Job description
Department: Estate and Support Services
Tenure: Maternity leave cover – Full time position
Location: 121 St Stephens Green, Dublin 2
Reporting to: Senior Estates Manager, Estates & Support Services or their nominee
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.
About the post:
This post will work closely with the Estate and Support Services office team and facilities team ensuing the effective and efficient operations of the RCSI campus. The position is mainly an on campus / in-person position.
Specifically, the duties of the post are:
- Providing a comprehensive & effective administrative service in Estate & Support Services including Health & Safety.
- Populating the relevant areas of the Computer Aided Facilities Management (CAFM) system whilst ensuring that data uploaded to the CAFM system is current and accurate.
- Log and process Estate and Support Services helpdesk calls. Track work orders, communicate/coordinate the details of the work orders to the responding technician. Follow up on status of work orders with the appropriate technician / service provider.
- Prepare work permits for contractors.
- Assist with facilities inspections and maintain records.
- Assist with Space Management requests, recruitment space request as required.
- Co-ordinating and updating of departmental website, WorkVivo and related portals.
- Processing departmental purchase order requests and invoices and acting through CAFM and liaise with the Finance Department as necessary.
- Preparing & submitting completed payment forms to the Finance Department.
- Maintaining and further developing the departmental filing system in line with the RCSI procedures.
- Complying with statutory legislation and department rules and requirements in furtherance of your own and general staff welfare and safety.
- Undergoing programmes of training and development as may be required from time to time.
- Representing the best interest of the department / College at all times.
- Performing other duties as may be required
Experience Required
The successful candidate will ideally possess and demonstrate the following:
- Strong organisational and administrative skills with the ability to focus on and produce results and prioritise objectives.
- Excellent people skills and the ability to communicate professionally and build strong relationships at all levels.
- Ability to work in a busy department but with the support of a focused team for advice and guidance.
- Ability to make decisions and meet deadlines.
- Ability to manage a very busy workload efficiently and to priorities key tasks.
- A positive “can do” attitude.
- A high level of confidentiality.
- Demonstrates an effective communication style appropriate to audience and situation.
- Excellent written and verbal communication skills in English
- Good level of computer literacy and knowledge of key packages including Microsoft Word, Excel and PowerPoint.
- Flexibility to work irregular hours on occasion.
- Experience of working within a Facilities Management environment is desirable but full department induction on systems and software used will be provided.
Application Process
Please apply online no later than 5pm on Sunday 9th of October 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.
We are all too aware that imposter syndrome and the confidence gap can sometimes stop fantastic candidates putting themselves forward, so please do submit an application — we’d love to hear from you
. #rcsia #rcsir
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