School Administrator

Salary: €40,850 - €57,089 per year

Main Purpose of Job

The post holder is responsible for management of the Academy in relation to student liaison & supports and operational management of Academic Staff, teaching delivery and clinical placements on behalf of the Dean. Additionally, the post holder will be responsible for managing student placements with the newly formed critical care hubs in the region. The post holder is expected to provide autonomous senior level support to the Dean, the Academic Clinical Lecturers and the Academy Students. This post is in the Medical Academy at SUH.

Main Duties and Responsibilities

Operational Planning & Administration

·             Develop the local strategy aligned with the School of Medicine strategic plan in relation to the students experience in the Academy – classroom education, hospital placements, GP and community rotations, assessments, pastoral care.

·             Maintain and develop stakeholder relations particularly the hospital clinical staff and regional medical providers and be the direct point of contact.

·             Manage teaching & meeting timetables & academy room booking systems in coordination with the Dean, Lecturers, Hospital Consultants and management, Doctors and Allied Health Professionals

·             Lead on the development of opportunities for collaborative partnerships with external stakeholders to create value and impact regionally e.g. source, advise and recommend GP and Healthcare placement opportunities.

·             Develop the reporting for key annual and semester documents e.g. assessment key learnings to the UG programme director.

·             Manage the financial requirements of the Academy, including purchasing for the academy budget e.g. simulation consumables to support clinical teaching.

·             Co-ordinate induction and training of new and existing staff including Academic Clinical Lecturers, Clinical teaching staff and the Dean in conjunction with the University’s Staff Training and Development and School induction events.

·             Draft contracts for hourly teaching staff when necessary.

·             Monitor and Report on student attendance including documenting absences for accurate maintenance of student records.

·             Implement new protocol and procedures to ensure continuity of teaching schedules in extenuating circumstances, e.g. off-site teaching during the global pandemic.

·             Represent the School and University at recruitment events e.g. Higher Options

Student Advisor

·             Provide Student support services including teaching and assessment enquiries and timetabling, placements allocations and expenses, accommodations – local and placement all of which are in conjunction with the chair of the School’s Student Affairs committee and the University’s College student Advisor when required.

·             Provide first point of contact support for pastoral care and students in crisis, identifying, advising and implementing the appropriate support pathways and evaluating the need for escalation and intervention.

Resource Management

·             Work collaboratively with a large multidisciplinary team, analysing and initiating vital links between clinical lecturers, physicians and students.

·             Student relationship management with peers, Academic Clinical lecturers, the Dean and the Clinical staff in the hospital

·             Implement the teaching schedule for Years 3, 4, and 5 at the Academy

Communication

·             Plan and execute an effective programme of high impact events and activities for students and external stakeholders of the Academy e.g. Student Research presentation competitions.

·             Plan and execute an effective programme of year-round communication with students and other stakeholders through building social media and other channels in consultation with the School of Medicine’s administration team and the College of MNHS marketing team.

Assessment co-ordinator

·             Management of the Academies assessment processes and procedures. This includes the management of patients and patient simulation enrolment, consenting, management of the enrolment of actors for the purposes of assessment, management of the costs and expenditure for the School’s assessment process, working with the clinical sites to ensure wards are available and accessible, managing issues which risk the School’s assessment processes,

·             Provide leadership and motivation to all involved in the UG programme assessment processes e.g. organisation of OSCE exams onsite including infrastructure (leasing), invigilation, scripts collection, management and delivery.

Office Supports

·             Co-ordinate the on-site semester assessments - managing Invigilators, owning exam paper delivery including security and return to Galway.

·             Develop processes and assume overall responsibility for delivering the educational programme for the Students in all years – 3, 4 & 5.

·             Student relationship management includes sourcing teaching, mentorship and pastoral support.

·             Assign and review clinical attachments.

·             Development of a local mentoring program, analysis and evaluation

·             Deliver the school engagement plan to Students, Academic Clinical Staff, Hospital Staff, GPs, Community Care

·             Plan the semester cycles of teaching timetables and identify resources for delivery, managing the communications and schedules to completion for both classroom and clinical teachings.

·             Administrative support to the rotating Academy Dean, and to clinical academic staff.

·             Front of house representative for all interactions with the Academy

·             Reporting weekly to the Dean and Academy staff in relation to environmental changes onsite, GP placements, hospital placements

Carry out any other appropriate duties which may be assigned from time to time by the Dean and or the School Operations Manager

Requirements for the role:

The successful candidate will demonstrate the eligibility requirements below in terms of qualification, skills and experience:

Essential Criteria

·             A recognised post Leaving Certificate qualification in clerical/office administration.

·             4-5 years previous relevant administrative experience in a medical/academic institution and excellent computer literacy. Expert in MS Office including Word, Excel, PowerPoint and SharePoint

·             Excellent organisational ability and skills in time management with the ability to adhere to strict deadlines.

·             Work independently and promptly and as part of a team.

·             Provide professional level of service is provided.

·             Possess a high level of interpersonal skills and ability to interact well with staff, students and visitors of all ages, be tactful and discreet in all dealings.

·             Ability to work as part of a team.

·             Excellent organisational and communication skills and be tactful and diplomatic in all dealings with staff, students and visitors.

·             God knowledge of general IT systems

·             Flexible, able to work to deadlines and under pressure.

The above criteria will be utilised to shortlist and select candidates for interview.