Programme Co-ordinator
4 weeks ago
Purpose of Position:
At NCI, we offer unique opportunities for our team of academic operations team members who play a pivotal role within the college. The Programme Co-ordinator will be appointed on a purpose contract and will work within a team to ensure transparency, efficiency, and consistency in the NCI student, faculty, and staff experiences. This role involves coordinating programmes across the schools, providing high-level administrative support, and responding promptly and accurately to student enquiries.
The role will be located in our newly formed Support Hub where you will work alongside key departments such as Admissions, Exams, Student Support and Careers where collectively our aim is to significantly impact on the delivery of seamless services and support for the entire college community.
Reporting to:
Academic Operations Manager
Key Relationships:
- Director of Student Registry
- Academic Operations Managers
- Deans of Schools
- Vice-Deans of Schools
- Programme Co-ordinators
- Programme Directors
- Faculty staff
- Associate Faculty staff
- Class representatives
- Students
- Other departmental stakeholders
- Team Leads
Programme Coordination & Support:
- Respond efficiently and effectively to enquiries from students, class representatives, and faculty on a wide range of issues. Enquiries can be face to face, incoming team calls etc
- Provide comprehensive coordination support for programmes in the schools
- Offer high-quality service to students, ensuring their needs and enquiries are addressed professionally
- Maintain effective communication with internal units such as Student Services, Registrar's Office, Fees, and Examinations
- Provide faculty with important details regarding timetables, course materials, student numbers, and the location of lectures
- Assist Programme Directors with examination results and broadsheets
- Maintain and distribute all Programme materials as required
- Assist with the promotion of programmes to target audiences through various communication channels
- Provide administrative support to assigned Programme and School Committees
- Monitor and support the planned assessment schedules and deadlines for faculty and students
- Provide orientation and registration assistance to students
- Record and follow up on extenuating circumstances and extension requests for assessment purposes
- Ensure adherence to College Policies and procedures outlined in the QA Handbook related to programme management and delivery
- Attend class groups regularly and act as a point of contact for student concerns
- Be proactive in identifying and raising any emerging issues to the appropriate levels
- Respond to and address student complaints in a timely manner
- Verify the availability of resources such as library materials and IT facilities
- Assist with timetabling processes for assigned programmes and other areas as required
- Support assessment processes within the school and assist in the receipt and recording of student assessments
- Provide administrative support for formal student feedback mechanisms, including Class Rep meetings and student surveys
- Provide cover for the Support Hub reception as necessary
- Assist in an evening rota providing student and faculty support as necessary
- Provide administrative support as assigned by the Academic Operations Manager, Team Leads, Vice-Deans, or Dean
- Assist in the coordination of various assessments and school-related activities
Qualifications:
- A degree or equivalent qualification is desirable
- Knowledge of the Irish third-level education system is advantageous
- At least two years of relevant administrative experience, demonstrating a systematic and organised approach to work
- High proficiency in document editing, email, PowerPoint and Excel
- Strong written and verbal communication skills
- Good interpersonal skills with a focus on customer service
- Attention to detail, deadline-oriented, and quality-conscious
- Database experience is an advantage
- Flexible and adaptable approach to work
- Excellent writing skills for drafting letters, minutes, presentations, etc.
Two Posts
Permanent & 12 Month Fixed Term Contract
Salary:
€31,059 - €43,485 (Administrator Salary Band)
Annual Leave:
24 days per annum pro rata
Hours:
Full time
Application Process:
To apply, please e-mail your cover letter and CV both in PDF format ONLY, quoting reference number: NCI 1093 to: recruitment-cdolan@ncirl.ie by 5:00 pm, 28th April 2025.
Note: The functions and responsibilities assigned to a Programme Coordinator member 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 College.
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. #
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.
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