Reporting To: Quality and Operations Manager
Location: RCSI, Dublin 2
School: School of Physiotherapy
Contract type/duration: Permanent, Full-time
Closing date for applications: 8th of June 2025
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.
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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 POST:

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 team for the School of Physiotherapy RCSI, providing operational delivery focused support to undergraduate, postgraduate and research programmes and activities.
As Operations Support, your principal focus will be to contribute to the planning, implementation, and delivery of Teaching, Research and Clinical Placement activities for the 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.

Knowledge & Experience – (Essential):

• Excellent organisational and administrative skills with a high level of accuracy and meticulous attention to detail
• Experience of providing high quality administrative / secretarial support to management level
• Capable of working on own initiative as well as in a team environment, under time constraints, and collaboratively with others to maximise individual and team effectiveness
• Excellent task management skills with a proven ability in establishing courses of action to achieve project objectives and deadlines
• Excellent IT skills with a strong working knowledge of the Microsoft Office suite, in particular Word, Excel, PowerPoint, Teams, OneDrive and SharePoint.
• Display a ‘can-do’ attitude, be committed to the team and its development; demonstrate enthusiasm and passion for the role
• Outstanding relationship building and stakeholder management skills
• Self-motivated with proactive attitude to implement solutions and problem solve
• An ability to handle confidential information with discretion and appropriate sensitivity
• Learns quickly and responds effectively to changing customer needs and circumstances. Puts forward own ideas and recommendations
• An ability to work at pace and in a complex environment
• Ability to take direction and meet deadline

• Support the School Executive team in the provision of administrative support in relation to the delivery of the school’s academic programmes.
• Co-ordinate and provide end-to-end centralised administrative support to the School of Physiotherapy and its associated undergraduate and postgraduate teaching (timetables, Moodle uploads, student attendance records, conferring events, annual graduate entry interviews, student award letters, organising external lecturers such as Heart-saver/ Manual handling/other, room bookings), as well as financial payments, invoicing, payment requisitions and ordering via Agresso.
• Provision of administrative support to the schools’ researchers and research activities (RIMS profile, add research papers to the online repository etc.) and Practice Education Team as required.
• Provision of administrative support to cross functional teams including scheduling, attending, and recording of minutes and actions arising for meetings as required.
• Working as a liaison between the school and the various support services in the University.
• Submitting and monitoring IT tickets for equipment, staff IT issues.
• Liaise with SARA for Christmas, Summer and supplemental exams to arrange models, invigilators, schedule timetables, venues, exam results templates and exam papers.
• Assist the Quality and Operations manager with school related finance actions, invoice requests, expenses, PO’s, setting up new suppliers and submitting part time hours for payment every month.
• Liaise with SARA/Registry team for student transcripts.
• Arrange manual handling and first aid courses for first and final year.
• Book venues and catering for meetings and courses.
• Monitor and respond to correspondence and preparation of documents and presentations
• Collaborate with colleagues in the preparation and development of marketing materials, website content and other such activities for the school.
• Manage email inboxes, unit communications, website and social media accounts as required.
• Ensure that incoming queries are handled accurately and in a timely, courteous, and professional manner.
• Assist with general University duties when deemed necessary (i.e. University Awards Ceremonies, Conferring’s etc).
• Prepare and submit credentialing material for alumni wishing to work abroad to work e.g. Canada/ Australia / New Zealand etc. and explore arrangements for more formal recognition for our students with international regulators.
• Update and maintain School records and collating data for reporting purposes.
• Develop strong working relationships with the School of Physiotherapy team, RCSI support departments, students, and other internal and external stakeholders.
• Order equipment/materials for research and teaching.
• Be flexible and responsive to the needs of staff and students and perform such other duties as may be requested from time to time.
• Undergo programmes of training and development as may be required from time to time.

Knowledge & Experience – (Essential):

• Excellent organisational and administrative skills with a high level of accuracy and meticulous attention to detail
• Experience of providing high quality administrative / secretarial support to management level
• Capable of working on own initiative as well as in a team environment, under time constraints, and collaboratively with others to maximise individual and team effectiveness
• Excellent task management skills with a proven ability in establishing courses of action to achieve project objectives and deadlines
• Excellent IT skills with a strong working knowledge of the Microsoft Office suite, in particular Word, Excel, PowerPoint, Teams, OneDrive and SharePoint.
• Display a ‘can-do’ attitude, be committed to the team and its development; demonstrate enthusiasm and passion for the role
• Outstanding relationship building and stakeholder management skills
• Self-motivated with proactive attitude to implement solutions and problem solve
• An ability to handle confidential information with discretion and appropriate sensitivity
• Learns quickly and responds effectively to changing customer needs and circumstances. Puts forward own ideas and recommendations
• An ability to work at pace and in a complex environment
• Ability to take direction and meet deadlines