State Funded Initiatives Specialist

Purpose of Position:

The key function of this position is to provide administrative support for state funded initiatives such as Springboard+, and other HEA/State funded programmes effectively.

To ensure the efficient setup of these programmes on both internal and external systems (e.g HEA/AMS System) and to provide administration for day-to-day operations with specific responsibility to the recruitment and registration of students to fulfil the target numbers. The other main area of responsibility is to assist with the coordination and collation of statistics and data to inform the tendering process which will include the monitoring of academic outcomes, liaising with Government bodies and working with Academic Operations.

Reporting to:

Head of Admissions and Student Records

Key Relationships:

Head of Admissions and Student Records
Director of Student Services
Registrar
State Funded Initiatives Lead
Admissions Team
Director of Marketing
Deans of Schools
Associate Faculty
Programme Directors
Programme Co-ordinators
Applicants & Students
Higher Education Authority

Key Responsibilities:

Provide administration for day-to-day operations with specific responsibility to the recruitment and registration of students on State Funded programmes in line with directives issued by funders
Ensure efficient setup of programmes on internal student information system and external funder systems
Liaise with faculty regarding the recruitment and selection of students for these programmes
Communicate progression options to current students
Manage waiting lists for courses at capacity and communication with same
Keep informed of changes to entry criteria and social welfare policy to advise applicants accordingly
Deal with any queries relating to Springboard+/HCI Programmes and any other State Funded Initiative
Represent the College at relevant forums and meetings held by the funder, including attendance at college events relating to these programmes to advise and facilitate recruitment for upcoming intakes
Responsible for managing the Funding Registration Calendar to ensure that payment is drawn down from the funder for each enrolled student on these programmes
Act as the main point of contact with funding authorities for the payment files that need to be reviewed and reconciled
Responsible for tracking, reconciling, and verifying each payment tranche from the funding authorities
Forecast revenue based on payment instalment as prescribed in the contract with funder
To assist the team lead with the induction and training of staff employed to support these initiatives
To assist the team lead with the distribution of work amongst the team and provide cover during peak times/annual leave as needed
To assist the team lead with the monitoring of application and registration numbers including identifying shortfalls in figures or opportunities for re-allocation of funding
To assist the team lead with the input of State Funded Tenders for new funding opportunities identified by the school
Collect data in line with funding authorities’ requirements set out in the contract to report on academic and employment outcomes
Preparation for and assistance with annual inspection/audits by the funding authority
Contribute to the development of new and improved processes and procedures that make the recruitment, admissions and registration processes and outcome reporting more streamlined and efficient where possible
Undertake other duties as assigned

Key Attributes:

A degree or equivalent would be preferable.
Experience in a similar role administering state funded courses 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 with good writing skills (draft letters, minutes, presentations etc.)
Flexible approach to work and a “can-do” attitude

Salary:

€37,271 - €53,839 Specialist/Senior Administrator Salary Band

Contract:

Fixed term contract (Maternity Leave cover)

Annual Leave:

24 Days per annum

Hours:

Full-time, 35 hours per week

Application Process:

To apply, please e-mail your cover letter and CV, quoting reference number: NCI 1035 to: recruitment-cdolan@ncirl.ie by 5:00 pm, Wednesday 26th of April 2023.

National College of Ireland is an equal opportunities employer.

Note: The functions and responsibilities assigned to the State Funded Initiatives Specialist 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.