Academic & Quality Programme Administrator – Full Time, Permanent
Please note: This position does not offer sponsorship for overseas applicants and requires a valid Employment Permit. Applicants without the relevant experience will not be considered.
Role Overview
As an Academic & Quality Programme Administrator with Portobello Institute, the purpose of this role is to provide high-quality academic and administrative support across programme delivery, student administration, and academic quality processes. The role supports the smooth coordination of modules, assessments, student records, quality assurance activity, and academic governance processes, ensuring work is completed accurately, on time, and in line with institutional and awarding body requirements.
You will work as part of the Academic Services team, contributing to Portobello’s mission to make education accessible, relevant, and student-centred. This role requires ownership, organisation, attention to detail, clear communication, collaboration, initiative, sound judgement and a commitment to acting with integrity and professionalism at all times.
Key Responsibilities
The key responsibilities of this role include:
- Coordinate timetables, assessments, workshops, exam scheduling, module setup, and student communications with Programme Leads and the Academic Administration team.
- Maintain accurate student, module, and programme records across internal systems and partner university requirements, including registrations, progression, transfers, deferrals, repeats, and re-registration.
- Support assessment administration, including submission point setup, exam scheduling, mark collation, marking deadline tracking, moderation samples, board papers, results processing, and release of approved results.
- Respond to student, tutor, and staff queries in a timely, professional, and student-centred manner, including support for inductions, engagement checks, system access queries, and escalation of concerns.
- Support academic quality assurance and governance processes, including programme review, annual monitoring, validation, accreditation, audit preparation, academic meetings, action logs, and central documentation.
Additional responsibilities may include:
- Collaborating with internal teams and stakeholders as required
- Maintaining accurate records, data, and documentation in line with internal and external standards
- Contributing to continuous improvement and effective ways of working
- Demonstrating behaviours aligned with Portobello’s values in all interactions
The Person
We are looking for someone who:
- Brings strong organisational and time-management skills, high attention to detail, and the ability to manage multiple priorities accurately and efficiently.
- Is proactive, professional, approachable, and comfortable taking ownership while using sound judgement and initiative.
- Communicates clearly and works collaboratively with students, tutors, academic colleagues, partner universities, and internal teams.
- Demonstrates integrity, inclusiveness, professionalism, and a commitment to student-centred service, academic standards, and continuous improvement.
You enjoy working in a busy academic administration environment, supporting students and colleagues, keeping accurate records, improving processes, and helping programmes run smoothly, and are comfortable taking responsibility for your own work while contributing positively to a wider team.
A dual-minded approach: You are passionate and driven. You enjoy being part of a team and can work independently. You genuinely like people and are good at understanding and communicating. You appreciate the value of building relationships and recognise the importance of everyone’s role in an organisation.
Essential Experience & Qualifications
- Minimum 2 years’ administrative experience, preferably within the higher education sector.
- Experience working with students or academic departments.
- Comfortable using MS Office, virtual learning environments such as Moodle, and CRM or student management systems, with strong accuracy in records, data, and documentation.
Desirable
- Experience working with partner universities, awarding bodies, external examiners, assessment boards, programme review, or other academic governance activity.
- Familiarity with supporting progression, retention, or student engagement monitoring processes.
About Portobello Institute
Portobello Institute is committed to making education accessible to a wide student body. We are a small Institute with big ambitions and a strong student-centred focus. Our size allows us to nurture the one in everyone – we know the name and ambitions of each of our students and each of our team members.
Our culture is collaborative, agile, and supportive, suited to high-performing people who want to grow and develop their careers. We take pride in doing the right thing every time and in working together to deliver meaningful
Equal Opportunities
Portobello Institute is an equal opportunities employer. We welcome applications from all suitably qualified candidates and are committed to creating an inclusive, values driven and respectful workplace.
Pay: Up to €33,000.00 per year
Benefits:
- Bike to work scheme
- Company events
Application question(s):
- When are you available to start?
- Please briefly describe your experience supporting Higher Education academic administration, student records, assessments, or quality processes.
- What systems have you used for student administration, virtual learning, CRM, assessment, or reporting?
Work Location: In person
