Operations Assistant

at  RCSI

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

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.

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

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