Job Description
Title: Operations Assistant Department: Office of Research and Innovation (ORI) / Translational Research Institute (TRI) Tenure: Permanent Location: St Stephens Green Reporting to: Deputy Vice Chancellor for Research & Innovation or nominee Proposed Start Date: As soon as possible Royal College of Surgeons Ireland (RCSI): 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 2021-2024" 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. 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, I would point potential applicants towards the 2023 Institutional Review document, which gives a comprehensive overview of RCSI's governance and breadth of scope - Access here We seek candidates whose experience to date has prepared them to contribute to our commitment to the "Race Equality Action Plan 2021-2024" 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. Objective: We are looking for a professional, capable and motivated Operations Assistant to provide quality operational and administrative support to the Deputy Vice Chancellor for Research & Innovation (0.5FTE) and the Translational Research Institute (TRI) (0.5FTE). This role requires an in person presence within the office in St Stephen's Green, some flexibility to work remotely may be agreed, in line with RCSI policies, with prior approval of line management. The focus of the Translational Research Institute is to support and enable the translational research taking place in the Educational Research Centre. For this reason, at times some presence will also be required in our Educational Research Centre in Beaumont Hospital. Specifically, the duties of the post are: Deputy Vice Chancellor for Research & Innovation Ensuring the efficient management of administration services to support the activities of the Deputy Vice Chancellor for Research & Innovation (DVCRI) In consultation with the DVCRI, co-ordinating the activities of the Office of Research and Innovation (ORI) to ensure an excellent standard of customer focus and service Effectively manage and prioritise appointments and diaries and manage the arrangement of complex meetings Establish and maintain excellent working relationships with key stakeholders across the University Undergoing programmes of training and development as may be required from time to time Welcome visitors to the Office of Research and Innovation and manage the onboarding of new ORI staff Performing other administrative duties as may be assigned from time to time Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with internal and external stakeholders Representing the best interests of the ORI, TRI and RCSI at all times Translational Research Institute Working closely with the Director of the TRI and TRI Operations Manager to support the operational and administrative activities of the TRI Providing high level administrative support to TRI Principal Investigators (PIs) related to their project grants using the RCSI RIMS system, including but not limited to, raising purchase orders for study materials and completing recruitment forms for research staff and postgraduate students. Arranging and managing the logistics and facilitation of meetings, as needed. Processing of invoices Support the development of any policies, governance documents and risk register Support strategic and business planning updates Performing other administrative duties as may be assigned from time to time Knowledge & Experience (Essential) Excellent verbal and written communication skills Outstanding relationship building and stakeholder management skills Excellent attention to detail Previous experience minute taking and agenda preparation Diary management experience Ability to multitask, use initiative and prioritise workload High level of conscientiousness and confidentiality Self- motivated with proactive attitude to implement solutions and problem solve Very high level of proficiency in information systems and working knowledge of the Microsoft suite Ability to produce results and meet deadlines Knowledge & Experience (Desirable) Relevant qualification: Business / management degree is an advantage but not essential A background in academia and/or research environment may be advantageous We are all too aware that imposter syndrome and the confidence gap can sometimes stop fantastic candidates putting themselves forward, so please do apply - we would love to hear from you. Skills & Competencies: The successful candidate should be able to demonstrate: Strong organisational and administrative skills with the ability to focus on and produce results and prioritise objectives. Proficiency in computer skills including MS Office Suite and word processing skills. Experience using Quercus and Moodle would be an advantage. An effective communication style appropriate to audience and situation. Ability to make decisions and meet deadlines. The ability to work on one's own initiative as well as in collaboration with colleagues. Flexibility to work irregular hours on occasion. Experience and a proven track record in a similar role would be an advantage The Process: Interview and presentation Shortlisted candidates will be invited for a formal competence-based interview and presentation. Informal Enquiries: Informal enquiries are invited in the first instance through Rebecca O'Brien, Human Resources Department (email: ). Rebecca can arrange for relevant queries on the academic aspects of the role to be addressed by the hiring manager. Employee Benefits RCSI make sure you have the resources you need to thrive by offering a wide range of benefits in areas including time away, community, health and well-being and insuring your financial future. Below are some additional benefits available to you as an RCSI employee: Minimum of 20 days annual leave, plus an additional 6.5 Privilege days Flexible/hybrid working options for colleagues across many roles Additional leave options incl. paid maternity leave, paternity/parental leave, study leave 7% Employer pension contribution Onsite gym €10 per/mth incl. classes and PT sessions Childcare support 20% discount at Giraffe Free eye test and annual flu vaccination TaxSaver commuter tickets and Bike to Work schemes A site sustainability team focusing on the environmental initiatives; Green Campus Initiative Competitively priced café and restaurant Equality, Diversity & Inclusion forums, and network groups Employee assistance programme with Spectrum Life Learning and Development training programmes incl. LinkedIn Learning for career progression Discounted services incl. GP visits, 10% off dental, staff parking, mobile tariffs, Group Scheme discount on numerous brands Sports and social club incl. yoga, Pilates, fitness classes, Zumba, running club, social evenings, Summer BBQ Ticket Draws for events including; Rugby, Taste of Dublin, Dublin Horse Show, theatre, music & comedy events