Operations Co-ordinator

2 weeks ago

Dublin, Dublin City, Ireland RCSI Full time


Job Title:
Operations Co-ordinator

Department: Irish Institute of Pharmacy

Reporting to: Operations Manager or nominee

Tenure: Full time - Maternity Leave
Location: St Stephens Green, Dublin 2 – this is a hybrid role

The Irish Institute of Pharmacy (IIOP) is situated within RCSI. Established by the Pharmacy Regulator, the IIOP manages and develops an innovative continuing professional development (CPD) system for the pharmacy profession in Ireland. The institute is responsible for overseeing, recognizing, and accrediting all professional development activities. We are in search of a highly motivated individual to fill the role of Operations Co-ordinator within the IIOP, providing essential support for the day-to-day operations. This is a fantastic opportunity to be part of a small, dynamic team that strongly emphasizes support and development for all team members. The successful candidate should be flexible, maintain confidentiality, and demonstrate diplomacy and tact in all internal and external interactions.

Key Responsibilities:
  • Providing comprehensive administrative support to the Institute, including general office administration and maintenance
  • Supporting IIOP projects and processes from start to finish
  • Ensuring timely delivery of project milestones
  • Addressing pharmacist queries via the helpdesk
  • Updating and managing the relevant IIOP databases
  • Building and sustaining strong internal and external relationships
  • Other duties as assigned by the Executive Director
  • Acting as the primary contact point for member-related issues
  • Handling member queries promptly and accurately, meeting service level agreements
  • Managing and maintaining members' records
  • Administering the Institute's Finance system, including processing invoices and payroll tasks
  • Providing administrative support for IIOP courses, managing course materials, participant queries, and updates
  • Coordinating meetings and events, including venue bookings, catering arrangements, and travel logistics
  • Attending meetings, preparing agendas, taking minutes, and following up on action items
  • Organizing travel arrangements for stakeholders as needed
  • Ordering office supplies and equipment as required
  • Liaising with internal departments for various administrative tasks
  • Representing the Institute professionally at all times

Person Specification:
  • Strong organizational and administrative skills
  • Ability to work effectively in a team environment
  • Effective time management and multitasking abilities
  • Handling confidential information with discretion
  • Focus on delivering results and prioritizing objectives
  • Initiative-driven approach
  • Effective communication tailored to the audience and situation
  • Meeting deadlines and following directions
  • Working efficiently and with attention to detail
  • Outstanding customer service capabilities
  • Proficiency in computer skills: Word, Excel, and Outlook

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