Executive Assistant – Exams & Assessment Office

Provide administrative support to the Examination and Assessment procedures within the College with specific responsibility for Students with Special requirements.

Executive Assistant – Exams & Assessment Office

Reporting to:

Director of Student Services

Supervisor:

Acting Examinations Officer

Purpose of Position:

Provide administrative support to the Examination and Assessment procedures within the College with specific responsibility for Students with Special requirements.

Key Relationships: 

  • Registrar.
  • Director of Student Services.
  • Acting Examinations Officer.
  • Student Services Team.
  • Deans of Schools.
  • Subject Group Heads & Programme Directors.
  • Faculty & Associate Faculty.
  • Academic Support Staff.
  • Students.

Key Responsibilities:

  • Supporting the Acting Examinations Officer in all aspects of the exams / assessments processes.
  • Specific responsibility for all aspects and requirements for students with special examination accommodations i.e. Liaising with Disability officer, AT officer, IT and accommodation to plan and facilitate all examination and assessment requirements for students with specific requirements.
  • Assist the Acting Examinations Officer in the planning, co-ordination, scheduling and holding of examinations and assessments for the College.
  • Ensure that examination papers, scripts and administrative detail are produced and sent to all off-site locations in a timely manner.
  • Maintenance and provision of reports related to the examination process.
  • Assist in the maintenance of the examinations section on the staff and student portal with information on examination policies & procedures, presentation of results and examination timetables.
  • Update the Student Information System with QQI course and module codes.
  • Assist in the external examiner process.
  • Assist in the manual production of broadsheets for off calendar Springboard students.
  • Assist the Acting Examinations Officer in the tracking of non-compliance.
  • Assist in the return of examinations related data to the accreditation body – QQI.
  • Assist in all QQI submissions.
  • Ensuring contact between the Schools and faculty and associate faculty in line with all examination processes.
  • Assist in the transition of students through programmatic review and special exam sittings.
  • Assisting in Student Information System testing.
  • Assist in all aspects of Student Services as required. 
Additional Responsibilities as part of the Student Services Team under the direction of the Director of Student Services
  • Assist in orientation and registration processes for all students 
  • Assist in the co-ordination of all College graduations and events where appropriate
  • Late cover of the Student Services department.
  • Such other activities as may be required to support the Student Services Department.

Key Attributes:

  • Degree or equivalent qualification would be desirable.
  • Knowledge of the Irish education system at third level would be an advantage.
  • High proficiency in word processing, spreadsheets, e-mail, PowerPoint, and excel.
  • Good communication skills – written and verbal.
  • Good Interpersonal Skills.
  • At least two years’ administration experience that demonstrates a planned, systematic approach to organisation of work.
  • Attention to detail, deadline orientated and quality conscious.
  • Database experience an advantage.
  • Flexible approach to work.
  • High degree of computer literacy, with an ability to evaluate and appreciate the role of technology in improving efficiency and the delivery of service.
  • A self-driven approach with a positive outlook and clear focus on high quality and sustainability.
  • Having the ability to analyse complex problems and recommend creative long-term solutions in a fast paced environment.
  • Be a key contributor and lead as necessary key initiatives and college projects to the examinations function.
  • Ability to multitask and manage multiple concurrent deadlines.
  • Can do attitude.
Salary: €30,450 - €42,632 (Administrator Salary Band)
Annual Leave: 24 days per annum 
Contract: Permanent Contract
Application process: 
To apply, please e-mail your cover letter and CV in PDF format both, quoting reference number NCI 0839 and job title to: recruitment-cdolan@ncirl.ie by 5pm on Tuesday 3rd September 2019. Interviews are expected to be conducted between 9th of September 2019 to the 13th of September 2019. (The Successful candidate is expected to start immediately thereafter). 
Note: The functions and responsibilities assigned 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 National College of Ireland. 

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 
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.

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