Administrator

SALARY SCALE: €28,347 - €43,821 p.a. pro rata

JOB DESCRIPTION

JOB SYNOPSIS:

To provide high quality administrative support for all activities carried out in the School of Medicine in the Clinical Academic Liaison Office, Clinical Education and Research Centre, University Hospital Limerick and in the first instance, to provide frontline support for students and staff of the BMBS programme. Working as part of the administrative team within the school, this post will contribute to the overall efficient administrative operation of the school.

KEY ACCOUNTABILITIES:

• Finance Support Administration.
• Be responsible for day-to-day account handling and processing of purchase orders and routine payments in conjunction with the SoM management.
• Core Portal direct entry for non-salaried staff as required (guest lecturers etc.)
• MELG Committee Administration and Finance.
• Clinical Site visits Administration and Scheduling.
• Student Absences for Year 3 & 4.
• Maintain the generic School email accounts by responding appropriately and/or redirecting queries as necessary. General CAL email account and CAL calendar.
• Provide information for generic queries to the SoM office from staff and students (existing and prospective)
• SoM room booking management at CERC meeting room.
• Support students regarding various queries and documentation requirements for core aspects of the SoM programme. Correspondence to provide this support involves regular email, phone calls, reception-front desk cover/ online frontline student queries.
• General filing/scanning/photocopying/ ordering stationery and consumables.
• Administrative support to CAL Manager (Senior Executive Administrator) particularly the Clinical Site Visits.
• Support overseas elective students in conjunction with SEA/EA.
• Provide first-line support to Faculty members as required.
• Liaise with students/faculty/staff via various communication platforms e.g. Brightspace, SharePoint etc. as required.
• Liaise effectively with departments within UL as well as bodies external to UL as required. 
• Contribute to the School’s quality review process as necessary.  
• Quality Review Support: scheduling meetings and admin support.

Additionally, the postholder will work as part of the school team to support all other administrative activities carried out within the school as and when required to do so. As the School of Medicine continues to expand and evolve, it is likely that flexibility regarding the allocation of specific duties will be necessary.  Accordingly, the list of duties detailed above is not intended to be exclusive or restrictive.

CONTEXT:

Reports to Executive Administrator in the CAL office, CERC Building, UHL, Dooradoyle.

Operates as part of the SoM administration team.

Regular contact with academic and support staff and SoM students.

Working Environment/Special Circumstances

This role requires attendance in the office Monday to Friday.

Job Boundaries

• Takes personal responsibility for, and pride in own work. 
• Recognises what needs to be done and does it.
• Communicate information clearly and accurately both written and oral.
• Solve problems, make decisions independently within own area of responsibility, or in conjunction with other team members or more senior staff.
• Has the ability to think creatively and implement solutions for everyday problems

DIMENSIONS:

• Daily interaction with students, tutors, on/off campus staff and clinicians.
• Solves problems within own remit and operates as part of the overall BMBS administration team.
• Meet targets efficiently and professionally for personal, and team-based, workloads.

Staff

• No supervisory responsibility. 

Customer

• Clinical Academic Leads.
• Clinical Tutors.
• Students.
• Clinical Academic Liaison Manager.
• Clinical Academic Liaison Officer.
• Wider Clinical Academic Liaison Team.

Operational

• Solves problems within own remit and operates as part of the overall BMBS administration team.
• Generation of purchase requisitions for the CAL team.
• Administrative oversight of MELG (Medical Education Liaison Group) at UHL including purchase. orders, MELG applications & administrative support for scheduling of MELG meetings.

Administration

• Supports the administration of Student Absences through SharePoint.
• Supports internal systems for scheduling and placement rotations e.g. scheduler and logbook.
• Administration of MELG applications.

KNOWLEDGE, FUNCTIONAL SKILLS, EXPERIENCE & QUALIFICATIONS:

Knowledge

• Knowledge of the BMBS Programme - Essential
• Knowledge of UL regulations and procedures - Desirable

Functional/Work-based Skills

• Knowledge of a wide variety of office applications including Agresso, SharePoint, MS office - - Essential

Experience

• Relevant administrative experience (at least 1 year at a similar level) - Essential
• Experience in undertaking and professionally delivering administrative tasks - Essential
• Experience of central information systems & tools e.g. SharePoint, Agresso or equivalent - Desirable

Qualifications

• Leaving certificate or equivalent - Essential
• Third level qualification in administration or another relevant discipline - Desirable