Reporting to: Executive Director of GP Training
Base: 15 Hogan Place / Hybrid working
Contract type: Permanent/ Full time
Hours of work: 35 hours per week (Mon to Fri) with occasional weekend and evening work (applications may be considered for less than full time hours)
Closing Date: COB on Monday 24th March 2025
About the Irish College of GPs
The Irish College of GPs is the professional body for general practice in Ireland. The College was founded in 1984 and is the Postgraduate Training Body (PGTB) for general practice accredited by the Irish Medical Council. Our primary aim is to serve the patient and the general practitioner by encouraging and maintaining the highest standards of general practice. We are responsible for postgraduate education, training, and standards in general practice and advise Government and the health services in relation to General Practice.
The Irish College of GPs is an equal opportunities employer. We are committed to ensuring that all job applicants and employees receive equal treatment regardless of gender, civil status, family status, sexual orientation, religion, age, disability, race, membership of the Traveller community, or any other protected characteristic under Irish equality legislation. We are committed to making reasonable accommodations to enable applicants to participate in the job application and interview process. Please email [emailprotected] to discuss any accommodations required.
Job Purpose
This new role will lead, manage and oversee the recruitment and selection process for General Practice (GP) trainees (currently have approx. 1,800 applicants per annum, competing for 350 places). The role is responsible for ensuring a smooth, efficient, and transparent application and admissions process, aligned with regulatory standards. The Admissions Manager will also manage the admissions process for clinical fellowships and the College IMG (International Medical Graduate) Rural Programme. The job holder will have experience in strategic planning, talent acquisition operations and be at ease with collaborating with a range of key stakeholders to attract, select and process the most suitable candidates.
Key Result Areas
1. Recruitment Strategy:
* Develop and implement effective recruitment strategies to attract high-quality applicants to the GP trainee programme.
* Co-ordinate, in conjunction with the Regional Programme Director, the establishment of the required governance and oversight structures for GP Training Recruitment/Admissions.
* Liaise with universities, professional networks, and other institutions to promote the programme and increase visibility.
* Lead communication and media campaign for a career in General Practice.
1. Admissions Management:
* Oversee the end-to-end admissions process, including applications, interviews, and candidate selection.
* Coordinate the development of online test/interview materials, across the three arms of the recruitment assessment:
a. CPST (Clinical Problem-Solving Test)
b. SJT (Situational Judgement Test)
This will involve communications with online providers, uploading and testing material for delivery, and ensuring sufficient technical support systems, before, during and after the assessments.
* Utilise technology, communications and applicant tracking systems to streamline admissions processes across the College.
* Monitor, and if necessary, introduce changes in best practice methods of recruiting and admitting across postgraduate medical training, including keeping up to date on AI developments and the impact this may have on recruitment and selection processes.
2. Placement Management:
* Develop and implement a clinical placement process and system.
3. Financial and Resource Management:
* Manage annual budgets, including planning and review of all areas/activities within admissions processes.
* Manage and provide support to Admissions team ensuring they have the necessary expertise and training to carry out their roles in the admissions process.
4. Stakeholder Engagement:
* Collaborate and communicate with all relevant stakeholders in the recruitment processes and provide them with required information and reports.
* Attend recruitment committee meetings and follow up on actions agreed.
5. Compliance and Quality Assurance:
* Design and implement appropriate quality assurance, quality improvement and quality control processes and policies (in conjunction with the Quality Assurance Committee) to support GP training admissions.
* Ensure the admissions process meets equity, diversity, and inclusion standards.
* Conduct regular audits and evaluations to ensure transparency and fairness in candidate selection.
6. Data Analysis and Reporting:
* Ensure the full and effective utilisation of software applications. This includes the systems in current use (QuercusPlus, RISR and other web-based applications), electronic record keeping and other software applications used/in development. This role will work closely with the College's Data Analyst (and other providers) in this regard.
* In conjunction with the Data Analyst, oversee the tracking and analysis of key metrics related to admissions and recruitment outcomes, monitoring and evaluating feedback from applicants to improve admissions experience.
* Prepare detailed reports for senior management and stakeholders to inform decision-making.
7. Recruitment and Selection for Fellowships:
* Lead the recruitment and selection process for appointments to the College's fellowship programmes such as the CSCST fellowships, IMG Rural fellowships programme and international clinical fellowships.
* Develop and implement selection criteria and processes in conjunction with the relevant department manager.
8. Other duties:
* Deliver training sessions and workshops to the relevant employees to stay updated on best practices and new policies.
* Deliver training for the interviewers involved in the online interview process.
* Any other relevant duties assigned to the role of Admissions Manager.
Person Specification
Qualifications and Experience:
* Bachelor's degree in a relevant field (e.g., education, healthcare administration, or HR) is desirable.
* At least 5 years relevant experience working in large scale admissions, recruitment, or programme management, ideally within healthcare or education sectors.
* Knowledge of healthcare education landscape is desirable but not essential.
* Strong understanding of regulatory and compliance requirements related to medical training programmes.
* Exceptional organisational and project management skills.
* Communication skills: Strong communication and interpersonal skills: Ability to communicate effectively with diverse stakeholders.
* Analytical mindset with the ability to interpret data and make evidence-based decisions.
* Proficiency in applicant tracking systems and other admissions-related software.
* Adaptability: Must enjoy working in a dynamic, fast-paced, multitasking environment.
* Commitment to promoting equity, diversity, and inclusion in all aspects of the role.
Key benefits of working at the Irish College of GPs include:
* An inclusive working environment where wellbeing, diversity and equity are actively promoted. We were recently awarded the Silver accreditation from Irish Centre for Diversity.
* Flexible & hybrid working
* Generous annual leave.
* Learning and development opportunities.
* Access to Employee Assistance Programme including for close family members.
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