Operations Assistant (Student Choice & Personal Tutor Programme)

Job Title : Operations Assistant (Student Choice & Personal Tutor Programme) Reporting To : Head of Operations or Nominee Location : 123 St Stephen's Green School (or department) : Student, Academic & Regulatory Affairs (SARA) Contract type / duration : Temporary, Specified Purpose contract 0.8FTE (Maternity Leave) Closing date for applications : 5th of October 2025 RCSI is a community of academic, research, clinical and professional staff working collaboratively to lead the world to better health. Here, you will thrive in an innovative and inclusive atmosphere and your personal development and wellbeing will be supported. We invite you to join us to help deliver on our exciting mission "To educate, nurture and discover for the benefit of human health". For each of the last six years, RCSI has been positioned in the Top 300 of universities worldwide in the Times Higher World University Rankings. We are proud that RCSI ranks first in the world for "Good Health and Well-being" in the Times Higher Education #SDG #SDG Impact Rankings 2025. This reflects our commitment to supporting people of all ages to live healthy lives and our work to promote the concepts of well-being and positive health. Our values of Respect, Collaboration, Scholarship and Innovation continue to unite and direct our purpose. Innovating for a Healthier Future 2023-2027 is RCSI's new five-year strategic plan. Through it, RCSI will enhance human health by meeting the health workforce needs of society, creating the insights and inventions that drive health improvements, and working in partnership with patients and the public in support of better health and well-being for all. The strategy unites the RCSI community in supporting the UN Sustainable Development Goals -with a particular focus on Goal 3, which targets good health and well-being. More details about RCSI can be ; in particular. RCSI is a community of academic, research, clinical and professional staff working collaboratively to lead the world to better health. Here, you will thrive in an innovative and inclusive atmosphere and your personal development and wellbeing will be supported. We invite you to join us to help deliver on our exciting mission "To educate, nurture and discover for the benefit of human health". We seek candidates whose experience to date has prepared them to contribute to our commitment to the "Race Equality Action Plan 2025-2029" at RCSI. Our students come from all walks of life and so do we. We hire great people from a wide variety of backgrounds. This makes our university stronger and ensures we hire the best talent. About the post : This is an excellent opportunity for an ambitious individual to join an evolving and expanding team in a fast-paced, dynamic organisation. The successful candidate will work within the Operations Team, providing student centered support services to the School of Medicine. The post would suit an enthusiastic and self-motivated administrator who is experienced in operational delivery and is seeking to commence or further their career in the education sector. The ability to work independently, managing a busy workload with competing priorities to tight deadlines is essential, as is attention to detail and accuracy. They must have a highly professional approach to work with a willingness to work as part of a team that offers support to colleagues across the institution and possess excellent organisational and communication skills. To provide effective, efficient, and professional services it is expected that the successful candidate be flexible in terms of hours of work and will maintain confidentiality, diplomacy, and tact regarding internal and external relations. Job Responsibilities This key role, supports the seamless delivery of a series of programmes such as the Student Choice Module (Year 1 and Year 2) and Personal Tutor programme (Year 1 - Year 5) within the School of Medicine. As a member of the Operations team, you are expected to contribute to processing incoming General Student Queries; In-Place software Management; Scheduling of Teaching and Learning Activities including timetabling and Ad Hoc Support to the wider Operations and Exams and Team at critical points. A key part of this role, in conjunction with the Head of Operations is to maintain a positive, strong working relationships with the relative Academic Leadership Team, module leads and programme contributors to deliver a seamless student journey. Operational Delivery Specifically, the main purpose of this role is to provide high quality, end to end administrative support for the below programmes in the School of Medicine : Student Choice Module (Year 1 and Year 2) Personal Tutor Programme (Year 1 to Year 5) Provide high-level professional administrative support to academic staff and students. To answer as allocated, student queries related to the programmes this role supports. To provide scheduling administration for your associated programmes, including room bookings across RCSI campuses. To coordinate, manage and schedule calendar invitations for Tutors and Tutees for the Personal Tutor programme, across all years, including student attendance recording. Meticulous management of assessment data, ensuring close attention to detail and accuracy of data. To support the regular updating of Moodle pages for your assigned programmes. Management of In-Place software, for the communication and student selection of Student Choice Topics and allocations. Completion of the Annual Mandatory Staff courses & Training in Technology systems as required. To participate in scheduled User Acceptance Testing (UAT) of core technology systems as required. Quality Improvement Contributing to the annual review of SOPs (standard operating procedures) and supporting documentation. To contribute to regular status update reports for the assigned programmes, including giving presentations / updates at curriculum meetings. To deal with enquiries from Academic Staff in respect of programme management To maintain accurate records and archives for assigned programmes / years. To engage and contribute in annual Technology systems training as required. Knowledge & Experience - (Essential) : Excellent IT skills including proficiency with Microsoft Office, including Excel Excellent relationship building and interpersonal skills. Strong communication and presentation skills. Excellent organisational skills with a high level of accuracy and attention to detail. High degree of independence, flexibility, initiative, and commitment Proven record of accomplishment of managing tasks and time. Adapt positively to change and respond effectively to changing needs and circumstances. Proven record of accomplishment of solving every-day academic and student issues by quickly identifying possible corrective measures and recommending or selecting the best solution. Flexibility to work irregular hours on occasion as required. A background in working with data / databases is advantage 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. Application Process Please apply online through the RCSI careers portal on the closing date with your CV and cover letter. Informal Enquiries : Informal enquiries are invited in the first instance through Clarissa Disconzi, Recruitment Partner, Human Resources Department at mailto : . All applications for this post must be made through the career's webpage Please note we do not accept CVs directly.