Senior Exams And Assessment Specialist

Purpose of Position:

As part of the larger Student Services Team, the Examinations and Assessment Office plays a key role in supporting the administration of examination logistics, grade processing, academic history record management, and awards at NCI. The office also provides essential assessment-related support and guidance to staff and students.

The objective of this role is to support the Head of Assessment and Examinations by supervising and coordinating the day-to-day operations of the Examinations Office. This includes responsibilities such as exam timetable coordination, external examiner liaison, broadsheet preparation, and the administration of grade records and awards.

Reporting to:

Head of Examinations and Assessment

Key Relationships:

• Head of Assessment and Examinations
• Director of Student Registry Services
• Registrar
• Faculty & Associate Faculty
• External Examiners
• External Validating Bodies
• External Software Providers

Key Responsibilities: 

• Support the Head of Assessment and Examinations and deputise in their absence for day-to-day operational matters.
• Supervise day-to-day activities of Examinations Office team including the provision of relevant training to new and existing team members as required.
• Coordinate the scheduling and logistics of examinations, ensuring processes are carried out securely and in compliance with college and regulatory standards.
• Administer the use of the Exam Scheduler 3 system, ensuring timely generation and accuracy of exam timetables through oversight and verification checks.
• Oversee the successful delivery of accurate and timely operational processes for which the Exams Office are responsible such as exam paper delivery, external examiner process, invigilator process, arrangements for students with alternative exam accommodations, examination review and rechecks, awards etc.
• Work with Head of Assessment and Examinations in managing the processing of results including application of marks and standards for the generation of examination broadsheets in preparation for examination boards. 
• Act as a point of contact for more complex operational queries within the Exams Office and provide guidance to colleagues and stakeholders.
• Manage the Exit Award process, ensuring that all awards are processed in accordance with QQI timelines. Coordinate the preparation and distribution of academic certification documents such as transcripts, diploma supplements, and parchments in line with established procedures.
• Support continuous improvement efforts by identifying opportunities to streamline processes and enhance service delivery.
• Manage day-to-day operations of the Examinations Office Zendesk system, allocating queries and ensuring responses are timely and aligned with service level agreements.
• Provide accurate advice and support to staff and students on assessment regulations, formal examinations, progression, certification, and graduation processes.
• Compile and maintain reports relating to exams and assessments to assist with operational planning and compliance.
• Liaise with QQI to support the accuracy of student and award records, escalating queries as necessary.
• Participate in testing and updates of student information systems related to examinations, assessment, and progression.
• Overseeing the effective administration of both Internal and QQI Examination boards.

Key Attributes: 

• Degree or equivalent qualification would be desirable. 
• A minimum of 3 years relevant professional experience
• Experience of having worked in an academic department in a third level setting.
• In depth knowledge of the concepts underpinning Marks and Standards for Academic Programmes.
• Experience in leading teams to undertake complex, high-level organisation and administrative task with emphasis on successful, timely delivery of agreed results.
• Excellent oral and written communication skills including report writing and presentation skills. 
• Professional and efficient with an innate sense of discretion and confidentiality
• Ability to think strategically, work independently and demonstrate good judgement. 
• Adept at multi-tasking, evaluating timelines, interpersonal skills and strong decision and problem-solving skills 

Contract:

Permanent

Salary: 

€41,412 - €63,363 (Senior Specialist/Supervisor 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 1094 to: recruitment-cdolan@ncirl.ie by 5:00 pm, 14th May 2025.

Note: The functions and responsibilities assigned to Senior Exams and Assessment Specialist 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. #LI-DNI

Candidates should note that they may be required to submit documentary evidence in support of any particulars given by them in their application for the post.

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.