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Administrator - Exam Office
Position Duration: 6 months

 

Administrator - Exam Office (Full-Time role, 6-month Fixed-Term Contract)

Main Duties & Responsibilities:

The post will include, but will not be limited to, some or all of the following duties:

 

Registration

Help coordinate first-year Undergraduate student registration (face-to-face);

Coordinate registration of all new Postgraduate students;

Liaise with NUI Galway Registration Department with regards to St Angela's student's registration status;

Notify NUI Galway with regards to progressing/failing/exiting students; Produce ID Cards and replacement ID Cards.

 

Examinations

Schedule all examination timetables/liaise with departments with regards to  marks and format of examinations;

Schedule invigilators for examinations; Co -ordinate marks and standards from each programme and advise on layout content;

Liaise with the Disability Office with regards to Special Accommodation needed for each exam session;

Prepare Broadsheets for Departments to populate with results;

Liaise with the School of Arts, Science and Medicine with regards to exam boards, policies and procedures and communicate to Registrar and/or Head of Department;

Liaise with representatives of each Department with regards to populating results;

Provide support advice on broadsheet content, marks and standards; Produce Academic Records (transcript requests);

Administer Examination Appeals and Re-Checks;

Repeat Exam Fees – Communicate to students that they owe fees and follow up when results are due;

Attend Nursing, Health Sciences and Disability Studies Department internal examination boards and advice on simplification marks and standards;

Present results by teleconference at all examination boards and act on advice given by the Dean of each School; Administer AKARI (Curriculum Management Software);

Check and process results (online and transcripts); Update SRS with regards to students who are failing/graduating/progressing;

Deal with Marks and Standards and Curriculum queries from each department – Liaise with NUI Galway when necessary;

Deal with any examination security breaches and attend Examination Security Committee meeting, taking minutes and advise students of the outcome.

 

Other duties

Update SUSI on status of students in receipt of a SUSI grant;     

Update local authorities on status of students in receipt of a SUSI grant;      

Provide letters for students to confirm specific details regarding their course programme;    

Assist in coordination of all aspects of Graduation Ceremony (printed materials, signage, seating assignments, procession);

Update SRS so that an accurate picture of graduates etc. can be sent to NUI Dublin for graduation;     

Assist with check/prepare all graduate data for NUI Dublin for production of parchments;     

Updating database/reset of passwords/SRS account queries;  

Other such duties as may be assigned from time to time by the College Registrar.

 

Person Specification:

The successful candidate will possess some or all of the following qualifications, knowledge, skills, and attributes:

Relevant third level qualification;

Previous experience of using examination software systems;

Previous experience of working in an examination office environment;

Excellent Microsoft Office experience essential (including Outlook, Excel, Word and Access, Notepad ++, XML) and analytical skills in the management of data (ECDL qualification preferred);

Understanding of data management and student record systems;

High level of commitment and a flexible approach to work;

An innovative approach to the development of good work practices;

An ability to handle multiple tasks and to work to strict deadlines;

Discretion in handling confidential information;

Enthusiastic with excellent organisational and attention to detail skills;

Excellent interpersonal, spoken and written communication skills;

Ability to work on own initiative, and as part of a team;

Highly professional, presentable and personable.

  

Salary:

The salary scale corresponding to the post is €25,015 - €38,723 per annum.

 

Working Hours:

Full Time, Monday to Friday, 37 hours per week

 

Location:

The post will be based at St. Angela's College, Lough Gill, Sligo and some assignments may require attendance at other sites.

 

Application Procedures

Interested applicants should email a letter of application together with a Curriculum Vitae to:hroffice@stangelas.nuigalway.ie, or post to HR Department, St. Angela’s College, Lough Gill, Sligo.

Candidates will be short-listed on the basis of information supplied.

Canvassing will disqualify.

St. Angela's College regrets that it cannot refund any expenses incurred by candidates attending for interview.

The successful candidate will be required to undergo the National Vetting Bureau Application process prior to commencing employment.

 

 

St. Angela’s College, Sligo is an equal opportunities employer