Assistant Faculty Manager (Systems)

We are seeking to appoint an Assistant Faculty Manager. The purpose of this role is to provide support to Faculty Managers and the Head of Faculty Management. The post holder will be responsible for the efficient and effective management and coordination of the administrative function attached to the recruitment of faculty in the form of the New Faculty Pathway. This will require a close working relationship with Faculty Managers Academics Directors The Learning Unit Academic Operations and Lecturers to ensure a smooth first class learning experience for students.

The duties and responsibilities include but are not limited to the following:

• Provide HR management support to the faculty managers in the recruitment of new faculty.

• Liaise with the Academic Appointments Sub Committee (AASC) in relation to the administration associated with recruiting faculty.

• Work with IT and HR to ensure the smooth onboarding of new faculty and liaise with the other Assistant Faculty Manager in ensuring new Faculty are fully integrated into the College.

• Arrange induction orientation and training of new staff in a timely manner as per the new faculty pathway process.

• Work with Faculty Managers in arranging interim probations (3 months) and probations (6 months).

• Establish and maintain a system for tracking faculty performance measures with annual setup of a new tracker.

• Organise annual appraisal meetings with faculty and highlight those who are hourly paid who need to be appraised based on their number of teaching hours.

• Work with HR in providing them with contractual information for the purpose of faculty contracts in a timely manner.

• Work with Faculty Managers and HR on issuing contracts and addendums for Faculty.

• Monitor the student feedback received from the Data Analytics & Reporting Manager ensuring that it pulls into the performance tracker.

• Liaise with the examinations office in relation to exam papers and results that are outstanding for the purpose of the performance management system.

• Assume the responsibility for systems improvements and developments within faculty management ensuring the effective use of technology to maximise operational benefits and efficiencies.

• Update staff utilisation on a weekly basis and monitor the utilisation to ensure that the sheet is up to date and correctly used by Faculty Managers.

• Any other duties commensurate with the post as determined from time to time in accordance with business need.

Person Specification

The person appointed as Assistant Faculty Administrator (Systems) will:

• Have proven experience in administrative roles preferably within an academic setting.

• Have strong organisational and time management skills with the ability to handle multiple tasks simultaneously.

• Be able to deal with the pressures of peak time.

• Have excellent attention to detail.

• Have the ability to prioritise.

• Be able to demonstrate experience gathering analysing and documenting business requirements.

• Have experience in generating and presenting reports to inform decision-making processes.

• Have excellent communication and interpersonal skills with the ability to work collaboratively with diverse teams.

• Have proven ability to identify and solve business problems through innovative solutions.

• Be familiar with the Faculty recruitment processes and the New Faculty Pathway.

• Have the ability to maintain confidentiality and handle sensitive information with discretion.

• Be computer literate with a working knowledge of contemporary applications.

Pay & Benefits

The salary for this role is DOE.

• Free Internal Courses.

• Discounted Fees for Family Members.

• Life Assurance & Disabilities Cover.

• Sports & Social.

• Employee Assistance Programme.

• Employee Discount Scheme.

• Paid sick leave.

• Death-In-Service Benefit.

All appointments are subject to providing proof of eligibility to work in Ireland (upon being invited to interview).

Pay Frequency:

All appointments are subject to providing proof of eligibility to work in Ireland on full time basis (upon being invited to interview). Please refer to our privacy policy here: DBS Privacy Notice for Candidates.

This job description is a guide to the work the post holder will initially be required to undertake. It may be amended from time to time to meet changing circumstances by mutual agreement. It is expected that the job description will be reviewed regularly by the post-holder and their manager.

DBS is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex race disability age sexual orientation gender reassignment religion or belief marital status or pregnancy and maternity. If you require any adjustments or additional support within the recruitment process please contact us directly.