University College Cork
National University of Ireland, Cork
DEPUTY CORPORATE SECRETARY
General Information for Candidates including
Particulars and Responsibilities of the Post
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
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.
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
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
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:
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
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
Lead change management projects and campus-wide projects within the
overall remit of the Corporate Secretary as requested;
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
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-
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
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;
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
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.
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
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;
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
deputise for the Corporate Secretary at meetings inside and outside the
University as requested;
represent University College Cork, as required, on committees and outside
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
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.
4. RELEVANT SKILLS AND COMPETENCIES
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
excellent administration and management skills;
experience of working closely with external professional advisers or
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
the flexibility to work in a diverse and challenging environment;
the ability to relate to individual members of staff in a collegial way.
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.
5 .FURTHER PARTICULARS FOR THE POST OF DEPUTY CORPORATE
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.
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.
Informal enquiries can be made in confidence to Mr Michael Farrell, Corporate
Tel: +353 21 490 3406 / email: firstname.lastname@example.org
To facilitate the selection committee’s consideration of each candidate, candidates are
requested to submit a Curriculum Vitae and letter of application to the:
Office of Corporate and Legal Affairs
University College Cork
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
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.
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.
Following the interview process the Selection Committee will make a
recommendation on the appointment of the Deputy Corporate Secretary.
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