GP Training Scheme Administrator
4 weeks ago
Job Title: Scheme Administrator
Scheme: North Dublin city
Reporting to: Scheme Director and Manager of GP Training Unit
Base: Dublin city/ Hybrid Working
Contract type: Fixed term / Full time for 6 months (maternity leave cover)
Closing Date: 5pm on Monday 2nd September 2024
About The Irish College of GP's
The Irish College of GP's (the College) is the postgraduate medical training body (PGTB) responsible for postgraduate education, training and research in the medical specialty of General Practice. The College has a national advisory role in relation to medical standards and engages with the Medical Council, Department of Health and Children, the Health Service Executive and the Health Information & Quality Authority among others. As a membership organisation, the Irish College of GP's is responsible for providing and supporting the continuous professional development for general practitioners, numbering over 4,000.
The ICGP is an equal opportunities employer. We are committed to ensuring that all job applicants and employees receive equal treatment regardless of gender, civil status, family status, sexual orientation, religion, age, disability, race, membership of the Traveller community, or any other protected characteristic under Irish equality legislation.
Please email hr@icgp.ie to discuss any reasonable accommodations required to enable you to participate in the job application and interview process.
About GP Training
The College is undergoing a period of significant growth in line with Irish health workforce demands. Consequently, the total number of doctors in GP training is growing significantly.
Job Purpose
This role holder will work with the Scheme Director, Assistant Scheme Directors, GP trainees and other stakeholders to provide comprehensive administrative support. The ideal candidate will be an accomplished multitasker who will be responsible for providing professional and efficient support to assist GP trainees and colleagues in the Scheme.
Key Result Areas
- Work closely with the Scheme Director and Assistant Scheme Directors to provide administrative support.
- Utilise learning technologies (Moodle Education platform) to track GP trainees education activities, monitoring progress and following up with trainees on any missed activities.
- Ensure all data (including the eportfolio platform and registration data) is being maintained and recorded in compliance with GDPR legislation. Ensure data requests from NDTP/HSE/Medical Council/Irish College of GP's & Forum of Post Graduate Training Bodies are followed up in a timely manner.
- Support management and collaborate with other schemes and colleagues to help develop and implement national initiatives.
- In consultation with the Schemes Director, collate data on trainees and prepare reports on activities on a weekly/ monthly basis.
- Support the Scheme Director with budgetary functions such as purchasing, cost controls, invoice tracking, preparation of budget and analysis of expenditure.
- Liaise with trainees, GP Trainers and Primary Care unit on all types of leave (e.g. annual leave, statutory and educational leave) and maintain records of all leave.
- Support the Scheme Director in the management of trainee grievance and complaints issues, maintaining records and following up on any actions required.
- Liaise with and support the GP training function in coordinating all aspects of the recruitment process for Trainees and Trainers. Organise GP Trainer workshops, GP trainee graduations and other events, working with relevant parties to ensure the efficient running of such events.
- Liaise with the Regional Coordinator and Regional Director on a regular basis on all aspects of the training scheme.
- Organise meetings, take minutes and follow up on action items
- Support the central administration of the National Programme of GP Training and provide administrative support on national projects.
- Provide any other administrative support as required as part of this role.
- Liaise with the HSE and perform other administrative duties as assigned by the HSE as part of this role (e.g. payroll queries, HR matters, invoicing and coordination of trainer and trainee grants)
Person Specification
The ideal candidate will have the following knowledge, skills, expertise, and competencies:
Qualifications & experience
- A relevant third level qualification in business administration, management, or a related field.
- A minimum of 3 years relevant work experience.
Technical competencies
- Excellent ICT skills with initiative to maximise technology to increase efficiencies.
- Must be highly competent in all MS packages, especially Word and Excel.
Behavioural competencies
- Strong organisational and time-management skills, with the ability to handle multiple tasks and prioritise effectively in a dynamic environment.
- Proven analytical and problem-solving skills,
- Excellent written and verbal communication skills (must have fluent English) and the ability to collaborate effectively with team members.
- Strong attention to detail, with the ability to ensure accuracy and quality in the systems administration process.
- Competent, conscientious, and motivated, with a methodical approach to work.
- Must be at ease working with people from a wide range of cultures.
- Must enjoy working in a high energy fast paced environment and have the ability to meet tight deadlines.
- Must be adaptable and flexible with the ability to learn new skills and ways of working quickly.
Key benefits of working at ICGP include:
- An inclusive working environment where wellbeing, diversity and equality are actively promoted. We were recently awarded a Bronze accreditation from Investors in Diversity and are working towards our Silver Award.
- Flexible & hybrid working.
- Competitive salary.
- Generous annual leave.
- Learning and development opportunities including support towards ongoing professional development.
- Access to Employee Assistance Programme including for close family members.
- Cycle to Work scheme.
Please note that communication in respect of this position will come from our recruitment platform Occupop so please review spam folders and settings to ensure that emails from Occupop will be delivered to your email address.
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