Academic Operations Coordinator

RCSI Bahrain; Manama; On-site; BHD 12,000 - 18,000; Full time

Job summary

RCSI Bahrain seeks a dedicated administrator to support Academic Operations and Clinical Operations Coordinators across hospital sites. The role involves managing timetables, attendance, VLE materials, and exam processes while coordinating with clinical staff.

The position requires a Bachelor's degree and strong data and communication skills to ensure smooth clinical placement and assessment activities for all years.

Qualifications

• Bachelor's degree in Education, Business Administration, Healthcare Administration, Management, Public Administration, or related discipline.
• Demonstrable academic or professional preparation in administration, organisational management, data management, or related area.
• Strong written, numerical and analytical skills appropriate to an academic and healthcare education environment.

Responsibilities

• Provide a first point of contact for clinical-based student issues and affiliated doctors at hospitals.
• Act as a liaison between hospital staff and RCSI Bahrain departments.
• Coordinate clinical placements using InPlace system and maintain schedules.
• Monitor attendance using the Clinical Attendance System and ensure compliance with policy.
• Assist with timetable requirements, examinations, and VLE materials.

Skills

Analytical skills

Data management

Written communication

Education

Bachelor's degree in Education

Experience in administration/management

Job description

Objective

The purpose of this role is to provide Hospital based support to the Academic Operations Clinical Operations Coordinators based at RCSI affiliated clinical sites in Timetabling clinical placements Attendance Virtual Learning Environment VLE Assessments and Exams Results Processing areas and to act as backup to the Clinical Operations Coordinators during periods of training vacation or sickness The candidate will be based between the RCSI campus and other hospital sites when required Reporting to This position will report for line management purposes to the Academic Operations Clinical Operations Manager

Key Responsibilities

• Provide a first point of contact for RCSI Bahrain clinical-based student issues queries and affiliated doctors at hospitals
• Act as a liaison between the hospital staff and various departments at RCSI
• To act as a liaison between Academic Operations Coordinators and Clinical Staff
• Monitor the generic Clinical operations team mailbox
• Provide support to GP and Psychiatry modules clinical staff
• Assist with the gathering of all timetable requirements from the Academic Operations Coordinators and Examinations
• Assist with configuring all clinical placements for all clinical yearu2019s students in InPlace system
• Ensure proper scheduling requirements for all clinical teaching for all the clinical years are met
• Revise clinical placement schedules on a weekly basis and maintain a record of any change in InPlace system
• Managing communication-related to changes in clinical placement re scheduling and attendance notifications to students hospital doctors and module coordinators
• Creating hospital bedside teaching timetables for all student groups at each hospital site optimizing student experience room utilisation and staff allocation
• Assist Academic Operations Coordinators with the coordination of clinical placements by organizing local teaching sessions booking rooms catering and managing facilities and resources as and when required
• Attendance Monitor student attendance at the clinical sites using the online Clinical Attendance System CAtS on a daily basis
• Ensure that all students comply with RCSI attendance policy and the required dress regulations at all times and deal with any related issues a appropriately
• Upload and maintain clinical placement schedules on the attendance system
• Monitor the attendance system mailbox
• Maintain an accurate record of the system by following up with students and doctors on a regular basis regarding any absences
• Manage the validation of excused absences on the attendance system CAtS
• Produce weekly reports for Academic Operations Coordinators VLE
• Assist in ensuring that all clinical lecture materials are uploaded and readily available on the VLE
• Assist with updates on procedural documentation to the programme coordinator to ensure the accuracy of documents
• Assessments Assist with creating hospital-based assessment schedules
• Assist in the running of hospital-based clinical exams and assist in the distribution and collection of exam scripts or electronic marksheets amongst clinical staff
• Ensure that all assessment reports are readily available on the examination portal
• Assist in identifying examiners and translators when required
• Provide a u2018drop and collectu2019 service in the affiliated teaching hospital for any documents that need to be allocated out or collected back
• Assist Academic Operations Coordinators with double entry moderation and any other related exam results duties

Main Working Relationships

• Affiliated clinical lecturers
• Academic Operations Managers
• Team Leader and other Academic Operations and Registry staff
• Participate in regular team meetings
• contribute input
• provide comprehensive updates on tasks
• Develop strong relationships with RCSI affiliated clinical sites and internal departments guaranteeing deliverables are met by ensuring the relationships are maintained and goals are achieved with a student centered focus
• Additionally the coordinator will be required to
• Undergo programmes of training and development as may be required from time to time
• Ensure that all RCSI Bahrain policies and procedures are adhered to
• Comply with statutory legislation and University rules and requirements in furtherance of both their own and general staff welfare and safety
• Represent the best interest of RCSI and RCSI Bahrain at all times
• Perform such other duties as may be required from time to time

Requirements

Educational Requirements

• Bacheloru2019s degree in Education, Business Administration, Healthcare Administration, Management, Public Administration, or a related discipline
• Demonstrable academic or professional preparation in administration, organisational management, data management, or a related area
• Strong written, numerical and analytical skills appropriate to an academic and healthcare education environment

Desirable

• Postgraduate qualification in Higher Education, Educational Administration, Healthcare Management, Business Administration, or a related discipline
• Professional qualification or formal training in project management, quality assurance, data analysis, process improvement, or academic administration
• Additional training or qualifications in medical education, assessment, examinations, or academic quality assurance
• Knowledge of higher education policies, regulatory requirements and quality assurance frameworks