Who We Are
IBAT Dublin was established in 2004. We are Ireland's leading enterprise-focused third-level institution and English School in Ireland, located in the heart of Dublin.
We are one of the fastest growing higher education institutions in Ireland. Our student demographics involve a range of international and professional students, and we pride ourselves on providing the best learner experience. At the very heart of our vision is a student-centred learning and teaching methodology which is progressive, forward-thinking, modern and designed to meet our learner’s needs.
A key objective of IBAT Dublin is to ensure students have a positive, useful and engaging experience during their period of study and one of our biggest strengths is our people.
Role Summary
An exciting opportunity has become available for a Registry Assistant to join the team at IBAT Dublin. Reporting to the Registrar and working closely with the Admissions team, the successful candidate will play a key role within the Registrar’s Office, supporting the delivery of its core operational functions, including admissions, student registration, and examinations.
The Registry Assistant will provide day-to-day administrative support across a range of academic processes, including the reconciliation of coursework, processing assessment results, examination timetabling, coordination of invigilation arrangements, and the organisation of Examination Board meetings. The role also involves maintaining accurate student records and contributing to the efficient delivery of registry services. The Registry Assistant will provide customer service support to all enquirers to the Registry department including answering queries from staff and students.
This is an excellent opportunity for an organised and motivated individual seeking to build a rewarding career within the Higher Education sector.
Key Activities and Responsibilities
Responsibilities include, but are not limited to:
Registry Duties
- Support student registration and enrolment processes.
- Maintain accurate student records throughout the student life cycle.
- Prepare student status letters, transcripts and Registry documentation.
- Process programme transfer, withdrawals, deferrals and leave of absence requests.
- Assist with progression and award administration
- Respond to Registry enquiries from students, academic staff and external stakeholders, ensuring a high standard of customer service.
Assessment Duties
- Coordinate the planning and delivery of assessment activities across Higher Education programmes, ensuring key assessment deadlines are met in line with the academic calendar.
- Support the coordination of assessment schedules and liaise with programme teams, lecturers and External Examiners to ensure assessment briefs, marking schemes and supporting documentation are prepared, approved and distributed in accordance with College policies and awarding body requirements.
- Assist in coordinating the assessment lifecycle, including assessment submissions, internal moderation, results processing and the timely release of approved results.
- Support the delivery of examinations by coordinating examination timetables, venue bookings, invigilator schedules and examination materials.
- Communicate assessment and examination information to students, academic staff and invigilators, ensuring all stakeholders receive timely and accurate information.
- Assist in organising Examination Board meetings, including the preparation of agendas, student results, progression reports and supporting documentation, and accurately record approved decisions.
- Process assessment results for Higher Education and Professional Diploma programmes and coordinate the issue of electronic certificates where applicable.
- Maintain accurate assessment and examination records, ensuring compliance with College policies, quality assurance requirements and awarding body regulations.
- Identify opportunities to improve Registry and assessment administration processes, contributing to operational efficiency and an excellent student experience.
Quality Assurance / Quality Enhancement
- Support with assessment and examination processes to ensure they delivered in accordance with the College's Quality Assurance Framework, Quality Assurance Handbook, Assessment Policy, awarding body regulations, and validated programme requirements.
- Assist with developing, implementing, and maintaining standard operating procedures for assessment and examinations, ensuring consistent practice, regulatory compliance, and continuous quality enhancement across all programmes.
- Communicate assessment and examination regulations, policies, and procedures to students, ensuring they understand their responsibilities, academic integrity requirements, submission processes, examination regulations, and appeals or mitigating circumstances procedures.
- Support with monitoring compliance with assessment regulations and quality assurance requirements, identifying risks, recommending improvements, and contributing to the ongoing review and enhancement of assessment policies, procedures, and operational practices.
Graduation / Presentation of Awards
- Support the planning, coordination, and delivery of IBAT's graduation ceremonies.
- Maintain and manage accurate records of award recipients.
- Liaise with awarding and accrediting bodies, including QQI (via QBus) and ATU, to ensure the timely preparation and availability of parchments and QQI Diploma Supplements for presentation at graduation.
- Coordinate and manage invitations and communications for graduates, dignitaries, and staff attending graduation ceremonies.
General
- Deliver a high-quality customer service experience by responding to Registry and Assessment enquiries through the College Helpdesk, ensuring all requests are resolved within agreed service level agreements (SLAs) and key performance indicators (KPIs).
- Administer student registry processes, including the preparation of weekly immigration (GNIB/ISD) notifications and the maintenance of accurate student records in accordance with regulatory requirements.
- Process payments relating to Registry and Assessment services, including examination resit fees and other student administration charges, ensuring accurate financial records are maintained.
- Provide administrative and operational support to the Registry Office, including reception cover as required to ensure continuity of service during peak periods, staff absences, and annual leave.
- Participate in professional development and training to maintain up-to-date knowledge of higher education regulations, assessment practices, quality assurance requirements, and Registry systems.
- Act as a professional representative of the College, maintaining the highest standards of customer service, confidentiality, integrity, and professionalism while supporting students, staff, and external stakeholders.
- Other tasks that may be assigned by your line manager.
Qualifications / Experience / Key Attributes
Qualifications
- A third level qualification (in education is desirable).
Experience (minimum of 2 years)
- Working in the higher education sector (desirably in Ireland).
- Working in an administrative, operational or customer-facing role.
- Familiarity with Moodle (desirable).
Knowledge
- Working knowledge of Higher Education Sector in Ireland
Skills
- Excellent attention to detail.
- Excellent administrative and organisational skills.
- Excellent verbal and written communication skills.
- Ability to work on their own and within a team.
- Proficient in both Microsoft Office and Google Workspace apps.
Additional Information
- ·This is a hybrid role – minimum 3 days per week are expected on campus but this may be more during busy periods of the academic calendar.
- The post holder may be asked to undertake different or additional duties in line with business requirements at the request of management.
- There is an expectation that all employees will maintain the values of the organisation and will comply with the code of conduct as well as equality and diversity, health and safety and safeguarding policies.
- The role holder will be expected to travel between our Wellington Quay and North Frederick Street campus in Dublin.
- There may be an occasional need to undertake business travel between other sites within Ireland, across the UK or internationally.
IBAT College is an equal opportunities employer. We are committed to creating an inclusive and diverse workplace and welcome applications from all suitably qualified candidates.
Pay: €35,000.00-€40,000.00 per year
Benefits:
- Additional leave
- Bike to work scheme
- Company events
- Company pension
- Employee discount
- Flexitime
- Work from home
Experience:
- Higher Education in Ireland: 2 years (preferred)
Work Location: Hybrid remote in Dublin, County Dublin
