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					             University College Cork



       National University of Ireland, Cork


                 POSITION OF:




DEPUTY CORPORATE SECRETARY
          July 2011




   General Information for Candidates including
    Particulars and Responsibilities of the Post
ADVERTISEMENT

University College Cork invites applications for the post of Deputy Corporate Secretary.
Reporting to the Corporate Secretary the DCS will deliver or support the delivery of
University services within the Corporate Secretary’s remit. This post presents an
opportunity for the successful candidate to contribute to some of the key service areas in
the University and to the further development of UCC. The full details of the post are
outlined below:


GENERAL INFORMATION FOR CANDIDATES


    1. INTRODUCTION TO UNIVERSITY COLLEGE CORK

University College Cork (UCC) was founded as Queen’s College Cork in 1845. UCC,
which has a current enrolment of over 18,800 students, provides over 120 degree and
professional programmes given through some 60 Disciplines and offers a research-led
curriculum that attracts the highest calibre of students. UCC attracts a large number of
international students with more than 2,400 students from 98 countries and all five
continents currently registered. UCC consistently delivers a globally significant
contribution in research and in teaching and learning, which has secured the
University a place in the top 2% of Universities worldwide in the QS World
University Rankings (2010).

The University offers an innovative, research-led curriculum, taught by world-class
academics that consistently attracts a quality student intake. The University has over 120
degree and professional programmes offered through schools/ departments. The
University has a recurrent budget of €280 million.

    2. BACKGROUND

The Corporate Secretary [CS] has executive responsibility for the following areas:

            Corporate Governance – Governing Body, GB Committees, -
             coherence in governance across the institution
            Corporate Secretarial Matters – including Governing Body
             Administration and University subsidiary companies, legislation,
             statutes, regulations, rules
            Health and Safety – the University’s Health and Safety function reports
             to the Corporate Secretary
            Management of the University’s Legal Affairs – advice, contracts,
             property, litigation, employment
            Management of Compliance - with a broad spectrum of legislation
             such as Freedom of Information, Data protection, Copyright, Ethics in
             Public Office Acts, Official Languages Act etc.
            Risk Management – Establishment and embedding of risk management
             across the University.
            University Insurance matters – management of procurement, cover,
             claims, advice, litigation etc


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            Records Management and University Archives
            The Corporate Secretary has recently taken responsibility for the Human
             Resources function of the University.

An exciting opportunity now exists to fill the role of Deputy Corporate Secretary
[“DCS”] and thereby to undertake a challenging role in a dynamic and diverse
working environment.

 The successful candidate will support the work of the Corporate Secretary and
undertake duties across the CS functions and will report to the Corporate Secretary.
The post holder will deputise for the Corporate Secretary as required.


    3. RESPONSIBILITIES OF THE POST

The DCS will work under the direction of the Corporate Secretary and in addition to
providing support to the CS will specifically deliver the following:

Governance

       support the work of Governing Body and Governing Body Committees as
        required including the preparation of policy documents and position papers;
       support and advise on the governance of research projects and research centres
        in conjunction with the Office of the Vice President for Research Support and
        Innovation;
       monitor and advise on Research Clinical Trials sponsored by the University;
       support the University senior management in managing compliance with
        University and other relevant legislation and best practice governance;
       provide assurance to the Corporate Secretary that all policies and procedures
        across the spectrum of responsibility of the Corporate Secretary are
        maintained in their most up-to-date format on the University intranet,
        monitoring the review dates of same, managing reviews of same and ensuring
        that all such reviews are conducted in a timely manner;
       prepare and consult as appropriate with University Officers / Offices, on the
        Annual Governance Statement and Statement of Internal Control;
       provide advice and support to Heads of College and Heads of
        School/Department/Unit on governance matters, including Statutes, College
        Rules, policies and procedures;
       provide point of contact support for College Heads in relation to governance
        and administrative issues;


Strategy / Leadership

       Co-ordinate the strategic planning process for those areas under the direction
        of the Corporate Secretary ensuring integration to the greatest extent possible
        between the different areas and with the University’s Strategic Plan;
       Oversee and monitor the development and implementation of an Operational
        Plan for each of the areas under the direction of the Corporate Secretary
        ensuring relevance to the Strategic plan and compliance with agreed



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        timescales;
       Lead change management projects and campus-wide projects within the
        overall remit of the Corporate Secretary as requested;

Commercial Activity

       advise and provide guidance and professional support to University Officers
        and appropriate staff on company secretarial matters and act as director and/or
        secretary to University subsidiary companies as required;
       complete company returns and necessary filing to the Companies registration
        Office;
       manage the concessions contracted by the University such as banking,
        bookshop, and related or similar concessions as requested;
       generate, and implement where agreed, commercial structures and activities in
        support of the University’s mission, including direct commercial activity,
        establishment of subsidiaries and innovative methods of increasing non-
        exchequer income;

Staffing

       source or provide advice and support to the Employee Relations function;
       advise on contract drafting and specific contract of employment requirements;
       support initiatives on staff welfare and organizational development;
       ensure appropriate support is in place for the position of Independent Staff
        Ombudsman;


Risk Management

       in conjunction with the Risk Management Officer manage the Risk
        management process within the University including Risk Workshops at
        University Management Team level and support the Risk Management Officer
        in embedding Risk Management across the University;

Health and Safety

       ensure compliance with Health and Safety legislation and prepare the annual
        safety report for the functional area of the Corporate Secretary;

Information Compliance

       in conjunction with the Information Compliance Officer ensure compliance
        with the Freedom of Information Acts, Data Protection Acts, Copyright Act,
        Ethics in Public Office Act and Official Languages Act;
       organise and conduct audits of data protection compliance across University
        functions;



University Insurances


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       in conjunction with the Insurance Administrator complete the annual renewal
        of University insurances and liaise with University Insurance Brokers as
        necessary in this regard;
       organize regular review meetings with Brokers, Insurers and Legal Advisers
        on insurances cases and claims;
       manage insurance claims in conjunction with the University Solicitor;
       conduct procurement / tender exercises for broking and insurance services as
        required by the University.


Property

       In conjunction with the Director of Buildings and Estates, negotiate the terms
        of leases and licenses with landlords/property owners in conjunction with the
        Director of Buildings and Estates and the University Solicitor,
       ensure that the University exemption on property rates is applied to all
        University properties;

Budgets and Accounts

       preparation of the annual pay and non-pay budgets for all areas reporting to
        the Corporate Secretary;
       monitor performance against budget under each budgetary heading on a
        monthly basis and provide a report to the Corporate Secretary;

General

       deputise for the Corporate Secretary as requested;
       chair or provide secretariat support to meetings of Committees, Working
        Groups or Project Teams as requested by the Corporate Secretary from time to
        time;
       deputise for the Corporate Secretary at meetings inside and outside the
        University as requested;
       represent University College Cork, as required, on committees and outside
        bodies;
       prepare draft briefing / position papers on new and emerging responsibilities
        under the law;
       organize briefing and training for University staff and management in areas
        within the responsibility of the Corporate Secretary;
       such other duties as may be assigned by the Corporate Secretary from time to
        time.

Note: As the University continues to expand and evolve, flexibility in the allocation of
specific duties within the Office will be necessary. Accordingly, the list of duties
specified above is not intended to be exclusive or restrictive; duties may be added or
withdrawn after consultation with the post holder.




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    4. RELEVANT SKILLS AND COMPETENCIES

Essential

            The successful candidate will have:

           A professional qualification and/or post graduate qualification relevant
            to the responsibilities of the post;
           significant range and level of proven experience;
           Senior management experience preferably within a public sector
            environment;
           excellent administration and management skills;
           experience of working closely with external professional advisers or
            bodies;
           experience of successfully dealing with and delivering on change
            projects in a complex organisation;
           proven experience in creating and enhancing a service culture;
           demonstrated ability to identify and develop practical solutions to
            governance, compliance or management issues;
           strong people management and team working skills;
           extensive and high level communication, interpersonal and negotiation
            skills;
           the flexibility to work in a diverse and challenging environment;
           the ability to relate to individual members of staff in a collegial way.

Desirable

           specific knowledge of the third-level sector and understanding of
            governance structures and the wider issues currently facing the third-
            level sector in Ireland would be an advantage.




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5 .FURTHER PARTICULARS FOR THE POST OF DEPUTY CORPORATE
SECRETARY

Term of Office

The post of Deputy Corporate Secretary is a permanent position. Appointment will be
subject to a one year probationary period. This position is due to commence on 1
November, 2011 or as soon as possible thereafter.

Remuneration

This position will be filled at Senior Admin 3 Grade – Salary Level
€72,564 to €101,774.

 As required by public pay policy for the higher education sector, new appointments
to a direct entry recruitment grade will generally be at the minimum (1st point) of the
relevant scale. However, in the case of certain such appointments, credit may be
given for relevant recognised service.

For existing public servants, the restriction to the first point on scale may be varied
where a person is appointed to the same or an analogous grade, role or position as
their previous public service employment.

The rate of remuneration for all appointments may be adjusted from time to time in
line with government policy.

Search/Selection Committee Constitution

The Selection Committee will comprise internal Senior Managers, and an External
expert from another university.

Selection Criteria and Documentation

The Selection Committee will agree the selection criteria for filling the position of
Deputy Corporate Secretary.

Application Process

Informal enquiries can be made in confidence to Mr Michael Farrell, Corporate
Secretary
Tel: +353 21 490 3406 / email: mfarrell@ucc.ie

To facilitate the selection committee’s consideration of each candidate, candidates are
requested to submit a Curriculum Vitae and letter of application to the:

Corporate Secretary
Office of Corporate and Legal Affairs
University College Cork
Cork, Ireland


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Tel: +353 (0)21 4903034 / Email: V.Hill@ucc.ie

Applications should arrive not later than noon on Friday 16th September 2011. The
Selection Committee will draw up a shortlist for the interview based on the agreed
selection criteria.


Interviews

Interviews (including a presentation if required) for this appointment will take place at
the earliest opportunity following advertisement of the post.

An indicative provisional time line is presented below

Closing Date :                16th September 2011
Shortlisting Date:             week of the 19th September 2011
Interview and Presentation:    week of 17th October 2011.

Presentation

Short-listed candidates may be invited to make a presentation to the Selection
Committee. The nature of the representation at the presentations will be up to the
Selection Committee to determine.

Selection

Following the interview process the Selection Committee will make a
recommendation on the appointment of the Deputy Corporate Secretary.

References

The University will take up references for short-listed candidates prior to interview.
Applicants should ensure that each referee will be available to provide these
confidential references and, where possible, supply full referee contact details,
including email address, telephone and fax numbers.

All applications will be treated in confidence.

Candidates external to UCC will be required to complete a pre-employment medical
prior to any offer of employment being made.

                  UCC IS AN EQUAL OPPORTUNITIES EMPLOYER




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