Role: Operations Coordinator Department: SARA Tenure: Permanent Location: RCSI ERC Smurfit Building, Beaumont Hospital Reporting to: Senior Operations Team Lead. RCSI is a community of academic, research, clinical and professional staff working collaboratively to lead the world to better health. Here, you will thrive in an innovative and inclusive atmosphere and your personal development and wellbeing will be supported. We invite you to join us to help deliver on our exciting mission "To educate, nurture and discover for the benefit of human health". For each of the last six years, RCSI has been positioned in the Top 300 of universities worldwide in the Times Higher World University Rankings. We are proud that RCSI ranks fifth in the world for "Good Health and Well- being" in the Times Higher Education #SDG #SDG Impact Rankings 2024. This reflects our commitment to supporting people of all ages to live healthy lives and our work to promote the concepts of well-being and positive health. Our values of Respect, Collaboration, Scholarship and Innovation continue to unite and direct our purpose. Innovating for a Healthier Future 2023-2027 is RCSI's new five-year strategic plan. Through it, RCSI will enhance human health by meeting the health workforce needs of society, creating the insights and inventions that drive health improvements, and working in partnership with patients and the public in support of better health and well-being for all. The strategy unites the RCSI community in supporting the UN Sustainable Development Goals - with a particular focus on Goal 3, which targets good health and well-being. More details about RCSI can be ; in particular. RCSI is a community of academic, research, clinical and professional staff working collaboratively to lead the world to better health. Here, you will thrive in an innovative and inclusive atmosphere and your personal development and wellbeing will be supported. We invite you to join us to help deliver on our exciting mission "To educate, nurture and discover for the benefit of human health". We seek candidates whose experience to date has prepared them to contribute to our commitment to the "Race Equality Action Plan 2025-2029" at RCSI. Our students come from all walks of life and so do we. We hire great people from a wide variety of backgrounds. This makes our university stronger and ensures we hire the best talent. About the Organisation The Royal College of Surgeons in Ireland (RCSI) is a private, self-financing, not-for-profit medical and surgical college headquartered in Dublin (Ireland) with global reach through its overseas medical universities and health care centres in the Middle East, the Far East and Africa. Since its foundation in 1784, it has played a leadership role in Irish surgical and medical education. Currently, it operates the largest Medical School in Ireland and provides undergraduate education in Physiotherapy, Pharmacy, and Nursing. In addition to Surgery, it also provides postgraduate training and education in Radiology, Dentistry, Nursing & Midwifery, Sports and Exercise Medicine, Healthcare Management and Leadership, and has an Institute of Research. 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 support the Exams and Assessment Team at critical points. 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 record and manage Vaccination Monitoring for assigned programmes/years. The coordination of the annual Student Mandatory Courses for assigned programmes/years including tracking completion rates of mandatory student courses (e.g. HSE Land training for clinical 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 and clinical rotation aligned assessments/portfolios for assigned programmes/years (via 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 minute taking for academic and committee meetings as required. To participate in scheduled User Acceptance Testing (UAT) of core technology systems as required. Quality Improvement Contributing to the annual review of SOPs (standard operating procedures) and supporting documentation. 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 deal with enquiries from Academic Staff in respect of programme management To maintain accurate records and archives for assigned programmes / years. To engage and contribute in annual Technology systems training as required. 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 We are all too aware that imposter syndrome and the confidence gap can sometimes stop fantastic candidates putting themselves forward, so please do submit an application - we would love to hear from you. Application Process Please apply online with your CV and Covering Letter. Informal enquiries can be directed to Conor Murney (Head of Operations). 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 benefit 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 crche services of up to 20% and a Parents and Carers' Network. Financial Security: Benefit from automatic enrolment in a pension scheme with Willis Towers Watson with the employer contributions increasing with your length of service, Death in Service of up to 4 times your salary, long-term illness and disability income replacement, and free advice on health, motor, and home insurance. Discounted Services: Avail of discounted GP services, Taxsaver commuter tickets, the BiketoWork scheme, free eye tests at the National Optometry Centre, and discounted parking at St. Stephen's Green/RCSI car park. Recognition: At RCSI, we value and recognise the contributions of our staff through various awards and events, such as Long Service recognition, the Vice Chancellor Staff Awards, and through Research Day. Professional Growth: RCSI's Staff Learning and Development is committed to providing colleagues with opportunities and support to help them reach their full potential and thrive at work. Offerings include a comprehensive programme of staff training, management and leadership development, mentoring, coaching and funding support for further study. Staff Networks: Additionally, we support a range of staff networks, including the Women's Network, Postdoctoral Staff Network, Parents & Carers' Network, Project Manager's Network, LGBTI+ Network, Age Friendly Network etc. These networks help RCSI to foster a sense of community and inclusivity. Sports and Social Club: Engage in a variety of activities such as Yoga, Pilates and a variety of different Fitness classes. Enjoy social evenings, Book Clubs, Summer BBQs and one-off events like the Taste of Dublin, Bloom, Dublin Horse Show and Dublin Zoo. We also have a variety of discount tickets for shows and events through the year.