Job Description

Examinations Administrator (Maternity Cover)

IR0019 Registry and Exams

Exams Manager

Reports to:

Exams Manager

The Examinations Administrator delivers end-to-end operational support for college examination cycles, coordinating across academic departments, external examiners, and central services to ensure smooth execution and compliance. Managed assessment communications, student records, system testing, results processing, and moderation workflows for timely academic reporting. Provided frontline student and faculty support through invigilation, query resolution, resit coordination, and disability accommodations. Supported quality assurance by investigating academic integrity cases, reviewing exam recordings, and contributing to committee processes alongside broader academic operations.

Key Responsibilities

• Assisting in the preparation and operation of the examinations of the College, the three main sessions of which take place in January, April/May and July/August;

• Liaise with internal departments, including the Registrar’s Office, Faculty, Facilities, Academic Operations, and Finance to coordinate student queries, exam papers, room set-ups, booklets, and other related requirements;

• Communication of examination-related material to students throughout the year;

• Liaising with and day to day operational support to Faculty regarding examination papers;

• Liaising with External Examiners regarding examination papers and results;

• Provide day-to-day operational support to students via phone and Salesforce ticketing (e.g., queries in relation to results and assessment processes, support during exams, etc);

• Assist the Assessment Systems Specialist in any necessary testing of software upgrades and/or new system implementations;

• Assist in the management of student information and updating of student records;

• Assisting in the preparation of results for the Examination Boards;

• Assisting in the preparation of assessment results on the TSM Student Information System prior to release on the student dashboard;

• Invigilation duties for examinations, including evening examinations, responsibility for which is shared by team members on a rota basis;

• Preparation of examination packs post exams for external moderation;

• Process external examiner and invigilator payments and/or expenses;

• Assisting the Registrar’s Office during peak times (e.g. parchment ordering);

• Assisting in graduation ceremonies in conjunction with the wider Academic Operations Team;

• Providing support to the QA Officer in the Registry team in relation to the investigating and handling of cases of academic impropriety (cheating) in relation to assessments, reviewing recorded exam sessions, documenting infractions and attending academic integrity committee meetings;

• Facilitate early exam resits for qualifying postgraduate students, liaising directly with those students.

Culture

• Contribute to a culture of innovation, collaboration, inclusivity, and mutual respect across the team and the College;

• Work proactively and cooperatively with colleagues across departments to achieve shared goals;

• Demonstrate professionalism, approachability, and collegiality in all interactions;

• Communicate openly and constructively, supporting a positive and solutions-focused team environment;

• Uphold the organisation’s values in all internal and external activities;

• Take initiative in personal and professional development, and acknowledge and support the contributions of others.

Job Requirements (Essential Criteria)

• At least 1 - 2 years of experience in an administration role;

• Must be ICT literate;

• High standard of knowledge and competence with Microsoft Office, including Excel;

• Experience of working with management information systems or databases;

• Excellent communication and interpersonal skills;

• Ability to work on own initiative and as part of a team;

• Be able to work accurately and to meet deadlines;

• Be able to work effectively under pressure;

• The ability to multi-task;

• Be able to maintain confidentiality;

• Be able to prioritise and manage workload;

• Be in a position to work flexible hours if required.

Personal Requirements (Desirable Qualities)

• Third level qualification in business administration related fields.

Pay & Benefits

The salary range for this role is between €28-30k.

This job description is a guide to the work the post holders will initially be required to undertake. It may be amended from time to time to meet changing circumstances by mutual agreement. It is expected that the post-holders and their manager will review the job description regularly.

Full time

Fixed Term Contract (Fixed Term)

Pay Frequency:

Dublin, Ireland

Operations

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This job description is a guide to the work the post holder will initially be required to undertake. It may be amended from time to time to meet changing circumstances by mutual agreement. It is expected that the job description will be reviewed regularly by the post-holder and their manager.

DBS is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. If you require any adjustments or additional support within the recruitment process, please contact us directly.