Administrative Officer

Overall role and context:

Reporting to the Head of Academic Administration, the appointee will be responsible for the operational management of the University’s Carlow and Wexford examinations and awards function, student record systems, data reporting and analysis and general student services. The duties within the role will change in line with the development of new student focused services across the Academic Affairs team.

The appointee will be required to provide a high level of support to senior staff across Academic Administration in the University, including deputising for Head of Academic Administration as the occasion demands.

Principal duties and responsibilities:

Key responsibilities will include but not limited to the following:

• Manage and co-ordinate all necessary arrangements for the organising and conducting of examinations and the issuing of examination results, including the management of holds on student accounts where applicable.

• Manage and co-ordinate all examination scheduling activities using Exam Scheduler 4.

• Ensure all examination staffing requirements are met during examination periods.

• Co-ordinate all communications to students including examination timetables, external examination locations, review timelines and changes in the University’s examination and awards policies.

• Manage and co-ordinate all communications to faculties including examination timetables, examination processing calendars, review timelines and changes in the University’s examination and awards policies.

• Contribute to the design, development and implementation of the University’s Digitary and examinations information systems, including the design of user interfaces.

• Contribute to the preparation, development and implementation of University awards strategies, policies and procedures.

• Contribute to the preparation, development and implementation of the University’s examinations policies and procedures.

• Ensure that correct examination gradings are applied to all new programmes.

• Manage and oversee all examination breaches brought through the examinations function. Also, ensuring that same are recorded on University records.

• Report regularly on key University data related to student awards, examination and progression.

• Design and promote change programmes which deliver on a more effective service delivery to all stakeholders.

• Manage the relationship with the University’s students’ union and student service environment

• Maintain appropriate student records in conjunction with relevant Heads of School, Heads of Department, MIS and other relevant staff.

• Responsible for the efficient management of the staff and systems within the Exams and Awards area

• Contribute to the development and implementation of the University’s quality assurance and improvement systems as appropriate.

• Manage all vendors applicable to the examinations and awards functions of the University.

• Advise on/promote/organise/participate in, as appropriate, staff development programmes.

• Participate in all committees/groups, both internal and external, on which the appointee is a member or is assigned.

• Contribute to the development and implementation of appropriate management information systems.

• Report and provide information on the services and operation of the administration function as required from time to time.

• Undertake such other duties as may be assigned from time to time by University Authorities.

Relationships: Responsibility for People – Supervision/Management:

• The postholder will have supervisory responsibility for other administrative staff within the Examinations and Awards area.
• A key element of the job will be the oversight of best practice, information and data matters and being proactive in advising, persuading and guiding others to deliver best practice in this work.

Person specification – Qualifications, Knowledge, Experience & Skills:

·        Have the requisite knowledge, skills and competencies to carry out the role. Competencies will be informed by best practice Public Appointment Service competency frameworks for the Irish Public Service;

·        Be capable and competent of fulfilling the role to a high standard;

·        Have obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (higher, ordinary, applied or vocational programmes) or equivalent or have passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as being of a comparable to Leaving Certificate standard or equivalent or higher or have appropriate relevant experience which encompasses equivalent skills and expertise;

·        Have at least two years in a Grade III post, or equivalent, or higher, in the Education and Training Sector.

·        Have successfully completed their probation period, or have successfully completed a probation period at a lower eligible grade.

·        A relevant Honours degree (first or second class)

·        A relevant Level 9 qualification

·        The ability to lead and manage change, including a capacity for inclusive consultation, consensus building and persuasion towards a sustainable and fit-for-purpose data management and compliance culture.

·        Excellent information technology skills.

·        Ability to work collaboratively and supportively with a wide variety of stakeholders, both internal and external.

·        Supervisory management experience and excellent people management skills

·        Leadership ability.

·        Excellent organisational skills with the ability to work to established deadlines and develop prioritisation.

·        High quality planning, communication, time management and interpersonal skills.

·        A pro-active and problem-solving approach with the flexibility to manage multiple tasks and deadlines and develop prioritisation.

·        Excellent oral and written communication skills including the ability to produce high quality written reports.

·        The post also requires that the successful candidate has the ability to deal with highly confidential information in a very discreet manner.

·        Experience in planning and delivering training.

·        IT Skills. Proficiency in Microsoft Suite to include Word, Excel & PowerPoint.

·        IT Skills. Exam Scheduling Experience

Hours of Work:

The appointee will be required to work 35 hours per week together with any such additional hours as may be required for the proper discharge of their duties

Salary:

Grade VII Salary Scale €58,252 - €75,728

Annual Leave:

29 days. Annual Leave will be in accordance with arrangements authorised by the Minister for Further and Higher Education, Research, Innovation and Science from time to time.