Executive Assistant | State Funded Initiatives

The key function of this position is the administration of State funded initiatives to include Springboard+, ICT skills and other HEA funded programmes.

Reporting to: 

Director of Student Services 

Supervisor

Admissions Officer  

Purpose of Position:

The key function of this position is the administration of State funded initiatives to include Springboard+, ICT skills and other HEA funded programmes.  To ensure the efficient setup of the programmes on HEA or other external systems from the recruitment process to the registration of students fulfil the target numbers.  

Key Relationships:

  • Admissions Officer
  • Senior Administrator – State Funded Initiatives
  • Director of Student Services
  • Registrar
  • Student Services Team
  • HEA/State Funded Co-ordinators
  • Applicants & Students
  • Associate Faculty
  • Programme Directors
  • Programme Co-ordinators 

Key Responsibilities:

  • The daily administration of Springboard and ICT Skills programmes and other State funded initiatives.
  • Liaising with faculty regarding the recruitment and selection of students for these programmes.
  • See application process for all applicants through to completion.
  • Following up with applicants to obtain all necessary documentation.
  • Dealing with any queries relating to the Springboard/HEA/State funded Initiatives.
  • Providing information for Schools and Marketing Director on admission figures and updating regularly.
  • Setting up waiting lists and communication with same.
  • Setting up interviews and recording evidence of students entering under the RPEL scheme.
  • Follow up with applicants in connection with collation of correct forms and information.
  • Maintain a high level of communication with key customers/clients.
  • Keep abreast of changes in social welfare policy to advise applicants accordingly.
  • Assist in the promotion of courses to target groups such as open days, corporate companies and other events as appropriate.
  • Close monitoring of registration numbers to maximise revenue from tenders.
  • Collate attendance monitoring data and distribute as necessary.
  • Distribution and processing of HEA survey, specifically designed to capture statistical information for the final report for the HEA.
  • Collation of data and statistical returns for the final report for the department.
  • Process course applications where appropriate to expedite screening, interviewing and selection of candidates for admission.
  • Dealing appropriately with incoming calls.
  • Ensure that all duties within the office are performed in a professional, efficient manner.
  • Undertake other duties as assigned.

Key Attributes:

  • A degree or equivalent would be preferable.
  • Experience in a similar role administrating large scale Labour Market Activation projects such as LMETF and Springboard would be an advantage
  • At least two years’ experience within an administrative role
  • Experience within an Irish third level education environment would be an advantage
  • Good interpersonal and communication skills
  • Excellent organisation skills 
  • Experience of working to deadlines 
  • Pro-active time management 
  • Proficient in MS office, particularly EXCEL, with good writing skills (draft letters, minutes, presentations etc.)
  • Flexible approach to work and a “can-do” attitude

Salary: €30,450 - €42,263 (Administrator Salary Band)
Annual Leave: 24 days per annum pro rata
Contract: Specific Purpose contract
Hours: Full time 35 hours per week

Application process: 

To apply, please e-mail your cover letter and CV in PDF format both, quoting reference number NCI 0840 and job title to: recruitment-cdolan@ncirl.ie by 5pm on Tuesday 24th September 2019. Interviews are expected to be conducted between 30th of September 2019 to the 4th of October 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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