Maynooth University Ollscoil Mhá Nuad

Maynooth University Ollscoil Mhá Nuad Maynooth University Student Services Administrative Officer II - Accommodation Office (Permanent) The Role Maynooth University is committed to a strategy in which the primary University goals of excellent research and scholarship and outstanding education are interlinked and equally valued. We are seeking an Administrative Officer (AOII grade) to work within in the Accommodation Office. Reporting to the Accommodation Officer, the successful candidate will work as part of a team in a busy, challenging and highly automated environment. The Accommodation Office Team provides accommodation services to 1,200 students who live on-campus in purpose built student residences. It is expected that the successful candidate will impact the operational effectiveness, the quality of the facilities and the service provided at front of house and will therefore have a working understanding of the differing challenges of each of these environments. Principal Duties Administrative and other duties: The Administrative Officer II will work as part of a small team and will be expected to deputise for the Accommodation Officer in her absence. The principal duties attaching to the post will include, but are not limited to: Operate the day-to-day and seasonal processes using the accommodation management system (currently TCAS online), in accordance with University policy; Take the lead in keeping systems relevant to the needs of the operation and its student residents, as those needs change and grow. This will involve proactive engagement in the ongoing development and upgrading of systems, keeping up to date with technology options in the student accommodation industry and always looking for the most effective system solutions; Deliver the day-to-day administration of occupancy levels, advertising and filling any vacancies, overseeing and processing early departures and new arrivals, collecting accommodation fees and responding to students accommodation requests and needs according to University policies and procedures; Arrange for the collection, use and storage of residents information, including each resident s signed licence to reside, in compliance with Data Protection legislation; Engage and contribute to the planning and management of the day-to-day activities of managing accommodation facilities, residents behaviour, check-in/check-out, provision of reception and 1

security services, planning end of year/start of year preparations, review of room inspections data and other direct services provided by the Accommodation Office. This will involve, as delegated, collaboration with team colleagues such as the Accommodation Supervisors, Receptionists and Inspector and may involve some attendance at meetings with Campus Services colleagues and external suppliers; Communicate effectively with student residents, prospective residents and their representatives. This involves being actively alert and responsive to residents information needs and proactively providing timely and seasonally appropriate notifications, messages and information via the website, residents app, social media, and/or email. Briefing the front of house team, face to face/ drop-in meetings with individual residents and information presentations with groups of students will be a normal part of this role; Communicate with the University community. The accommodation service provided on campus by the Accommodation Office is a service to the University community and as such will involve the successful candidate in providing information about the service and how it works to university colleagues. From time to time it will also involve representing the Accommodation Office at campus meetings with Security, International Office, Access Office, St Patrick s College, Sports Department, Campus Watch, etc. as delegated by the Accommodation Officer; Undertake ongoing data collection and data analysis, to support report compilation which informs future policy and operations; Gathering residents feedback and interacting with residents to understand and know how accommodation services are being received and to create ongoing quality improvements to Accommodation Office services; Contribute to the preparation, development and implementation of University policies relating to the provision of student residences on campus. The ideal candidate will have: Qualifications and Experience Minimum of 4/5 years business experience in a similar operation ideally in a student accommodation context; A primary degree in a relevant discipline (e.g. Business, IT, HR, Finance etc.) would be desirable. Interpersonal skills Strong interpersonal skills, with a proven ability to build successful collaborative working relationships with colleagues within the team and throughout the organisation; An ability to demonstrate effectiveness and problem solving skills; Evidence of excellent communication (written and oral) skills. Administrative skills A high level of administrative and organisational skills, including evidence of successfully operating high volume, high detail workloads while being able to maintain focus on the broader customer and service quality issues; Success in delivery of operational outputs to deadlines where the use of automated systems have been used to their maximum capacity; Experience in documenting procedures and processes, and training others; Proven successful experience of working independently, including having the self-motivation to identify and undertake self-directed work which is relevant and meets the priority needs of the operation. IT and data skills Significant experience and skills in IT: (the candidate should give examples of MS Office, TCAS online or similar system; Access systems such as Onity and Salto or similar; Formstack/Google forms or similar; web editing; 2

The ability to create and use databases and associated report writer tools, ability to understand and diagnose systems operational/business shortcomings and suggest solutions, intuitive ability with new systems that may be introduced; Ideally have experience of participating on the business/operational side of a full system upgrade, system introduction or system replacement; Experience of handling and analysing large volumes of data with ease; Proven ability to identify IT solutions to create operation efficiency and /or customer end user quality experience; Ability to maximise the use of technology to eliminate paper and manual records and understand the needs of the student customer in this regard; Ability to work with confidential material in a discreet manner, and demonstrate a knowledge of how to keep safe and protect data under the control of this team. Student Services Maynooth University Student Services comprises a number of services whose aim is to provide committed and dedicated on-campus services, designed to support and assist students throughout their time at University. The services are focussed on Student Life (Sports, Clubs & Societies), Student Support (Student Support (including faith-based services), Budgeting Advice, Health Centre, HomeFinder Service and the Student Support Hub), Counselling, and Campus Living (Accommodation and Crèche). Student Services is an integral part of the University community, enabling the promotion and development of its educational mission. Using a holistic approach, we offer a range of clearly defined services to support and empower students to achieve their personal and academic potentials and so enhance their life's journey. We strive to create a community which is open and caring and where diversity is expected and respected" (Mission Statement). The University Maynooth University is one of the four constituent universities of the National University of Ireland and in 2017 was placed in the global top 50 universities under 50 years old in the Times Higher Education World University Rankings. Formally established as an autonomous university in 1997, but tracing its origins to the foundation of the Royal College of St. Patrick in 1795, Maynooth University draws on a heritage of over 200 years commitment to education and scholarship. It is located in the University town of Maynooth, 25km from the centre of Dublin, Ireland s capital city. The University is a modern institution - dynamic, research-led, engaged, and grounded in the traditions of liberal education. With more than 11,000 students, Maynooth is Ireland s fastest-growing university, yet we retain a collegial campus culture that is central to our ability to bring significant interdisciplinary expertise to bear in tackling some of the most fundamental challenges facing society today Maynooth University is embarking upon a new and exciting phase with the development of the University Strategic Plan 2018-22, with a vision to consolidate the international reputation of Maynooth University as a university known for outstanding teaching, excellent research, a global outlook, effective engagement with the society we serve, and our distinctive approach to the challenges facing modern higher education. The plan builds on the successes of the University Strategic Plan 2012-17, which set seven strategic goals for the university: to offer students an outstanding university education, the best available in Ireland, an education which challenges and supports all students to achieve their full potential, and prepares students for life, work and citizenship, and for complexity, diversity and change; to be recognised as playing a leading international role and being the clear national leader in a number of thematic areas of research that address the major societal challenges of the 21st century; 3

to achieve a step change in our international activities, doubling the number of international students on campus and doubling the number of domestic students spending time abroad, in order to create a truly intercultural and multilingual institution; to strengthen our engagement with all stakeholders through sustained partnerships with enterprises, communities, civil society and public bodies, to build support for the mission of the university, to serve the needs of society, and to open new opportunities for research and learning; to maximise our unique and distinctive contribution to the national system of higher education through a set of purposeful and sustained strategic partnerships at regional and national level, and to extend our international reach through a network of global partnerships; to be an excellent place to work, known for a collegial ethos which empowers all staff to contribute fully to the development of the university; to enable the achievement of ambitious strategic objectives in challenging circumstances through careful planning, excellent services and infrastructure, and sound governance and management. The university has distinctive institutional strengths in six thematic priority areas: Human Cultures, Experience & Creativity; Humanities in Practice: Sources, Resources & Discourses; Human Health; Mathematics, Communications and Computation; People, Place and Environment; Social and Economic Transformations. Selection and Appointment Only shortlisted candidates will be invited to attend for interview; Candidates invited for interview will be required to make a brief presentation; Appointments will be approved by the President based on the report of the selection board; It is anticipated that interviews will be held during November; The appointment is expected to be effective from 1 December 2017. Terms and Conditions This is a full-time, permanent position. Garda vetting will be conducted for the recommended candidate(s) as part of the selection process in line with the University s Garda Vetting Policy and is a condition of employment. Salary Administrative Officer Grade II (2017): 36,587 52,649 p.a. (7 points) Appointment will be made in accordance with the Department of Finance pay guidelines. *New entrants to the public sector will be appointed on the first point of the salary scale. Application Procedure Please ensure that you USE THE FOLLOWING REFERENCE AOII_Accommodation in the subject line of your application email. This will clarify which role you are applying for. Please note applications should be made by sending the following information as ONE single attachment (either in PDF or word format) incorporating all of the below required information: A Curriculum Vitae, including all qualifications and experience, and a covering letter addressing your interest and suitability for the role; 4

The names, email addresses, correspondence addresses and telephone numbers of three referees whom the University may contact. Once attachment is compiled please send your single document application to recruitment@mu.ie The completed application documents should be forwarded by email to arrive no later than midnight, Sunday 15 th of October 2017. Late applications will not be accepted. Maynooth University is an equal opportunities employer The position is subject to the Statutes of the University 5