Education Administrator, Registrar’s Office

Dublin Business School (DBS); Dublin; On-site; EUR 30,000 - 35,000; Full time

Benefits offered by this job

Free Internal Courses

Discounted Fees for Family Members

Life Assurance & Disabilities Cover

Sports & Social

Employee Assistance Programme

Employee Discount Scheme

Death-In-Service Benefit

Job summary

Dublin Business School (DBS) is seeking an Education Administrator in the Registrar’s Office to manage academic record requests, transcripts, verifications, and legacy document scanning. The role collaborates with internal teams and external bodies to ensure accurate, timely processing of certifications and diplomas.

Key duties include handling legacy certificates, coordinating QQI certificates, producing reports, and maintaining SOPs.

Qualifications

• Experience with Learner Management Systems (LMS) and handling academic records.
• Excellent administrative skills with attention to accuracy and timeliness.
• Proficient IT skills, including MS Office and Google Workspace.
• Strong attention to detail in managing records and verifications.
• Able to multitask and manage competing requests efficiently.
• Highly organised with proven workload management capability.
• Effective communicator, both verbally and in writing.
• Minimum of 2 years in a similar educational or busy office environment.

Responsibilities

• Process requests relating to academic records, including transcripts and verifications.
• Coordinate with QQI for certificate orders and generate required reports.
• Respond to ad-hoc requests from regulatory authorities and internal stakeholders.
• Maintain legacy document scans and database of legacy programmes for Diploma Supplements.
• Collate module descriptors and support student records system configuration.
• Develop and maintain SOPs and QA documentation for records processing.
• Support the Data Migration project and manage the Student and Alumni inbox.
• Ensure compliance with eligibility to work in Ireland and related policies.

Skills

Learner Management Systems

Administrative skills

MS Office

Google Workspace

Attention to detail

Multitasking

Organised workload

Effective communicator

Experience in similar environment

Job description

Job Title:

Education Administrator, Registrar’s Office

Department:

IR0019 Registry and Exams

Reporting to:

Assistant Registrar

Reports to:

Assistant Registrar

Job Summary

The Education Administrator in the Registrar’s Office will have responsibility for processing all requests relating to academic records. This role will have a focus on dealing with requests or queries in relation to academic records, including transcripts, education verification, module descriptors and similar queries. It will also include responsibility for arranging the scanning of legacy documents to ensure ease of access for future requests relating to those documents.

Key Responsibilities

• Processing legacy requests for transcripts;

• Processing legacy certificate requests;

• Coordinate the ordering of certificates from QQI;

• Generate and manage all reports required for certification;

• Liaise with a range of internal and external stakeholders to ensure smooth certification processes;

• Checking and providing education verifications requests;

• Generation of Diploma Supplements;

• Maintaining the database of legacy programmes for creation of Diploma Supplements;

• Collating module descriptors;

• Coordinating and responding to ad-hoc requests from regulatory authorities;

• Arranging the scanning of legacy documents;

• Contributing to configuration of systems relating to student records to support efficient processing of verifications etc;

• Developing and maintaining SOPs relating to the above tasks;

• Maintenance of QA folders and documentation relating to student records;

• Supporting the Data Migration project;

• Managing the inbox for Student and Alumni queries.

Culture:

• Contribute to a culture of innovation, collaboration, inclusivity, and mutual respect across the team and the College;

• Work proactively and cooperatively with colleagues across departments to achieve shared goals;

• Demonstrate professionalism, approachability, and collegiality in all interactions;

• Communicate openly and constructively, supporting a positive and solutions-focused team environment;

• Uphold the organisation’s values in all internal and external activities;

• Take initiative in personal and professional development, and acknowledge and support the contributions of others.

Job Requirements (Essential Criteria)

• Experience in Learner Management Systems;

• Excellent administrative skills;

• Excellent IT skills including MS Office and Google Workspace;

• Excellent attention to detail;

• Excellent attention to detail;

• Multitasking - expand on this line;

• Highly organised with a proven ability to manage workload effectively;

• A highly effective communicator, verbally and in writing;

• Experience - min 2 years in a similar environment.

Personal Requirements (Desirable Qualities)

• Experience in an educational setting or similar busy environment;

• Proven ability to work under your own initiative and as part of a team;

• All appointments are subject to providing proof of eligibility to work in Ireland (upon being invited to interview);

• Experience mapping processes and user acceptance testing on information systems.

Pay & Benefits

The salary for this role is between 30 to 35K.

• Free Internal Courses;

• Discounted Fees for Family Members;

• Life Assurance & Disabilities Cover;

• Sports & Social;

• Employee Assistance Programme;

• Employee Discount Scheme;

• Death-In-Service Benefit.

This job description is a guide to the work the post holders will initially be required to undertake. It may be amended from time to time to meet changing circumstances by mutual agreement. It is expected that the post-holders and their manager will review the job description regularly.

Position Type:

Full time

Contract Type:

Regular

Pay Frequency:

Annual

Location:

Dublin, Ireland

Job Functional Area:

Operations

All appointments are subject to providing proof of eligibility to work in Ireland on full time basis (upon being invited to interview). Please refer to our privacy policy here: DBS Privacy Notice for Candidates.

This job description is a guide to the work the post holder will initially be required to undertake. It may be amended from time to time to meet changing circumstances by mutual agreement. It is expected that the job description will be reviewed regularly by the post-holder and their manager.

DBS is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. If you require any adjustments or additional support within the recruitment process, please contact us directly.