Purpose of Position:

To ensure the effective and efficient daily operation of the College’s admissions processes.


Head of Admissions and Student Records

Reporting to:     

Head of Admissions and Student Records

Key Relationships: 

  • Head of Admissions and Student Records
  • Director of Student Services 
  • International Admissions Lead
  • International Office 
  • Fees Office 
  • Marketing team 
  • Prospective Students 
  • Programme Co-ordinators 
  • Programme Directors 

Key Responsibilities:

  • Generate and issue International fee receipts for payments made through Pay to Study and College Bank Account 
  • Liaise with International Office for scholarships issued and apply to fee receipt 
  • Document processed fee receipts and direct to Fees Department to add to student’s record 
  • Regular reporting of international recruitment payments and students internally and externally
  • Assist in the administration of domestic and international college applications 
  • Assist in the maintenance and integrity of the application process for domestic and international students. 
  • Assist in the preparation of management reports, documents and statistical analysis on admission trends, CAO, Department of Education and student profiles. 
  • Responsible for the validation and production of student cards.
  • Ensure a plan for the production and distribution of cards for every intake and liaise with Springboard, International and Domestic Admissions Leads to ensure outlying courses are catered for. 
  • Responsible for ensuring the ongoing maintenance of student card machines and supply of student cards.  
  • Apply the admissions requirements in accordance with QQI and College regulations for all programmes and distribution of them to the schools and the marketing department. 
  • Ensure the delivery of a high quality robust application process for applicants. 
  • Attend meetings and any other events in relation to Student Services/ Admissions as required. 
  • Ensure walk-in queries are dealt with efficiently 
  • Maintain the integrity of the student record database. 
  • Maintain efficient systems for student enquiries, admissions, student cards, tracking and documenting student attendance and registration.
  • Assist in the monthly analysis of applications and comparison of courses. 

Additional responsibilities as part of the Student Services team under the direction of the Director of Student Services: 

  • Assist in the co-ordination of all College Graduations and events where appropriate. 
  • Such other activities as may be required to support the Student Services Department. 

Key Attributes:

  • A third level qualification would be preferable. 
  • Previous experience in a similar role 
  • Experience within an Irish third level education environment. 
  • Good analytical ability – understand, analyse and relate complex information. 
  • Excellent report writing skills. 
  • Ability to work independently and as part of a team. 
  • Good interpersonal and communication skills. 
  • Excellent organisation skills. 
  • Experience of working to deadlines. 
  • Pro-active time management. 
  • Proficient in MS office, Quercus and other academic systems. 
  • Flexible approach to work and a “can-do” attitude.
  • At least two years’ experience within an administrative role. 



Annual Leave: 

24 days pro rata 



Application process: 

*Internal applications only

To apply internally, please e-mail your cover letter and CV both in PDF format ONLY, quoting reference number: NCI 0982 to: recruitment-cdolan@ncirl.ie by 5:00 pm, 23rd May 2022.

Note: The functions and responsibilities assigned to the Admissions Co-Ordinator, 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 NCI.

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.


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.


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.


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


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


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.

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