Job Title: Operations Assistant
Reporting To: Director of the Graduate Entry Medicine or nominee, Dean of Undergraduate Studies, Connolly Hospital or nominee
Location: RCSI Connolly Hospital
School (or department): Graduate Entry Medicine (GEM)
Contract type/duration: Full-time Permanent
RCSI is a community of academic, research, clinical and professional staff working collaboratively to lead the world to better health. Here, you will thrive in an innovative and inclusive atmosphere and your personal development and wellbeing will be supported. We invite you to join us to help deliver on our exciting mission “To educate, nurture and discover for the benefit of human health”. We seek candidates whose experience to date has prepared them to contribute to our commitment to the “Race Equality Action Plan 2021-2024” at RCSI. Our students come from all walks of life and so do we. We hire great people from a wide variety of backgrounds. This makes our university stronger and ensures we hire the best talent.
About the post:
This is an excellent opportunity for an ambitious individual to join a team in a fast-paced, dynamic organisation. The objective of this post is to proactively provide a high-quality administrative support service to the Director of Graduate Entry Medicine (GEM), the Dean of Undergraduate Studies and GEM Faculty Staff and Students.
Job Responsibilities
* Providing administrative support to the Director and Deputy Directors of the Graduate Entry Medicine and Dean of Undergraduate Studies in the performance of their academic activities.
* Supporting the information technology (IT) needs of the department and students to ensure a seamless delivery of the RCSI teaching programmes.
* Liaising with other departments at Connolly Hospital and RCSI.
* Scheduling, attending, and keeping records and minutes of meetings as required.
* Responsibility for maintaining student attendance records.
* Support room bookings within the RCSI ERC Connolly building.
* Creating and maintaining filing systems.
* Maintaining the GEM student database.
* Provide administrative support to staff and students that enables the successful delivery of all forms of examinations.
* Supporting the coordination of clinical exams for GEM and undergraduate programmes – examiners, facilities, catering etc.
* Ensuring the effective delivery of written exams for GEM by supporting the coordination and preparation of assessments in RISR Assess.
* Coordinating the delivery of the GEM programme in Connolly, expediting the uploading of presentations on Moodle, lecture set-up, and recording.
* Support the timetabling and scheduling of teaching at Connolly Hospital.
* Assist in the planning and coordination of GEM placements.
* Preparing such reports and other services related to the position as required from time to time.
* Liaising with Student Academic and Regulatory Affairs (SARA) to co-ordinate and organise invigilators, equipment, and rooms for exams to meet curriculum requirements.
* Monitor and ensure student queries are handled accurately and in a timely manner, agreed service levels are adhered to and areas for improvement are identified.
* Developing strong working relationships with students and internal stakeholders.
* Process expense requests in a timely manner.
* Being flexible and responsive to the needs of staff and students.
* Complying with statutory legislation and department rules and requirements in furtherance of your own and general staff welfare and safety.
* Undergoing programmes of training and development as may be required from time to time.
* Always representing the best interests of RCSI and Connolly Hospital.
* Performing other duties as may be required.
Knowledge & Experience – (Essential):
* The successful candidate will ideally possess and demonstrate the following:
* Strong organisational and administrative skills.
* Strong attention to detail and accuracy skills.
* Strong IT skills and ability to rapidly upskill on IT systems.
* Proficiency in computer skills including MS365 Co-Pilot, and database management skills, in particular strong excel skills.
* Previous experience using RISR Assess, Kaizen, Moodle and InPlace would be a distinct advantage.
* The ability to focus on and produce results and prioritise objectives.
* Excellent written and spoken English.
* Strong interpersonal and influencing skills.
* The capacity to make decisions and meet deadlines.
* The ability to work on one’s own initiative as well as in a team environment.
* Willingness to work flexibly.
* Experience and a proven track record in a similar role would be an advantage.
Desirable Skills
* Experience either in a third level education setting or within the field of healthcare.
* Experience using Akari, Momentus, and Agresso would be an advantage.
Employee Benefits
RCSI make sure you have the resources you need to thrive by offering a wide range of benefits in areas including time away, finance, community, health, and well-being and insuring your financial future. Below are some additional benefits available to you as an RCSI employee:
* Minimum of 20 days annual leave, plus an additional 6.5 Privilege days
* Flexible/hybrid working options for colleagues across many roles
* Additional leave options incl. paid maternity leave, paternity/parental leave, study leave
* 7% Employer pension contribution
* Onsite gym €10 per/mth incl. classes and PT sessions
* Childcare support 20% discount at Giraffe
* Free eye test and annual flu vaccination
* TaxSaver commuter tickets and Bike to Work schemes
* A site sustainability team focusing on the environmental initiatives; Green Campus Initiative
* Competitively priced café and restaurant
* Equality, Diversity & Inclusion forums, and network groups
* Employee assistance programme with Spectrum Life
* Learning and Development training programmes incl. LinkedIn Learning for career progression
* Discounted services incl. GP visits, 10% off dental, staff parking, mobile tariffs, Group Scheme discount on numerous brands
* Sports and social club incl. yoga, Pilates, fitness classes, Zumba, running club, social evenings, Summer BBQ
* Ticket Draws for events including; Rugby, Taste of Dublin, Dublin Horse Show, theatre, music & comedy events
Application Process
Please apply online with your CV and Cover Letter.
Informal enquiries can be directed to Ms. Helen Rennick helenrennick@rcsi.ie
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