Education Administration Officer

Job Description

Duration:

A panel may be formed from which future similar vacancies may be filled; such a panel will remain active for a maximum period of 12 months.

Basic Function:

The Education Administrator will provide strong administrative governance across all aspects of education administration using key management systems such as Quercus, Moodle, Integra. In particular, the appointee will focus on administrative support for apprenticeship programme delivery to include financial, maintaining effective relationships with internal/external stakeholders and reporting.

Background:

Teagasc play a central role in the delivery of education programmes and is substantially involved in both further and higher education provision across a network of colleges and regional education centres. As a Quality and Qualifications Ireland (QQI) registered provider, Teagasc is obliged to maintain robust management systems across the Education Programme area. National education policy advocates the expansion of apprenticeship enrolments and the creation of new apprenticeship pathways. Teagasc are currently delivering four apprenticeship programmes.

Job Objectives

• Support Teagasc in managing the administration of apprenticeship programmes to include validation, monitoring and certification.
• Co-ordinate and implement the Higher Education Authority (HEA) funding model to include budgeting and reporting across all Teagasc apprenticeships.
• Co-ordinate and communicate key dates and notices to relevant internal and external stakeholders.
• Co-ordinate Programme and Examination Board meetings as part of internal governance.
• Co-ordinate the provision of suppliers to include procurement, service delivery and contract management.
• Liaise with relevant personnel on system requirements (Quercus/Moodle) to include course setup through to exporting of results for apprenticeship programmes.
• Maintain a robust database of apprentice employers, to include registration, training, compliance and survey management.
• Co-ordinate the export of results within an agreed timeframe.
• Manage the recording of apprenticeship delivery using time recording software.
• Assist Teagasc with compiling information for Quality and Qualifications Ireland (QQI) and Annual Quality Reports.
• Ensure data resources are up-to-date to generate fit for purpose analytics on apprenticeship programmes. 
• Assist with audit procedures including liaison with the Internal Auditor and C & AG auditors.
• Co-ordinate the management of data (both electronic and paper) in adherence to best data protection practice and legislation (eg GDPR).
• Maintain and update external and internal web content for the apprenticeship programme area.
• Continuously review, adapt and improve apprenticeship systems, processes and procedures using digital technologies where feasible.
• Provide support to the National Education Department in assisting with time bound projects.
• Raise requisitions and manage Purchase Orders in line with Teagasc financial procedures to include adherence to purchasing and procurement legislation.
• Promote, implement and ensure adherence to organisational regulations and initiatives.
• Assist Teagasc in meeting the commitments of the Quality Customer Service Charter and Action Plan through adherence to best practice protocols.
• Actively participate in the annual business planning and risk management processes.
• Maintain responsibility for own performance and development through active participation in the Performance Management Development System (PMDS)
• Fully co-operate with the provisions made for ensuring the health, safety and welfare of oneself, fellow staff and non-Teagasc staff and co-operate with management in enabling Teagasc to comply with legal obligations. This includes full compliance with the responsibilities outlined in the Safety Statement.
• Carry out other duties as may be assigned from time to time.

* This job specification is intended as a guide to the general range of duties and is intended to be neither definitive nor restrictive. It will be reviewed from time to time with the post holder.

Essential

Qualifications

At the time of applying, candidates must have:

• A QQI Level 5 qualification or have passed an examination at the appropriate level within the National Framework of Qualifications (NFQ) which can be assessed as being comparable to Leaving Certificate standard or equivalent, or higher.
• A minimum of 3 years’ proven ability as an effective administrator and a high level of ICT literacy.

Knowledge/Skills

• Knowledge and understanding of Teagasc Education Programme delivery and Generation Apprenticeship.
• Knowledge and understanding of Teagasc organisational structures, policies and procedure.
• Understanding of relationships with stakeholders and government departments.
• Ability to organise and structure management information systems and processes to meet organisation needs.
• Proven track record of successfully dealing with competing priorities and deadlines.
• Strong verbal and written communications in a clear and concise manner.
• Analytical and problem solving skills.
• Computer literate with proficiency in the use of Information Systems and Applications to include MS suite.
• Excellent administration, numeracy, organisational and time management skills

Behavioural Competencies

• Ability to work on own initiative and as part of a team including consulting, collaborating and building relationships with key stakeholders.
• Self-disciplined, organised and methodical with strong attention to detail.
• Good operational decision making capacity.
• Ability to set clear standards and comply with best practice procedures.
• Ability to plan and prioritise work to meet business requirements and deadlines.
• A positive, proactive solutions-focused approach to work.
• Openness to change and new ways of working.
• Flexible with an ability to adapt to changing requirements/priorities.
• Deliver on commitments and strives for high quality or work.
• Good record of achievement in previous work.
• Commitment to teamwork and collaborating with colleagues as per our Teagasc Together ethos.

Other

• Committed to on-going personal and professional development.
• Candidates will satisfy and continue to satisfy legal requirements to drive a car unaccompanied on Irish public roads.
• Proficiency in English is crucial for success in this role.

 Note: The ‘essential’ qualifications, knowledge, skills and behavioural competencies outlined above are ‘must-have’ which will be used in the selection process.

Admin Grade 3 with a Salary Scale of €34,562 to €56,969 per year