Learner Services Officer (Fixed-Term)

Job Title: Learner Services Officer

Reporting to: Head of Academic Administration
Location: Griffith College Dublin

Job Type: Full-Time / Fixed-Term (1 year fixed-term subject to probation)

Job Summary:

The role involves providing comprehensive administrative support across key academic functions including Admissions Registration Examinations Graduation and Academic Student Records. Responsibilities include processing applications managing student records with accuracy and confidentiality coordinating examination logistics and documentation and supporting graduation planning and execution. The position also requires regular liaison with internal teams such as Programme Management Marketing Registration and Academic Faculties as well as external stakeholders. Strong organisational skills attention to detail and the ability to manage multiple processes in line with academic schedules are essential.

Job Responsibilities:

Assisting Admissions

• Processing applications for each intake
• Liaising with Programme Management Officer regarding intakes
• Dealing with day-to-day queries from Marketing Officers
• Liaising with Registration Officer in relation to opening of OLR

Assisting Registration

• Maintaining the accuracy integrity and security of student records
• Management of online registration schedules in line with academic calendar
• Dealing with day-to-day registration queries
• Managing the process of changing learner records both personal and academic

Assisting Examinations

Submission of Examinations Papers

• Requesting examination papers from lecturers in a timely manner
• Ensuring lecturers have access to the necessary Information and documentation
• Contacting lecturers regarding late submission of examinations papers
• Formatting and proofing examination papers in uniformed manner
• Ensuring External Examiners receive papers in a timely manner
• Ensuring feedback is received from External Examiners

Examinations Sittings

• Preparation and circulation of examinations timetables
• Liaising with invigilators regarding availability
• Sending details of role/responsibilities to new invigilators
• Booking examinations venues through the college room booking system
• Preparation of examinations venues
• Production of seating plans/examinations attendance sheets
• Copying examinations papers
• Carrying out QA checking procedures in relation to return of scripts of by Invigilator
• Carrying out QA checking procedures in relation to handover of examinations scripts to programme administrators

Examinations Board Meetings

• Production and copying examinations broadsheets
• Preparing conferment lists

Assisting Graduation

Preparation prior to the ceremonies

• Checking of parchments
• Production of statistical data of graduation ceremonies in order to calculate the configuration of future ceremonies.
• Production of graduation ceremony schedules
• Sending graduation invitations to graduands.
• Liaising with faculties regarding prize winners
• Preparation of graduation booklet
• Liaising with external suppliers in relation to material required for graduation ceremonies
• Production of Diploma Supplements

• At Graduation
• Work closely with the graduation officer in ensuring that each ceremony is appropriately staffed
• Work closely with the events team to assist in any queries including health and safety lost property and supplier issues

• Assisting Academic Student Records
• Processing requests for academic records
• Processing and maintaining records in relation to collection / posting of parchments to graduates after graduation.

About Griffith College

Established in 1974 Griffith College is Irelands largest independent third level institution with locations in Dublin Cork and Limerick. The main campus is situated on seven acres within a mile of St. Stephens Green on Dublins South Circular Road. Griffith College enjoys national and a growing international reputation for student success. The College has gained an enviable award winning reputation for providing students with first class lectures and excellent study material. Griffith College offers internationally recognised postgraduate and undergraduate degree programmes complimented by a wide range of professional short term and corporate training educational solutions - in Griffith college there is something for everyone. Today there are over 7000 students studying in the College which is a designated educational institute of the Quality and Qualifications Ireland (QQI). Click the link for more information. Vision

To be recognised among the leading innovative and socially enterprising of Irelands universities

Why work for Griffith College

• Competitive salary package.
• Access to health cash plan for self and family through salary sacrifice
• Bike to work scheme.
• Opportunity for continued training development and support.
• Free parking facilities. *
• Onsite subsidised restaurant. *
• Stunning historical premises.
• Vibrant multidisciplinary and multicultural learning environment.
• Innovative and agile place to work.
• Welcoming environment committed to learner and staff development.
• *Dublin campus on South Circular Road.