Executive Assistant – Exams Office

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

Job summary

National College of Ireland is seeking an Executive Assistant to join the Exams Office to oversee the end-to-end examination process and provide comprehensive admin support across procedures.

The role reports to the Senior Examinations and Assessment Specialist and involves coordinating exams online and on campus, processing transcripts, verifications, deferrals, and maintaining the Exams Office website and Zen Desk. This is a full-time, on-site role at the National College of Ireland in Dublin.

Qualifications

• Two years of administration experience with a planned, systematic approach.
• High proficiency in word processing, spreadsheets, email, PowerPoint and Excel.
• Excellent written and verbal communication skills.
• Ability to multitask and meet deadlines with high attention to detail.

Responsibilities

• Be a first point of contact for students for examination and results related queries.
• Process student and alumni transcripts, both adhoc and post exam boards.
• Complete education verifications for alumni.
• Process programme, module, and assessment deferral requests.
• Assist in the preparation of broadsheets for exam boards.
• Assist in the examination review process.
• Process repeat student registrations.
• Be a key figure in establishing the Exams Office as a central point of coordination for the end-to-end management and administration of examination papers.
• Assisting in the planning, co-ordination, scheduling and holding of examinations and assessments for the College both online and on campus.
• Assist in the timely production and distribution of Diploma Supplements for all graduates.
• Assist in the maintenance of the examinations section of the website and Zen Desk with information on examination policies and procedures, presentation of results and examination timetables.
• Assist in the External Examiner process for the Examinations Office.
• Assist in the return of examinations related data to the accreditation bodies QQI.
• Oversee minute taking at exam boards and other committees as required.
• Be a key contributor to the team and lead as necessary key initiatives and college projects to the examinations function as defined by the Head of the Examinations Office.

Skills

Administration

Communication

Word processing

Spreadsheets

PowerPoint

Excel

Multitasking

Education

Degree or equivalent

Knowledge of Irish education system

Tools

Zen Desk

Job description

Position

Executive Assistant – Exams Office

Reporting to: Senior Exams and Assessment Specialist

Purpose of Position

To oversee the examination paper process in its entirety across the College and provide comprehensive administrative support for all examination procedures.

Key Relationships

• Director of Student Registry
• Head of Assessment and Examinations
• Senior Examinations and Assessment Officer
• Examinations Team
• Registrar
• Student Services Team
• Graduation Team
• Deans of Schools
• Faculty & Associate Faculty
• Academic Support Staff
• Students

Key Responsibilities

• Be a first point of contact for students for examination and results related queries.
• Process student and alumni transcripts, both adhoc and post exam boards.
• Complete education verifications for alumni.
• Process programme, module, and assessment deferral requests.
• Assist in the preparation of broadsheets for exam boards.
• Assist in the examination review process
• Process repeat student registrations.
• To be a key figure in establishing the Exams Office as a central point of coordination for the end-to-end management and administration of examination papers.
• Assisting in the planning, co-ordination, scheduling and holding of examinations and assessments for the College both online and on campus
• Assist in the timely production and distribution of Diploma Supplements for all graduates.
• Assist in the maintenance of the examinations section of the website and Zen Desk with information on examination policies and procedures, presentation of results and examination timetables.
• Assist in the External Examiner process for the Examinations Office.
• Assist in the return of examinations related data to the accreditation bodies QQI.
• Oversee minute taking at exam boards and other committees as required.
• Be a key contributor to the team and lead as necessary key initiatives and college projects to the examinations function as defined by the Head of the Examinations Office.
• Assist in all aspects of Student Services as required.

Additional Responsibilities as part of the Student Services Team under the direction of the Director of Student Registry

• Cover the Support Hub desk as required.
• 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.
• Due to the nature of this role, there may be some work required outside of core business hours (after 5pm)

Key Attributes

• Degree or equivalent qualification would be desirable.
• Knowledge of the Irish education system at third level would be an advantage.
• High proficiency in word processing, spreadsheets, e-mail, PowerPoint, and excel.
• Excellent communication skills both written and verbal.
• At least two years administration experience that demonstrates a planned, systematic approach to organisation of work.
• Attention to detail, deadline orientated and quality conscious.
• Ability to multitask and manage multiple concurrent deadlines High degree of computer literacy, with an ability to evaluate and appreciate the role of technology in improving efficiency and the delivery of service.
• A self-driven approach with a positive outlook and clear focus on high quality and sustainability.
• Having the ability to analyse complex problems and recommend creative long-term solutions in a fast-paced environment.
• Excellent attention to detail.

Contract

Permanent

Salary

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

Hours

Full time

Annual Leave

24 days pro rata

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. #

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: [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.