Job Description
Role: Operations Coordinator Department: Registry Services, SARA Tenure: Permanent Location: 123 St Stephens Green Reporting to: Senior Operations Team Lead / Head of Registry Services Closing date: October 13th 2024 About the Royal College of Surgeons in Ireland 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 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. About the Team and the Role This is an excellent opportunity for an ambitious individual to join an evolving team within a fast-paced, dynamic organisation. The successful candidate will work within the Registry Services team in RCSI, providing operational delivery-focused support to both academic and professional services staff, as well as to students registered to RCSI programmes mapped to the National Framework of Qualifications. Registry Services is a busy and dynamic team with responsibility for core academic matters within RCSI. Registry Services is the home of the student record and these records are used to provide academic transcripts, official letters, as well as verification of documents and degrees to alumni. It is also used for internal and external reporting and statistics. Registry Services also provides support for the approval of new programmes and the review of existing programmes mapped to the National Framework of Qualifications. In addition, Registry Services plays an important role in the development, implementation and application of student-facing regulations, procedures and guidelines. As Operations Coordinator, your primary responsibility will be to assist in the planning, execution and provision of Registry Services to the University. The post would suit an enthusiastic and self-motivated administrator who is seeking to commence or advance their career in the education sector. The ability to work independently, manage a busy workload with competing priorities to tight deadlines is essential, as is attention to detail and accuracy. A highly professional approach, a willingness to collaborate as part of a team that offers support to colleagues across the institution and excellent organisational and communication skills are critical. To provide effective, efficient, and professional services it is expected that the successful candidate will be flexible in terms of hours of work and will maintain confidentiality, diplomacy, and tact regarding internal and external relations. Key Responsibilities This role is part of the Registry Services team and the successful candidate will be expected to provide cover, as appropriate, across the full span of Registry Services activities. A key part of this role, in conjunction with the Senior Operations Team Lead & Head of Registry Services, is to maintain a positive, strong working relationship with academic and professional services staff across the University, to deliver a seamless student journey. The successful candidate will be expected to deliver: Operational Support Ensuring the accurate maintenance and updating of student records with particular responsibility for the Quercus Student Information System. Providing high-level professional administrative support to academic and professional services staff and students. Answering as allocated, both internal and external stakeholder queries related to Registry Services. Providing administrative support to the Senior Operations Team Lead for various student-facing processes such as academic appeals, exceptional circumstances, leave of absences and other student processes. Providing support for university events such as NUI/RCSI Board of Examiners meetings, student Conferrings and prize-giving events. Assisting in the collection, maintenance and archiving of data and documentation relating to students, programmes and all Registry Services activities. Assisting with all projects and initiatives led by the Registry Services team. Quality Improvement Contributing to the annual review of SOPs (standard operating procedures) and supporting documentation. Contributing to the annual review and set up of Marks and Standards rules in the Quercus system. Dealing with enquiries from academic and professional services staff in respect of programme and student management. Maintaining accurate records and archives for students and programmes. Engaging in training and professional development as required. The duties and responsibilities listed above are not exhaustive. The University may assign new duties in response to evolving needs 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. Evidence of adapting positively to change and responding effectively to changing needs and circumstances. Flexibility to work irregular hours on occasion as required. We are all too aware that imposter syndrome and the confidence gap can sometimes stop fantastic candidates from putting themselves forward, so please do apply - we would love to hear from you. Employee Benefits RCSI makes sure you have the resources you need to thrive by offering a wide range of benefits in areas including time away, finance, community, health, and well-being and ensuring 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/month 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 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 clubs 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 Application Process Please apply online with your CV and Covering Letter. Informal enquiries can be directed to Lisa Maye-Gregory ()