Administrative Officer

The Purpose of the Role To assist in the management of the postgraduate programmes in the School from recruitment todegree award, through module enrolment and providing full support to the relevant academic staff to ensure the smooth running of the postgraduate programmes on a day to day basis.

Context The School of Pharmacy and Pharmaceutical Sciences wishes to recruit an Administrative Officer who will provide a comprehensive support service to the School's postgraduate courses and activities. This will include liaising with students on online courses, and also with those based on Campus. Infrequent travel within Ireland may also be required. As the School's postgraduate courses are very much linked to the needs of professionals there will be significant project management and relationship building required with external stakeholders. The successful candidate will report directly to the School Manager and will be based in the School Offices, working in conjunction with existing staff. Although the role-holder will work as part of a welcoming and very busy professional administration team, they will have responsibility for delivery of certain parts of the operation within the School. The School of Pharmacy and Pharmaceutical Sciences offers three standalone PGT programmes and a number of short courses/ CPD modules and have a number of additional PGT programmes and courses in development. This post is offered as a one year specific purpose contract tied to the approved leave of the original postholder.

Main Responsibilities Standard Duties and Responsibilities of the Post • Administrator for the School's postgraduate courses. This includes timetabling of lectures and tutorials,management of module marks and student progression, examination reporting and project management of relationships with Industry and students, student cases, recruitment activities, course committees' administration, maintenance and development of programme websites, and other arising course activities {workshops, site visits, graduation receptions, etc.) • Maintain the courses' handbooks and other related information up-to-date; • Enter module choice information into CMIS and check module choices to ensure students meet programme requirements; • Co-ordinate module exemption requests and organise exemption interviews and exams; • Source and prepare material, including statistical data analysis, for quality assurance purposes; • Organise and administer the QP Forum {Annual Forum for Qualified Persons in the Pharmaceutical Industry) • Progression manager for PG courses using SITS; • Use iProcurement to place orders, and book accommodation and flights on FIS; • Administer the Tutor Marked Assignments {TMAs) process; • Carry out day-to-day office tasks • Any other duties that arise from time to time as directed by the manager or nominee.

Person Requirements The role-holder will require the following knowledge, skills and attributes for successful performance in the role.

Qualifications • Leaving Certificate or equivalent - essential • Third level degree qualification - desirable

Knowledge • Good working knowledge and experience of CMIS, SITS and FIS. • Experienced in the use of social media and website maintenance would be an advantage. • Familiarity with the work of the school/department/work unit and of the University

Experience • Have experience of providing a high-level administration service in an academic environment. • Experience in dealing with customer queries in person, by phone and by email. • Experience and the ability to prioritize tasks, meet deadlines and work to time constraints whilst maintaining high levels of accuracy coupled with attention to detail.

Skills • Excellent written and verbal communication skills. • Strong organizational and general administrative skills. • High standard of accuracy in both written and numerical work

Personal attributes • Understands the importance of quality service and pro-actively delivers this. • Is a participative team player with the ability to work on own initiative in a busy environment. • Takes pride in providing excellent customer service providing a helpful and courteous approach to colleagues, students and external stakeholders. • Has a high level of initiative and self-motivation. • Demonstrates a pro-active approach to work, anticipating and resolving problems in advance • Committed to achieving results, putting in additional effort as required. • Flexible approach to working hours as the demands of the post may require work outside normal office working hours from time to time. Salary:

This appointment will be made on the Administrative 3 Salary Scale (€45,410 - €56,947 per annum) at a point in line with current Government pay policy. monthly/weekly payscales. (tcd.ie)