The QIE office is the source of up-to-date information and records on all QQI-validated programmes offered by NCI. The QIE office provides support to academic and other NCI professional administration/services colleagues across a wide range of Quality Assurance, Enhancement and Institutional Effectiveness policies, procedures and processes and systems, and also manages certain NCI committees and groups with responsibilities relating to programme development, approval, monitoring and evaluation.
The Administrative Coordinator will provide high-quality office management: a consistent and reliable administrative and organisational support service across all activities of the QIE office, including financial transactions (invoices/expenses) that are routinely incurred by external colleagues and third parties as part of the range of QIE activities. The Coordinator will play a key administrative liaison role with the Awarding Body, QQI and Professional or Regulatory bodies, where relevant.
The Administrative Coordinator will support the QIE Director and team to organise QIE-related activities, including the organisation of onsite and online events, and document management support for academic programme validation and revalidation panels and institutional review Panels. The Coordinator is responsible for data input and monitoring in relation to the College’s curriculum-management system will also support the implementation of surveys and other Quality-related tools and processes.
Reporting to:
Director of Quality and Institutional Effectiveness
Key Relationships:
- Director of Quality and Institutional Effectiveness (DQIE) and the QIE Team
- NCI Registrar
- Programme Directors in NCI’s academic Schools and Centre(s)
- NCI Academic Operations Team and NCI Registry units
- NCI Finance Team
- QQI
Key Responsibilities:
- Support the QIE Director and team to
work at their best on a day-to-day basis, through the successful completion of
administrative duties within QIE and in partnership with other NCI units.
- Office
management activities including,
inter alia, purchasing, paying
invoices, organising and coordinating the delivery of events, workshops and
other meetings and drafting minutes/records of committee/meetings.
- Support
the operation of internal and external student and other stakeholder survey
activities and the analysis and reporting of results.
- In support of NCI colleagues,
maintain an internal database (currently using MS 365 Sharepoint) that is the
source of truth for all QQI-validated NCI programmes and modules.
- Maintain
accurate data on NCI academic modules and programmes in internal NCI
curriculum, course marketing and student record systems; identify and resolve
errors and inconsistencies in published NCI module and programme information.
- Upload
and ensure the accuracy of validated NCI programme details in QQI’s Q-Hub
platform.
- Support
the Director to update the external-facing website and internal information-sharing
platforms, particularly for NCI staff to access and use Quality-related
policies, procedures and forms.
Key Requirements:
- At least two
years of experience working in a fast-paced office administration environment,
as part of a team, preferably in a Higher Education Institution (HEI)
- At least two
years of experience, with demonstrable responsibility, for the accuracy of
databases and other online information-systems;
- Demonstrable experience
of task-management, following policies and procedures closely;
- Demonstrable
experience working to tight deadlines, prioritising tasks and dealing with
issues arising;
- Demonstrable organisational
and team-work skills;
- Demonstrable experience
drafting committee/group meeting minutes and drafting Guidelines and other formal
documents for Manager/Director’s review;
- Proficiency in
the use of MS Office products, including MS Excel. Wider proficiency in MS 365 suite
of services would be welcomed.
Contract:
Permanent
Salary:
Admin salary band €31,059 – €43,485
Annual Leave:
24 Days per annum pro rata
Hours:
Full time
Application Process:
To apply, please email:
i) your covering letter outlining your experience for success in the role, and
ii) your CV, in PDF format
Please note that NCI will not consider applications that are submitted without both documents outlined in i) and ii).
Please quote the reference number 1010 and job title and send your application to: recruitment@ncirl.ie by 5pm 1st March
Note: The functions and responsibilities assigned to the Administrative Coordinator may alter in line with operational and strategic plans and priorities of NCI and the Quality and Institutional Effectiveness Unit which is part of the Office of the Registrar.
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.