Liechtenstein and Norway. Former Public Service employees: Eligibility to compete may be affected where applicants were formerly employed by the Irish Public Service and previously availed of an Irish Public Service Scheme including: - Incentivised Scheme for Early Retirement (ISER) - Department of Health and Children Circular (7/2010) - Collective Agreement: Redundancy Payments to Public Servants Applicants should ensure that they are not precluded from re-engagement in the Irish Public Service under the terms of such Schemes. This is a non-exhaustive list and any queries should be directed to an applicant s former Irish Public Service Employer in the first instance. Terms and Conditions of Employment A full statement of terms and conditions of employment will be given to the successful applicant in accordance with Terms of Employment (Information) Acts 1994 and 2001. The main terms and conditions of employment are as follows: Tenure: This post is offered on a four-year fixed term part-time basis. The postholder will be required to work compressed hours, i.e. full-time during each semester. Salary: This post will be remunerated at the appropriate point of the Assistant Staff Officer - Grade IV salary scale. Remuneration may be adjusted from time to time in line with Government pay policy. Hours of work: A 37 hour week is in operation, Monday to Friday. As noted above, although this post is a 0.5 pro rata post, the postholder will be required to work compressed hours, i.e. full-time during each semester. Hours of work are subject to change under relevant Public Sector Agreements. Location: The successful candidate will be based in the Conservatory of Music and Drama, DIT Rathmines, Dublin 6, but may be re-located in line with operational requirements. 6

In September 2017, programmes currently operating in the Cathal Brugha Street Campus, the Kevin Street Campus and part of the Rathmines Campus will also transfer to the Campus in Grangegorman. In 2015 it is expected that through legislation the three institutions in the Dublin region Dublin Institute of Technology (DIT), Institute of Technology, Blanchardstown (ITB) and Institute of Technology, Tallaght (ITT) will merge into a single institution to form the new Dublin Institute of Technology, prior to seeking designation as a Technological University for Dublin. Thereafter, staff may be assigned or re-assigned to any of the buildings/centres in the new Dublin Institute of Technology, at the discretion of the Institute and in accordance with collective agreements arrived at from time to time. For further information please see www.tu4dublin.ie and www.dit.ie/grangegorman Probation: The terms of the Institute s Staff Induction and Probation Policy will apply. Annual leave: Annual Leave and Public Holidays shall be granted as per the Holidays (Employees) Act 1973 and Organisation of Working Time Act 1997. Annual Leave and Public Holidays shall be granted as per the Holidays (Employees) Act 1973 and Organisation of Working Time Act 1997. The annual leave entitlement for this post is 23 days per annum (full time equivalent), inclusive of any compulsory leave days as determined by the Institute. Retirement: This is a pensionable post. Specific details of the scheme will be dependent on the successful appointee s individual status and therefore such details will be provided at the time of appointment. Applicants should note that they may be required to complete a Pre-Employment Declaration to confirm whether or not they have previously availed of an Irish Public Service Scheme of incentivised early retirement or enhanced redundancy payment. Applicants will also be required to declare any entitlements to a Public Service pension benefit (in payment or preserved) from any other Irish Public Service employment. Sick Leave: This appointment is subject to the Institute s Sick Leave Policy for Officers of the Institute. Other conditions Nature of the post: The post is part-time, specified purpose and pensionable, subject to the terms of the provisions of the Dublin Institute of Technology Acts 1992 to 2006 and any subsequent Acts replacing or amending these Acts and any orders and regulations made under these Acts will apply. 7

Application Process Application Form Applications will be accepted through the online application service at www.dit.ie/recruit. A CV will be required in addition to the application form. All correspondence from the Institute regarding your application will be by email. Please ensure that the security filters on your email provider will accept emails from DIT. Closing Date The closing date for applications is 5.00 p.m. on Friday 29 th May. Late applications will not be accepted. Contact information For further information about this post please contact: Ms. Andrea Marcelin at andrea.marcelin@dit.ie. For queries regarding the application process, please contact Nicola Lancaster at 402 3447 between 9.30 a.m. and 5.00 p.m., Monday to Friday or email hr@dit.ie. Further Information for Candidates - Canvassing will automatically disqualify. - Late applications will not be accepted. - Shortlisting of applicants may take place, on the basis of information supplied in the application form. - It is Institute policy to seek written references from your referees, one of whom must be your current or most recent employer. Candidates are advised to please ensure the nominated referees are aware of this requirement. - DIT is an equal opportunities employer. - DIT operates a policy of Garda Vetting & Disclosure of Criminal Convictions. All applicants will be asked to disclose criminal convictions and may have to undergo Garda Vetting as part of the selection process. 8