Job description
Department: APPEL
Tenure: Full time Contract ( to September 2027)
Location: Royal College of Surgeons in Ireland, 111 St Stephen’s Green, Dublin 2
Reporting to: Director and National Coordinator of APPEL or Nominee
About RCSI:
RCSI has been at the forefront of educating healthcare professionals since 1784 when we were founded as the national training and professional body for surgery. Today, we are Ireland’s only focused health sciences university, Ireland’s largest medical school and one of the leading health sciences institutions in the world.
Based in Dublin, with students from over 80 countries and four overseas campuses, RCSI has a global reach through our network of alumni in 94 countries. RCSI ranks among the world’s top 250 universities in Times Higher Education World University Rankings 2020 and is placed joint second out of the nine institutions in the Republic of Ireland included in the rankings. This year, the University was ranked number one globally for Good Health and Well-being in the Times Higher Education (THE) University Impact Rankings.
About the post:
APPEL (Affiliation for Pharmacy Practice Experiential Learning) manages the experiential learning placements of the integrated pharmacy programmes of the three Schools of Pharmacy in Ireland. APPEL is a unique collaboration between University College Cork (UCC), the Royal College of Surgeons in Ireland (RCSI) and Trinity College Dublin (TCD). APPEL provides a single point of contact for supervisors, training establishments, and students for all placement activities.
APPEL operations are supported by a Virtual Learning Environment (VLE) and a Customer Relationship Management (CRM) System. The Moodle based VLE is used to match students to their training establishments, to train pharmacist trainers to oversee student placements and to deliver academic modules to students on placement. The Microsoft Dynamics based CRM is used to support the recruitment and quality assurance of trainers and the training establishments in which students undergo their placements.
We are looking for a highly motivated individual for the role of Operations Coordinator within APPEL. This is an exciting opportunity to work within a small team, in a dynamic environment. In order to provide effective and efficient services it is expected that the successful candidate be flexible in terms of hours of work and maintain confidentiality, diplomacy and tact regarding internal and external relations.
Specifically, the duties of the post are:
- Ensuring efficient day-to-day administration of the APPEL VLE (Moodle) and CRM (Dynamics 365). This will include setting up, updating and maintaining accounts and profiles, overseeing placement matching processes and supporting the delivery of training programmes and academic online modules through the VLE.
- Troubleshooting queries and issues raised by trainers, students and members of the APPEL team in relation to the VLE and CRM. This will include liaising with the system developers as appropriate.
- Provide and prepare VLE consulting, training and technical documentation and update online HTML training materials, as needed (H5P on Moodle).
- Supporting academic staff to deliver their online modules to students, including enrolment, grouping and technical settings and permissions.
- Use Google Forms to create databases
- Occasionally administering APPEL’s finance system, duties which include processing IT supplier invoices, maintaining the purchase order system, and invoice preparation.
- Developing strong working relationships with external and internal stakeholders.
- Ensuring stakeholders are supported in an accurate, professional, courteous and timely manner and that agreed service levels are achieved.
- Supporting quality improvement and testing of the VLE and CRM, using the UAT or LIVE environments, as required. This includes raising and managing tickets with our software developers, in order to upgrade, customize and fix bugs.
- Providing end to end administrative support to APPEL and undertaking clerical duties as required.
- Supporting the Director and National Coordinator in the execution of their duties.
- Ensuring accuracy and consistency of all processes.
- Representing the best interests of APPEL at all times.
- Undergoing programmes of training and development as may be required from time to time.
- Performing such other duties as may be required from time to time.
Knowledge & Experience (essential):
The successful candidate should be able to demonstrate the following:
- Experience with Moodle and a CRM system is essential
- Evidence of experience in a busy administrative function, with demonstrated ability to work independently and as part of a team
- Strong issue resolution capabilities and an ability to adapt positively to change. Ability to learn quickly and respond effectively to changing APPEL needs and circumstances.
- Proven track record of multi-tasking and establishing courses of action to achieve project objectives and deadlines
Skills & Competencies:
- Excellent IT skills including Moodle and Microsoft Office products, as well as developing and managing databases.
- An ability to work in a fast-paced and complex environment
- High level of accuracy and attention to detail
- Excellent customer service and communication skills (written and oral)
- Team Player - works collaboratively with others to maximise individual and team effectiveness in order to achieve required service levels.
- Ability to build and sustain internal and external networks and partnerships
- Strong organisational, administrative and planning skills
- Confidentiality and care when handling sensitive data
- An ability to prioritize own tasks, use own initiative and put forward ideas
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 19th of January with your CV and Covering Letter Informal.
Enquiries can be directed to recruitment@rcsi.com
Note:
This Job Description may be subject to change to reflect the evolving requirements of the APPEL 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.
Similar vacancies that arise in the next 6 months may be filled from the pool of applicants that apply for this position.
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