Professional Support Recruitment

Professional Support Posts

All new Administrative, Technical, Library, and General Operatives positions that have not been previously graded must be submitted for grading through the University’s  Grading Committee before recruitment paperwork can be submitted to the recruitment team.  Once grading is confirmed the hiring manager must:  

• Complete the Job Description Template and RIF (Recruitment Initialisation Form) paperwork for the position you wish to advertise (available in the Recruitment Forms section on the University of Galway website.
• Submit the completed forms to recruit@universityofgalway.ie at least 3 weeks before your intended Advertising Dates.

Grade 3 Administrative Panel:

A Grade 3 Administrative Panel has been established to support recruitment needs across the University. The purpose of this panel is to provide a flexible, efficient, and transparent mechanism for filling grade 3 administrative vacancies, including part-time, full-time, temporary, and permanent roles. Appointments from the panel are made in order of merit, subject to candidates meeting the specific requirements of the role. The use of the panel ensures a fair, transparent, and consistent approach to recruitment across the University, while also reducing time-to-hire and supporting workforce planning needs. The Panel will be in operation from the beginning of May 2026 for 18 months, or until such time as it is exhausted, retired or superseded by a new panel.   

No separate Grade 3 competitions may be run while the panel is active (if a position cannot be filled via panel an exception to this rule will be made).

To fill a grade 3 vacancy via the panel please review the Managers Guide_ Grade 3 Panel.docx and complete the relevant job description011635 Job Description - Grade 3 Panel - New Post.docx or  011635 Job Description - Grade 3 Panel - Existing Post.docx and RIF - Panel Drawdown.docx for the position and return to hradminpanel@universityofgalway.ie

Please note the following important points:

• The job description must be the same as the graded job description.  If it is not it will have to be reviewed by a member of the grading committee. All job descriptions must have clear desirable and essential criteria (for shortlisting purposes).
• The RIF must be fully complete and signature section fully signed for acceptance.
• Special attention should also be given to the following sections on the RIF:
• Irish Language Requirement: This section must be completed for all new positions. The Office of the DPR evaluates whether the unit has an adequate number of staff proficient in Irish, in line with the University’s commitment to bilingual services and legislative obligations. The RIF must list the names of staff members in the unit who can address queries in Irish, along with their proficiency level (as indicated on the self-assessment grid in the RIF). The Office of the DPR will review this information to determine if Irish language skills are a requirement for the position.
• Reason for the Post: For new or renewed fixed-term or temporary positions, the rationale for the post must be clearly stated to comply with relevant legislation. It must be demonstrated that the creation of the position, or the renewal of an existing post, is necessary and appropriate to achieve a legitimate objective.
• If the post is research funded, we will accept College Finance Manager/UMT approval for confirmation of funds to advertise the position.  However, a PPF Forms - University of Galway is required at post appointment stage from the Research Accounts Office.
• Please review the recruitment and selection policy for advertising timelines.

Thank you for following these guidelines to ensure a smooth and compliant recruitment process.