Examinations Officer

Faculty/Unit Academic Registry / Academic & Student Affairs

Post Title & Subject Area Examinations Officer

Post Duration 2 years (until Dec 2028)

Grade Grade V (0.5FTE)

Reports to Student Records and Data Officer

Position Summary

The National College of Art and Design, Dublin is Ireland’s leading provider of art and design education. NCAD is based on Thomas Street in Dublin’s city centre and has a community of 1,500 undergraduate, postgraduate and part-time students engaged in a wide range of study and research across the disciplines of Design, Education, Fine Art and Visual Culture. NCAD has been the most significant provider of art and design education in Ireland for over 250 years and is a Recognised College of University College Dublin.

Academic Registry providesa range of services to students, academic staff and senior management. It is a very busy environment with a team of ten staff working across the areas of Student Recruitment, Admissions, Student Records, Registrations, Fees & Grants, Erasmus, Examinations, Transcripts and Conferring’s. The Student Information Desk and college reception desk is located in the area serving as the first point of contact for prospective students and the general public.

The area also supports the Head of Academic Affairs in the academic development, management and administration of the College.

Purpose of the Role – Examinations Officer

The Examinations Officer is (0.5 FTE) specified purpose role, the post holder will share equally (with the existing Examinations Officer), all responsibilities of the Examinations Office.

Grade V salary scale: €52,763 - €63,107 pro rata €26,381.50-€31,553,50 per annum

Principal Duties and Responsibilities

· The Examinations Officer will have responsibility for the day-to-day management of the NCAD Examinations Office and all related processes to include:

· Planning and co-ordination of Exam Boards

· Creation, maintenance and distribution of student academic record spreadsheets for the recording of results

· Liaising with academic and administration colleagues to ensure results are submitted accurately and on time

· Reviewing and updating spreadsheets to ensure accuracy of information for Pre-Exam Board and Exam Board meetings

· Attending and presenting examination data at Exam Board, Pre-Exam Board and other Examination process related meetings

· Maintaining and updating supporting documentation related to the Exam Board process

· Communication of Exam Board related information to staff and students and responding to related queries

· Entry and publication of exam results on the Student Record System (SRS)

· Supporting the Head of Academic Affairs in relation to Examination Appeals

· Reviewing and updating Examination Regulations for annual publication

· Oversight of requests for Academic Transcripts and Academic Verification Requests

· Preparation and issuing of student information to relevant internal and external stakeholders ahead of Conferring Ceremonies

· Annual rollover of continuing students on the SRS ahead of Registration

· Supervision and processing of Course Transfer, Time Out and Withdrawal requests

· Assisting the Student Records and Data Officer, as required with:

· Preparation for and supervision of student registration process

· Maintenance of the SRS

· Review and development of procedures related to the area

· Preparation of reports related to the area for academic colleagues and senior management

· Day to day supervision of the area

· Any other duties within scope of the role, assigned by the Student Records and Data Officer, Head of Department or Senior College Management

Selection Criteria

Person Requirements

The role-holder will require the following knowledge, skills and attributes for successful performance in the role. Applications will be assessed on the basis of how well candidates satisfy these criteria.

Essential Criteria

Knowledge and Experience:

● NFQ Level 8 qualification or higher

● 5 years’ experience with a minimum of 2 years’ experience in a similar role in a Third Level institution or similar setting.

● Strong knowledge and experience with MS Excel (working efficiently and accurately with large volumes of data - creating spreadsheets, formulas, pivot tables etc)

● Experience working in a regulated environment

● Proven experience in stakeholder and relationship management

● Experience in problem solving and decision making

Skills:

● Excellent attention detail and analytical ability

● Excellent project management, time management and organisational skills

● Strong experience with Microsoft Office suite of programmes, in particular excellent MS Excel skills including the ability to create and accurately maintain spreadsheets, formulas, tables

● Ability to clearly present data to senior management

● Results driven with ability to work with a high level of accuracy in a fast-paced environment

● An understanding of the importance and implications deadlines and the maintenance of accurate records in regulated environment

● Strong verbal and written communication skills

● Aptitude for learning and understanding new systems and processes

● Team player with student-oriented approach to work

● Ability to lead by example and take on a leadership role within the team and/or on projects when required

● Flexibility in responding to the requirements of the post and ability to adapt to a changing environment

Desirable Criteria:

● Experience working in a third level Student Records or Examinations Office

● Experience using a Student Records Systems

● Experience leading a team in projects or operations

● Excel Certification

● Project management qualification

Qualifications:

● NFQ Level 8 qualification or higher

Closing Date:26th of October 2026