The QIE office is the source of up-to-date information and records on all QQI-validated programmes offered by NCI. The QIE office provides support to academic and other NCI professional administration/services colleagues across a wide range of Quality Assurance, Enhancement and Institutional Effectiveness policies, procedures and processes. These include academic programme validation and revalidation events, as well as other events and activities, such as surveys, designed to provide opportunities for feedback and dialogue between NCI and its many stakeholders, and curriculum updating activities.

The Administrative Coordinator will provide high-quality office management: a consistent and reliable administrative and organisational support service across all activities of the QIE office. The role is responsible for data input and data monitoring, accuracy, and integrity across a range of information systems within NCI - many of which are shared with other professional and academic units. The Coordinator will play a key administrative liaison role with the Awarding Body, QQI.

The Administrative Coordinator will support the QIE Director and team to organise QIE-related activities, including but not limited to onsite and online academic programme validation and revalidation panels and institutional review panels. The Administration Co-ordinator will process financial transactions (invoices/expenses) that are routinely incurred by external colleagues and third parties as part of the range of QIE activities.

Reporting to:     

Director of Quality and Institutional Effectiveness

Key Relationships:

• Director of Quality and Institutional Effectiveness
  
• NCI Quality Assurance and Enhancement Specialist, QIE Office
• NCI Registrar
• Programme Coordinators in NCI’s Academic Operations Team
• NCI Registry team, notably Admissions and Student Records, Student Supports and Welfare and the International Office
• Finance Team
• QQI 

Key Responsibilities:

• Support the QIE Director and team to work at their best on a day-to-day basis, through the successful completion of administrative duties within QIE and in partnership with other NCI units.
• Office management activities including, inter alia, purchasing, paying invoices, organising and coordinating the delivery of events, workshops and other meetings and providing a committee/meeting secretariat function as required.
• Support the operation of internal and external student and other stakeholder survey activities and the analysis and reporting of results.
• In support of NCI colleagues, maintain an internal database (currently using MS 365 Sharepoint) that is the source of truth for all QQI-validated NCI programmes and modules.
• Maintain accurate data on NCI academic modules and programmes in internal NCI curriculum repository (AKARI Coursebuilder platform), course marketing and student record systems; identify and resolve errors and inconsistencies in published NCI module and programme information.
• Support for updating website content and communications to staff.
• Upload and ensure the accuracy of validated NCI programme details in QQI’s Q-Hub platform. 

Key Requirements: 

• At least two years continuous experience working in administration, as part of a team, in a Further or Higher Education Institution in Ireland, or in a relevant public sector organisation in Ireland
  
• At least two years of experience working on data entry and ideally, data reporting;
• Demonstrable experience working to tight deadlines, prioritising tasks and dealing with issues arising;
• Demonstrable experience of working successfully with colleagues in teams across multiple units; 
• Demonstrable ability to monitor accuracy and consistency in your work as well as in the work of others;
  
• Proficiency in the use of MS Office products, including MS Excel. Wider proficiency in MS 365 suite of services would be welcomed.
• Demonstrable experience following policies and procedures closely and maintaining data accuracy and integrity;

Salary: 

Admin salary Band (€31,059 – €43,485) 

Annual Leave: 

24 days per annum - Pro Rata

Contract: 

12 Month Contract 

Hours: 

Full time 

Application process: 

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.