Operations Coordinator

Overview

Join to apply for the Operations Coordinator role at Royal College of Surgeons in Ireland (RCSI).

Location: RCSI, ERC, Smurfit Building, Beaumont Hospital

School: Department of Clinical Microbiology

Contract type/duration: Permanent, Full-time

Closing date for applications: 5th September 2025

Start Date: October/November 2025

About the Post

As Operations Support, your primary role will be to provide comprehensive administrative assistance to the Head of Department, while actively contributing to the planning, coordination, and delivery of teaching and research activities. This position is ideal for an enthusiastic and self-motivated administrator with a strong background in operational support and service delivery.

The successful candidate will demonstrate a high level of professionalism, a collaborative mindset, and the ability to work effectively as part of a dynamic team supporting colleagues across the institution. Exceptional organisational and communication skills are essential. Flexibility in working hours, along with the ability to handle confidential matters with discretion and diplomacy, is expected to ensure the delivery of efficient, high-quality support services.

Key Responsibilities

• Provide comprehensive administrative support to the Head of Department, including diary and email management, travel coordination, presentation preparation, and assistance with conference logistics.
  
• Deliver end-to-end administrative support to the Department of Clinical Microbiology, including processing financial transactions such as supplier setup, purchasing, invoicing, and expense management using Agresso.
  
• Support the Teaching Team in the coordination and administration of teaching delivery across the undergraduate curriculum. Responsibilities include organizing and compiling assessments, assisting Year 2 and Module Leads with blueprints, tracking and disseminating deadlines, uploading assessments for Bahrain, and inputting MCQs. (Training in RISR software required.)
  
• Assist with the integration of Clinical Microbiology teaching across all five years of the curriculum, with a focus on preparing materials for Year 3.
  
• Coordinate onboarding and support for new and existing staff and students (e.g. postdocs, PhD, MSc, and MD students), including setup of RCSI IDs, workstations, laptops, and annual lecturer transitions. This also includes processing honorary lecturer access.
  
• Provide administrative support to researchers and research activities, including maintaining RIMS profiles, updating the online research repository, and supporting grant setup, contracts, and budgeting processes.
  
• Support the organization and administration of departmental, strategic, and teaching meetings, including minute-taking, tracking actions, and compiling the department's annual report for RCSI.
  
• Serve as a liaison between the department and internal university support services to facilitate smooth operations.
  
• Submit and monitor IT support tickets for staff and equipment.
  
• Assist in developing and maintaining departmental website content and social media platforms.
  
• Procure teaching and research materials and equipment as required.
  
• Ensure prompt, professional, and courteous handling of incoming queries.
  
• Arrange venues and catering for departmental meetings, teaching sessions, and events.
  
• Monitor and manage departmental and research budgets effectively.
  
• Participate in training and professional development programs as needed.
  

Key Competencies and Requirements

• Outstanding organisational and administrative abilities, with a keen eye for detail and a high level of accuracy.
  
• Proven experience in providing high-quality administrative and/or secretarial support at management level.
  
• Strong ability to work independently, using initiative, as well as collaboratively within a team environment.
  
• Excellent task and time management skills, with a demonstrated ability to plan, prioritise, and deliver work to meet deadlines and achieve objectives.
  
• Advanced IT proficiency, particularly in Microsoft Office applications including Word, Excel, PowerPoint, Teams, OneDrive, and SharePoint.
  
• A proactive, solution-focused approach with a 'can-do' attitude and a strong commitment to team success and continuous improvement.
  
• Self-motivated with the ability to identify challenges and implement effective solutions.
  
• Demonstrates discretion and sensitivity in handling confidential information.
  
• Quick to learn and responsive to evolving needs and priorities; takes initiative in contributing ideas and improvements.
  
• Receptive to guidance and direction, with a strong ability to deliver results under pressure and meet deadlines.
  

Seniority level

Seniority level: Entry level

Employment type

Employment type: Full-time

Job function

Job function: Administrative

Industries

Industries: Higher Education

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