International Officer

Key Relationships:

• Director - International Development
• International Officer
• Head of International Recruitment
• International Student Co-ordinator
• The International Team
• International Students
• International Agents
• Other departments within the college Admissions, Finance, Academic Operations, Student Services, NCI Students Union

Key Responsibilities:

International Student Support

• Deliver effective and flexible front line support, information giving and reception service to international students.
• Manage frequently asked questions by producing a range of guides and articles for students on the NCI Support Hub.
• Process and issue information, correspondence and documentation in line with service needs.
• Use a variety of systems to accurately collate, input and maintain data on international students and the support service.
• Recommend and implement process improvements and innovative solutions to improve efficiency and support for students.

International Student Arrival Process

• Manage the end-to-end process for the international student arrival processes, a critical component of the International Student journey.
  
• Data entry and tracking of student registration forms using MS Dynamics (CRM).
• Schedule Airport Shuttle Service for incoming students 
• Schedule Welcome Meetings for all incoming students
• Manage the relationship with the providers of the Airport Shuttle Service. 

International Office Administration

• Organise meetings visits and events, coordinating calendars, paperwork, facilities and associated arrangements so that activities run smoothly
  
• Collaborate with team members to achieve joint projects and objectives
• Creating the data reports for every intake 
• Creating and managing the setup of Payment Plans for new students.
• Processing and managing the Agent Commission for the NCI India team.

Operations Support

• Assist with compliance efforts for the International Education Mark
  
• Collaborate with cross-functional teams, including finance and IT, to establish an efficient system for tracking and processing international refunds, providing real-time visibility to stakeholders.
• Collaborate with the international recruitment team and admissions team, to develop and maintain data-driven dashboards within the CRM system to facilitate efficient tracking for the recruitment and conversion of student applications.
• Develop and maintain data-driven dashboards within the CRM system to monitor and track overall service needs e.g. international student applications, arrivals, academic progress and refunds.

Key Requirements:

• Fluent in spoken and written English
  
• Competent in the use of IT systems and electronic communications 
• Proficient in Data Analysis and reporting
• Good interpersonal and team working skills, whether dealing with students, academic staff, external organisations, or other members of our office team
• Good written and spoken communication skills, including the ability to communicate with students for whom English is not their first language
• Good customer care skills together with excellent interpersonal, organisation and team working skills
• Cultural sensitivity: awareness of the international perspective of the work of the Office in terms of the diversity of our student body and our relationships with overseas organisations
• Good administrative, word-processing and IT skills, especially Word, Excel, and MS Dynamics (NCI CRM system)
• Previous office experience, ideally in a customer service-based environment or in an academic environment
• The ability to prioritise activities to meet the changing needs of the service
• Discretion and diplomacy
• Flexibility around working hours if required or the role will involve work outside the normal office hours during certain times of the year.  
• A commitment to the development of a quality, culturally diverse environment.
• Candidates must possess the required Visa/permissions to work and reside in Ireland
  

Contract: 

Permanent 

Salary: 

€31,059 - €43,485 (Administrator Salary Band)

Annual Leave: 

24 days per annum pro rata

Hours:

Full time

Location: 

Candidates must be residing in Ireland due to onsite presence required

Visa:

Candidates must possess the required Visa/permissions to work and reside in Ireland

Application Process:

To apply, please e-mail your cover letter and CV (must state in cover letter or CV your right to work in Ireland & if you are residing in Ireland) in PDF format ONLY, quoting reference number: NCI 1047 to: recruitment-cdolan@ncirl.ie by 5:00 pm, 23rd August 2024.

Note: The functions and responsibilities assigned to the International Student Support & Operations Executive member 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.