Operations Assistant – Surgical Training Office

Royal College of Surgeons in Ireland (RCSI); Dublin; On-site; EUR 31,000 - 40,000; Full time

Job summary

Royal College of Surgeons in Ireland (RCSI) in Dublin seeks an Operations Assistant for the Surgical Training Office. The role provides administrative support to the Manager for HST Specialty Training and the operations team, aiding in the management and delivery of specialty training programs and related educational activities.

The successful candidate will demonstrate strong organisational and communication skills, be capable of professional liaison with diverse stakeholders, and handle

Qualifications

• Strong organisational and administrative skills with the ability to prioritise.
• Excellent report writing and documentation skills.
• Effective communication style appropriate to audience and situation.
• Ability to handle sensitive/personal information responsibly and discreetly.

Responsibilities

• Provide administrative support to the Surgical Training Office and Manager for HST Specialty Training.
• Handle inquiries, applications, and prepare documents and reports.
• Build and maintain stakeholder relationships across IITOS and related activities.
• Assist in end-to-end delivery of annual IITOS AGM and related actions.
• Support training curriculum activities, courses, and events.
• Liaise with internal stakeholders (SARA, Bookings, Faculty, IT, Finance) as required.
• Attend and minute meetings and proactively resolve issues impacting programme delivery.

Skills

Organisational skills

Administrative support

MS Office

Communication

Tools

MS Office

Job description

Job Title: Operations Assistant – Surgical Training Office

Reporting To: Manager HST Specialty Operations, Surgical Training

Department: Surgical Affairs

Contract type/duration: 5-month Special Purpose – Full Time

Closing date for applications: Wednesday 18th of November, 9:00am

About the post:

Surgical Affairs at RCSI is the division of the College responsible for the delivery of postgraduate surgical and emergency medicine training, education and assessment in Ireland and overseas, as well as leading RCSI initiatives in the fields of continual professional development, professional competence and surgical practice.

The mission of Surgical Affairs at RCSI is to support the Noble Purpose of RCSI by delivering excellence in surgical and emergency medicine education and training, and by setting and supporting the highest possible standards in surgical practice. The interests of patients and the quality of their care are at the centre of all we do. “Building on our heritage in surgery, we will enhance human health through endeavour, innovation and collaboration in education, research and service”

Surgical Affairs are currently seeking an Operations Assistant to provide effective administrative support in the Surgical Training office including supporting the Manager for HST Specialty Training and the operations team in the ongoing management and delivery of Specialty Training Programmes in Surgery, and the wider training and educational activities within the Surgical Affairs department.

Job Responsibilities

• To work with the Institute of Trauma and Orthopaedic Surgeons (IITOS) to provide administration and secretarial support of the association in line with their goals and objectives, working with their Council executive, association members and representatives as required.
• Handling IITOS enquiries, applications, preparing documents and reports as applicable.
• Building and maintaining stakeholder relationship across the varied IITOS activities.
• Managing the end to end delivery and support of the annual IITOS AGM with IITOS council members. AGM report and follow up actions.
• To assist in the wider support and organisation of the training curriculum/activities, relevant courses and events associated with the specialty programmes, such as annual recruitment, Trainee reviews, Committee meetings and related training events that occur throughout the year.
• To support the Operations Manager & team members on the day to day activities that support the delivery of Specialty Training to our key stakeholders, Trainees, Trainers and Committees.
• As directed by the HST Operations Manager duties are carried out efficiently and effectively in line with programme requirements and wider stakeholder needs, such as Medical Council of Ireland, Quality Assurance and National Doctors Training Planning requirements.
• To maintain the central database of the department, Connect SA where required.
• Liaise with relevant internal stakeholders (SARA, Bookings, Faculty, Technical Staff, IT, Finance,) as required.
• To organise, attend and minute meetings when required.
• Proactively resolving any problems that may arise to ensure the smooth running of Programmes.
• Liaising with Communications in relation to booking meeting rooms, venues and running events.
• Undertake training on key databases utilised within the department such as, ISCP, Connect SA (CRM), Qpulse, Ungerboeck, Agresso, Ungerboeck & Quercus as required.
• Undergoing programmes of training and development as may be required from time to time.
• Representing the best interests of the Department and RCSI at all times.
• Performing other duties within the department as may be required from time to time

Person Specification:

The successful candidate should be able to demonstrate the following:

• Strong organisational and administrative skills with the ability to prioritise.
• Strong report writing skills.
• An effective communication style appropriate to audience and situation.
• The ability to deal effectively with sensitive / personal information appropriately and sensitively.
• Ability to make decisions and meet deadlines.
• Have a flexible can do attitude and with a willingness to learn and develop.
• Strong computer skills including MS Office Suite and word processing skills.
• The ability to work on own initiative as well as in a team environment.
• Flexibility to work irregular hours on occasion.
• Experience and a proven track record in a similar role would be an advantage.