Senior Academic Operations Manager

Key Relationships:

• Deans
• Director of the Centre for Education and Lifelong Learning
• Registrar
• Director of Student Success Services
• Director of Quality and Institutional Effectiveness
• Executive Group Members
• Programme Directors
• Faculty
• Associate Faculty
• Programme Coordinators
• Vice Deans

Key Responsibilities:

• Lead the provision of high-quality co-ordination support for all programmes within the Schools.
• Lead, manage, review and develop the Programme Co-ordinators in the Schools
• Work closely with the Dean of School and the two Vice Deans to ensure that the administrative needs of the School are met.
• Ensure that a high quality of service is provided to students of the College.
• Co-ordination of activities between programme co-ordinators and between Schools Work to establish best practice and effective procedures for programme support. 
• Ensure that College Policies outlined in the QA Handbook for programme management and delivery are adhered to
• Oversee that there is effective interaction with other units in the College such as the other School, Student Services, Registrar’s Office, Admissions, Fees and Examinations
• Identify and introduce new processes/systems that will improve efficiency and service levels in the School
• Ensure that an efficient records and filing system is maintained and that the School portal site is up to date
• Support the Senior Academic manager in the implementation of a new central academic operations team.
• Ensure that all duties within the office are performed in a professional, efficient manner
• Provide oversight and administrative leadership on timetabling and assessment processes in the School including oversight of the exam paper preparation process.
• Liaise with faculty with information regarding timetables, student numbers and location of lectures.
• Provide alerts to faculty and students on planned assessment schedules and deadlines
• Assist the Programme Directors in the production of examination results and broadsheets
• Assist the Dean and Vice Deans with the recruitment and coordination of new Associate Faculty members and liaise with the HR team on same
• Ensure that student complaints are addressed in a timely, responsive manner
• Meet regularly with the Senior Administrators of the other teams to review work levels, provide support if necessary, ensure consistency of practices, develop new systems/processes.
• Any other duties assigned by the Senior Academic Manager, Deans or Vice-Dean’s.
• Provide support and supervision 

Key Attributes: 

• Degree or equivalent qualification would be desirable.
• Ability to lead a team and get the most from that team is positive, proactive manner.
• Pro-active time management, ability to produce results under tight deadlines
• Excellent communication skills both written and verbal
• Ability to multitask, work under pressure and prioritise tasks
• Flexible approach to work and a “can-do” attitude
• Rigour and attention to detail is a must
• Highly organised
• Apply good customer service skills when dealing with various departments and students in the college
• Disciplined in his/her approach to the job
• Drive, enthusiasm & maturity
• High Proficiency level in Microsoft Office suite
• Ability to work independently and show initiative
• An energetic, confident, and pro-active individual with strong interpersonal and communication skills

Contract: 

12 month Fixed Term contract for Maternity Leave cover

Salary: 

€53,836 - €74,028 (Manager Band)

Annual Leave: 

27 Days per annum pro rata

Hours:

Full time

Application Process:

To apply, please e-mail your cover letter and CV both in PDF format ONLY, quoting reference number: NCI 0997 to: recruitment@ncirl.ie  by 5:00 pm, 22nd July 2022.

Note: The functions and responsibilities assigned to the Academic Operations Manager are based on the current stated role and objectives of the College. These functions and responsibilities may alter in line with any change in the role and objectives of the College.

The successful applicant will be subject to Garda Vetting and must not have any convictions under the Sex Offenders Act 2001.

The Importance of Confidentiality

We would like to assure you that protecting confidentiality is our number one priority. You can expect that all enquires, applications and all aspects of the proceedings are treated as strictly confidential and are not disclosed to anyone, outside those directly involved in that aspect of the process.

Candidates' Obligations

In submitting a completed Curriculum Vitae and supporting documentation, candidates are declaring:

• That all the particulars furnished in their application are true and correct without omission and that they are aware of the qualifications and particulars for this position.
• That to the best of their knowledge that there is nothing in relation to their conduct, character or personal background of any nature that would adversely affect the position of trust in which they would be placed by virtue of this appointment.
• Their irrevocable consent to NCI making such enquiries as deemed necessary in respect of their suitability for the post in respect of which their application is made.
• Their acceptance and confirmation of the entitlement of NCI, as appropriate to, reject their application, or to terminate their employment (in the event of a contract of employment having been entered into on foot of this competition) if they have omitted to furnish NCI with any information relevant to their application or their continued employment or where they have made any false statement or misrepresentation relevant to this application or their continuing employment with the College. #

Candidates should note that they may be required to submit documentary evidence in support of any particulars given by them in their application for the post.

Data Protection Acts 1988 to 2018 and the Freedom of Information Acts 1997 to 2014 as amended

Data collected for the purposes of recruitment activities

NCI conducts recruitment processes to fill vacancies within the college. When applying for these competitions applicants are asked to submit a range of documents, e.g., a completed application form, CV and/or a personal statement or cover letter. For the purposes of recruitment activities, we will not collect any personal data that we do not need to assess your candidature for a role with us.

Legal Basis for Processing

NCI ’s legal basis for the processing of this data is a combination of individual consent, contractual necessity and legal obligations.

Withdrawal of Consent

Applicants can withdraw their consent for the processing of their personal data at any time by notifying the College. It is important to note that withdrawal of consent prior to the completion of the process will be considered as a withdrawal of the application.

What we do with your data

People who are directly employed by NCI and are based in Ireland process all the personal data collected for both recruitment and HR purposes.

Shortlisting

HR draft up the shortlisting documents and provide the initial screening to determine if a person meets the essential criteria of the competition. A shortlisting panel is generally made up of two senior grade staff members from the relevant department for which the role is being recruited.

Sharing of your data

Where you have been successfully shortlisted for a post, each interview panel member will be furnished with a copy of the relevant information of those who will be attending interview in order that they can review applications in advance of the interview process. All such information will be returned to NCI and shredded following the competition process. Some of the interview panel will be external interviewers, who are not employees of NCI but are engaged for the purpose and are strictly subject to the rules and policies of the College.

Access

Applicants can request and receive access to their data at any time and can request and receive a copy of this data, in electronic/transferable format.

Erasure

Applicants can request the data held be erased. In this case, the application for a position is considered withdrawn.

Rectification

Applicants can have any incorrect information corrected.

Objection / Withdraw

Applications can object to this information being processed and/or can request to withdraw from the application process

Complain

Applicants can make a complaint to our internal Information Governance and Data Protection Officer

NCI Information Governance and Data Protection Officer

National College of Ireland, Mayor Street, IFSC, Dublin 1

Tel (Direct): + 353 1 4498 523 ; Tel (Reception): + 353 1 4498 500

And/or make a complaint to the relevant authority

Data Protection Commission, 21 Fitzwilliam Square South, Dublin 2, D02 RD28

Tel: +353 (0) 761 104 800

National College of Ireland is an equal opportunities employer and is a Member of the Athena SWAN Charter. NCI is committed to serving our diverse community and welcomes applications from underrepresented groups.