Operations Coordinator

About Team and Role

This is an excellent opportunity for an ambitious individual to join an evolving and expanding team in a fast-paced, dynamic organisation. The successful candidate will work within the Operations and Examinations function of RCSI, providing operational delivery focused support to undergraduate programmes.

As Operations Support, your principal focus will be to contribute to the planning, implementation, and delivery of Teaching, Learning and Clinical Placement activities spanning the School of Medicine and School of Physiotherapy. The post would suit an enthusiastic and self-motivated administrator who is experienced in operational delivery and is seeking to commence or further their career in the education sector. The ability to work independently, managing a busy workload with competing priorities to tight deadlines is essential, as is attention to detail and accuracy. They must have a highly professional approach to work with a willingness to work as part of a team that offers support to colleagues across the institution and possess excellent organisational and communication skills. To provide effective, efficient, and professional services it is expected that the successful candidate be flexible in terms of hours of work and will maintain confidentiality, diplomacy, and tact regarding internal and external relations.

Key Responsibilities

These are shared amongst a team of operations support coordinators. This role will be expected to provide cover, as appropriate, across the full span of undergraduate teaching, learning and clinical rotation activities.

All coordinators are expected to contribute to processing incoming General Student Queries; Clinical Rotations; In Place Management; Scheduling of Teaching and Learning Activities including timetabling; Transcript Preparation; Quercus, and Ad Hoc Support to the Exams and Assessment Team at critical points.

The Operations team will work hand-in-hand with the Examinations Team on a daily basis supporting the end-to-end academic journey of our students for each of the relative programmes.

A key part of this role, in conjunction with the Senior Operations Team Lead & Head of Operations, is to maintain a positive, strong working relationship with the relative Academic Leadership Team, to deliver a seamless student journey.

Operational Delivery

▪ Provide high-level professional administrative support to academic staff and students.

▪ To answer as allocated, Student Queries related to Teaching, Learning and Clinical Rotations.

▪ To provide scheduling administration for your associated programme / year, including room bookings across RCSI sites.

▪ To support the scheduling and attendance tracking for Personal Tutor Meetings.

▪ To support the annual update of Moodle for your assigned programmes/years.

▪ To support the annual Student Rollover.

▪ If required by your assigned programme, contribute to the allocation of Clinical Placements via In Place system.

▪ To contribute to the allocation of students with reasonable accommodations in conjunction with the Learning Support Service.

▪ To support the Vaccination Monitoring programme for assigned programmes/years.

▪ The coordination of the annual Student Mandatory Courses for assigned programmes/years.

▪ Completion of the Annual Mandatory Staff courses & Training in Technology systems as required.

▪ To respond to Sponsor queries in a timely manner.

▪ To support the day-to-day academic experience of Erasmus and Exchange students.

▪ Continuous Assessment management including in-module assessments for assigned programmes/years (via Student Dashboard Technology Solution).

▪ Meticulous management of continuous assessment data associated with the Operations Team delivery, ensuring close attention to detail and accuracy of data.

▪ To support Student Orientation for assigned programmes/years.

▪ To manage diary invitations and administration / minute taking for academic and committee meetings for assigned programmes/years.

▪ To participate in scheduled User Acceptance Testing (UAT) of core technology systems as required.

▪ To contribute to regular status update reports for the assigned programme / year.

▪ To contribute to the annual review and compilation of Marks and Standards, specifically in relation to continuous assessment and rotational-based assessment.

▪ To maintain accurate records and archives for assigned programmes / years.

Quality Improvement

▪ Contributing to the annual review of SOPs (standard operating procedures) and supporting documentation.

▪ To engage and contribute in annual Technology systems training as required.

▪ Be proactive and open to the process of continuous improvement of operational activities within your assigned programme / year.

Knowledge & Experience (essential):

▪ Excellent IT skills including proficiency with Microsoft Office, including Excel

▪ Excellent relationship building and interpersonal skills.

▪ Strong communication and presentation skills.

▪ Excellent organisational skills with a high level of accuracy and attention to detail.

▪ High degree of independence, flexibility, initiative, and commitment

▪ Proven record of accomplishment of managing tasks and time.

▪ Adapt positively to change and respond effectively to changing needs and circumstances.

▪ Proven record of accomplishment of solving every-day academic and student issues by quickly identifying possible corrective measures and recommending or selecting the best solution.

▪ Flexibility to work irregular hours on occasion as required.

▪ A background in working with data/databases is advantage

Eligibility to Work in Ireland

This is a temporary leave cover position and is not eligible for visa sponsorship. Applicants must have the legal right to work in Ireland for the full duration of the contract.

Employee Benefits

At RCSI, we help care for our people so they can focus on our mission to Educate, nurture and discover for the benefit of human health. RCSI truly goes above and beyond to support its employees, ensuring they have everything they need to thrive both personally and professionally. Here's a glimpse of the fantastic benefits available:

Health and Wellbeing:

• Our Inspire Programme promotes the importance of taking care of both our general health and mental health. Inspire manages the Employee Assistance Programme (EAP) offered through SpectrumLife. Past events held by Inspire have included, workshops on mindfulness practices, yoga, nutritional advice, financial advice on mortgages, pensions & health insurance from leading experts, fitness challenges, baking competitions, weight loss programmes, annual flu vaccination campaign and many more.

• You can also enjoy access to an onsite gym for just €10 per month.

Work–Life Balance:

• Maintaining a healthy work-life balance is crucial for fostering employee well-being, productivity, and overall satisfaction. At RCSI, we offer flexible working arrangements, study leave, and career breaks. In addition to 20 days of annual leave, employees receive an extra 6.5 days of university privilege days, which occur annually around the Christmas and Easter breaks.

Family Benefits:

• RCSI offers enhanced family leave to our working parents with fully paid Maternity, Adoptive, Paternity and Surrogacy Leave. We also offer the first two weeks of Parents leave fully paid for, as well as the option to take Parental Leave until your child is 18 years old. We provide access to Platform 55, a new Parents Platform to support staff before, during, and after becoming a parent. We also offer flexible working, discounted Giraffe crèche services of up to 20% and a Parents and Carers’ Network.