Job description
Department: Pathology
Tenure: Permanent and Full Time
Location: RCSI Education and Research Centre – Beaumont Hospital Smurfit Building
Reporting to: Professor and Head of Department
Deadline: Wednesday December 7th 2022
The
Royal College of Surgeons in Ireland (RCSI) is a private, self-financing, not-for-profit medical and surgical college headquartered in Dublin (Ireland) with global reach through its overseas medical universities and health care centres in the Middle East, the Far East and Africa. Since its foundation in 1784, it has played a leadership role in Irish surgical and medical education. Currently, it operates the largest Medical School in Ireland and provides undergraduate education in Physiotherapy, Pharmacy, and Nursing. In addition to Surgery, it also provides postgraduate training and education in Radiology, Dentistry, Nursing & Midwifery, Sports and Exercise Medicine, Healthcare Management and Leadership, and has an Institute of Research.
The
Department of Pathology, RCSI is located in the Smurfit Building on the Beaumont Hospital campus. Integration and liaison between the Hospital, including the diagnostic laboratory, and the RCSI Department of Pathology is critical to the remit in teaching, research and patient care. The department teaches in the School of Medicine, across all the RCSI teaching sites as well as delivering courses in the School of Physiotherapy in Dublin. The academic department’s primary research focus is on cancer genomics for basic and clinical research, personalised medicine and multiple myeloma.
The successful candidate will play a pivotal role within the department for the support of academic and teaching activities for all departmental staff. This role is a supportive role to the Head of Department of Pathology for teaching, administration, academic activity and financial reporting. The role is essential to the governance and management of the department and the successful rollout of the pathology teaching curriculum for Dublin and Bahrain. This position is crucial to the quality of educational activity and the excellence in academia and research that is present within the department. This individual will be responsible for administration activities including management of all departmental documentation review of teaching materials, clerical, administrative, research-related grant tracking and reporting, and financial aspects of day to day departmental activity. This is a role that requires a high level of skills including strong organisation skills, excellent communication and relationship skills, flexibility and discretion. This role will continue to support the department's strengths in translational clinical research, teaching and leadership in pathology nationally.
Specifically, the duties of the post are:
- Support to Head of Department: Responding to queries in a timely and courteous manner; Report and email communication and typing, managing a busy appointment diary, and monitoring all emails, discussing with HoD and responding as necessary; Drafting, organising and filing correspondence as necessary;
- Departmental administration: Performing secretarial and administrative duties for the Department of Pathology; Liaise and coordinate with Legal; Record and approve departmental staff annual leave using CORE
- Event management: arranging conferences etc. as required; Registrations and travel arrangements for conferences and events; Database management
- Research Support: Grant writing assistance; Research contract assistance; Liaising with industry partners and research funding bodies
- Departmental Communication: Arrange in person and Teams meetings for the Department. Develop and maintain excellent communication channels with all stakeholders; Compiling reports for Academic Council etc.
- Department Finances: Compilation of annual reports and budgets; Examine monthly financial report; Approve departmental invoices; Processing expenses claims
- Departmental IT: Arrange set up of new entrants on IT system, includes 7 Registrars on rotation on 6 monthly basis; Liaise with Procurement Department and order new IT equipment as necessary
- Teaching and research administration: Support teaching activities including administrative assistance; Support academic activities including grant and budget research activity; Liaise with external industries re sponsorship
- Continuous Professioal Development schedule and process management: Ensure HOD’s CPD requirements are met. Complete RCPI CPD uploads annually.
- Miscellaneous: Representing the best interests of the department at all times; Undergoing programmes of training and development as may be required
Key requirements / competencies
- Excellent typing speeds and ability to produce high quality documentation from audio dictation
- Excellent MS Office skills including Word, Outlook, Excel and PowerPoint
- Excellent organisational and problem solving skills with the ability to prioritise tasks
- Excellent interpersonal skills with an effective communication style, appropriate to audience and situation with a high level of diplomacy, tact and confidentiality
- Excellent written and verbal communication abilities
- The ability to deal effectively with sensitive/personal information
- Ability to work under pressure and according to tight deadlines.
- Motivated self-starter with the ability to work on own initiative as well as part of a team
- Previous experience in management of staff and HR liaison activities
- High level of accuracy and attention to detail
- High level of confidentiality and discretion
- Ability to build and sustain internal and external networks and partnerships.
- Conscientious – must have a pro-active approach to work, anticipating and resolving problems in advance
- Keen attention to detail
- Flexibility: can operate flexibly and shift focus when required
- Experience in a similar role and work environment
- Experience of administration in a third level academic institution is desirable but not essential
- Experience working in an academic research environment is desirable but not essential
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.
Application Process
Please apply online no later than 5pm on Wednesday 7th December with your CV and Covering Letter. Informal enquiries can be directed to Florencia Raimondo at florenciaraimondo@rcsi.com.
Note:
This Job Description may be subject to change to reflect the evolving requirements of the Department and RCSI in developing healthcare leaders who make a difference worldwide.
RCSI is proud to be an equal opportunity employer and welcome applications from all suitably qualified persons regardless of their gender, civil status, family status, sexual orientation, religion, age, disability or race.
Similar vacancies that arise in the next 6 months may be filled from the pool of applicants that apply for this position.
Employees are required to undertake 6 months service in their current role before applying for other internal opportunities, unless agreed in advance by the SMT representative.
RCSI is proud to be an equal opportunity employer and welcome applications from all suitably qualified persons regardless of their gender, civil status, family status, sexual orientation, religion, age, disability or race.
Similar vacancies that arise in the next 6 months may be filled from the pool of applicants that apply for this position.
Employees are required to undertake 6 months service in their current role before applying for other internal opportunities, unless agreed in advance by the SMT representative.
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