Admissions Assistant - International Fee Receipts

National College of Ireland; Dublin; On-site; EUR 33,000 - 45,000; Full time

Job summary

National College of Ireland in Dublin seeks an Admissions International Assistant to support daily admissions operations and maintain the college’s records systems. You will issue international fee receipts, respond to front desk queries, and assist with student cards and scholarship data.

The role reports to the Head of Admissions and Student Records and International Admissions Lead, with a 35-hour week on a fixed-term contract and a salary band of €32,637–€45,241.

Qualifications

• At least two years’ experience within an administrative role.
• Experience in an Irish third level education environment preferable.
• Ability to work independently and as part of a team.
• Excellent communication skills.

Responsibilities

• Issue International fee receipts for payments received through Pay to Study and College Bank Account; ensure payment and scholarship data are applied to student records.
• Prepare reports on payments to inform whether courses are open or closed and for external bodies (INIS, HEA, DOES).
• Assist in maintaining integrity of the application process for domestic and international students.

Skills

Administrative experience

Interpersonal skills

Attention to detail

MS Office proficiency

Job description

Position:

Admissions International Assistant

Reporting to:

Head of Admissions and Student Records

Supervised by:

International Admissions Lead

Purpose of Position:

To ensure the effective and efficient daily operation of the College’s admissions processes. To ensure the highest standard of service is provided to students, staff and the general public and that the College’s record and reporting System is properly maintained throughout the recruitment period with particular responsibility for the generation and issuing of international fees receipts and answering queries at the front desk.

Key Relationships:

• Head of Admissions and Student Records
• International Admissions Lead * International Office
• Fees Office * Prospective Students

Key Responsibilities:

• Issue International fee receipts for payments made through Pay to Study and College Bank Account * Ensure payment and scholarship information is applied to student record correctly
• Prepare reports to ensure accuracy in payments to inform whether courses are open or closed
• Prepare reports on international student numbers for external bodies such as INIS, HEA and DOES as required
• Provide assistance in reviewing international college applications * Assist in the maintenance and integrity of the application process for domestic and international students.
• Manage the student card production process, assist in creating a plan for student card distribution for each intake * Apply the admissions requirements in accordance with QQI and College regulations for all programmes and distribution of them to the schools and the marketing department.
• Attend meetings and any other events in relation to Student Services/ Admissions as required.
• Ensure walk-in queries are dealt with efficiently by manning the Student Services Desk on a rota basis
• Maintain the integrity of the student record database. * Maintain efficient systems for student enquiries, admissions and student cards
• Assist in the monthly analysis of applications and comparison of courses.
• Raise any POs required for the admission team

Additional responsibilities as part of the Student Services team under the direction of the Director of Student Services:

• Assist in the co-ordination of all College Graduations and events where appropriate.
• Such other activities as may be required to support the Student Services Department.

Key Attributes:

• At least two years’ experience within an administrative role.
• Experience within an Irish third level education environment is preferable * Ability to work independently and as part of a team.
• Good interpersonal and communication skills.
• Exceptional attention to detail.
• Excellent organisation skills.
• Experience of working to deadlines. * Pro‑active time management.
• Proficient in MS office
• Flexible approach to work and a "can-do" attitude.

Hours:

35 hours per week

Salary:

Administrator Salary Band (€32,637-€45,241)

Annual Leave:

24 days pro rata

Contract:

Fixed Term

Closing date for applications is the 10th of September at 1pm.

All applicants must hold a valid right to work in Ireland.

Note: The functions and responsibilities assigned to this role 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.

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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 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: [phone]

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.