School Administrator

Post Title & Subject Area: School Administrator, School of Visual Culture

Grade: Grade V

Post Duration: Full-time, Permanent

Reports to: Head of School of Visual Culture

Salary: Grade V Salary Scale €48,090 - €57,571*

*Candidates should note that as per Department of Finance guidelines, entry will be at the minimum point of the scale and the rate of remuneration will not be subject to negotiation and may be adjusted from time to time in line with Government pay policy. Different terms and conditions may apply if you are a currently serving civil or public servant.

Annual Leave: Annual Leave will be 25 working days. This leave is exclusive of public holidays.

Hours of Attendance: Working hours will be 35 hours per week - net of rest breaks.

Location: This position is based at NCAD, 100 Thomas Street, Dublin 8

NCAD seeks to appoint a permanent, full-time administrator the School of Visual Culture.

The position of School Administrator requires the role holder to be able to work independently, to prioritise their work and meet deadlines. Given the nature of the role, and the support it provides across the College, the role holder will be required to exercise good judgement, discretion and maintain confidentiality. Experience of working in the public service or the education sector would be beneficial.

The school of Visual Culture at NCAD is home to the BA in Visual Culture, MAs in Design History and Material Culture and in Art and the Contemporary World, and a number of research students undertaking MRes and PhD studies. We also offer Critical Cultures classes in art and design history, philosophy and criticism to all the studio-based students in the Schools of Fine Art, Education and Design and the First Year Department. The school team is made up of c. 20 part time and full academics.

We may form a panel from this process.

PRINCIPAL DUTIES AND RESPONSIBILITIES

The role holder will undertake the administrative duties required for the successful operation of the School. The role requires the flexibility to work with and across organisational structures at NCAD as our administrative processes are reviewed and refined.

● Timetabling classes and making room bookings, scheduling of meetings and undertaking other academic planning activities;

● Circulating & distributing school calendar and maintain up to date communications about school policy for staff (full-time and part-time)

● Keeping minutes of meetings;

● Preparing and maintaining accurate and up-do-date records concerning student progression and examination;

● Maintaining accurate and up-to-date records for the School including the preparation the purchase orders, as well as the processing expenses claims / invoices. The role holder will also purchase stationary, materials and other requisites; and book travel and accommodation for staff, external examiners and others.

● Process and support part-time academic staff and guest lecturers in the preparation of timesheets (i.e. pay claims for hourly and short term work);

● Providing administrative support to academic staff concerning the preparation and sharing of learning materials required by students, including on-line learning content and student handbooks, as well as assessment feedback;

● Liaison with other Schools / Departments and other NCAD functions to ensure the effective operations of the School;

● Supporting the line manager in communicating and establishing with and engaging external stakeholders;

● Acting as a key point of communication for the School, responding to student and public queries;

● Any other appropriate duties as may be assigned by the Appropriate Officer from time to time

Selection Criteria

Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post. Applications will be assessed on the basis of how well candidates satisfy these criteria.

Mandatory:

● Academic qualification (NFQ Level 6 or higher) and a minimum of 3 years’ experience in an equivalent role. If unqualified, a minimum of 5 year’s relevant experience will suffice.

● Have excellent communication skills, both written and verbal

● Have excellent interpersonal skills, with proven experience of building relationships with external and internal stakeholders

● Strong administration skills and experience

● Experience of keeping financial records

● Have the ability to exercise good judgement and discretion; maintain confidentiality

● Have excellent IT skills including experience of using Excel, VLE & LMS

● Have proven ability to work on your own initiative

● Demonstrate the ability to prioritise and work to deadlines

● Enjoy working in a creative environment, collaborating across teams and effectively responding to tasks and requests

● Be eligible to work in the Republic of Ireland