Purpose of Position:

To co-ordinate the School of Business programmes, provide administrative support to the School and respond accurately and efficiently to student enquiries.

Reporting to:             

Senior Administrator  

Purpose of Position:

To co-ordinate the School of Business programmes, provide administrative support to the School and respond accurately and efficiently to student enquiries.

Key Relationships:

  • Senior Administrator
  • Dean of School of Business 
  • Vice-Deans of School of Business
  • Programme Co-ordinators
  • Faculty
  • Associate Faculty
  • Students

Key Responsibilities:

  • Provide high-quality co-ordination support for programmes in the School of Business.
  • Provide a high quality of service to the students of the College.
  • Respond professionally to enquiries from students, class reps and faculty on a range of issues.
  • Effective interaction with other units in the College such as the other School, Student Services, Registrar’s Office, Fees and Examinations.
  • Deal appropriately with incoming calls.
  • Ensure that all duties within the office are performed in a professional, efficient manner.
  • Support the promotion of programmes to target audiences through all available communication channels.
  • Ensure that College Policies, outlined in the QA Handbook, for programme management and delivery are adhered to.  
  • Provide Faculty with information regarding timetables, course notes, student numbers and location of lectures.
  • Assist the Programme Directors in the production of examination results and broadsheets.
  • Act as secretary to assigned Programme Committees.
  • Introduce themselves to and regularly attend the class groups they support.
  • Be alert to developing problems and raise to the appropriate level as soon as possible.
  • Respond to and address student complaints.
  • Check availability of resources e.g. Library, IT.
  • Alert Faculty and Students to planned assessment schedules and deadlines.
  • Assist in orientation and registration.
  • Record and follow up on exam/assessment absence, medical records and attendance.
  • Compilation and maintenance of all Programme material, module descriptors and distribution to the student body.
  • Assist in the timetabling process of relevant programmes assigned.
  • Assist with programme co-ordination for other programmes for other areas as required.
  • Assist with assessment processes in the School.
  • Accept and record receipt of projects and assignments.
  • Provide administrative support for the College’s formal student feedback mechanisms such as Class Rep meetings and student surveys.
  • Provide cover for Reception.
  • Any other duties as assigned by the Senior Administrator, Vice Deans or Dean.

Key Attributes:

  • Degree or equivalent qualification would be desirable.
  • Knowledge of the Irish education system at third level would be an advantage.
  • At least two years administration experience that demonstrates a planned, systematic approach to organisation of work.
  • High proficiency in word processing, spreadsheets, e-mail, PowerPoint, and excel. 
  • Good communication skills – written and verbal.
  • Good Interpersonal skills.
  • Attention to detail, deadline orientated and quality conscious.
  • Database experience an advantage
  • Flexible approach to work
  • Excellent writing skills (draft letters, minutes, presentation etc.)
  • Ability to work independently and show initiative

Salary: €30,450 - €42,632 (Administrator Salary Band)

Annual Leave: 24 days per annum pro rata

Contract: Fixed Term Contract for 12 months

Application Process: 

To apply, please e-mail your cover letter and CV, quoting reference number: NCI0911 to: recruitment@ncirl.ie by 5pm, Thursday 15th April 2021. 

Note: 

The functions and responsibilities assigned to the Programme 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 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. 

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