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Operations Co-ordinator

2 months ago

Dublin, Ireland RCSI Full time
Post Date : 23-May-2024Close Date : 13-Jun-2024 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 housed within RCSI. The IIOP was established by the Pharmacy Regulator to oversee the development and management of an innovative continuing professional development (CPD) system for the pharmacy profession in Ireland, with responsibility for oversight, recognition and accreditation of all professional development activities. We are looking for a highly motivated individual for the role of Operations Co-ordinator within the IIOP to support the day-to-day operations. This is an exciting opportunity to work within a small, dynamic team which has a strong focus of support and development for all team members. In order to provide effective and efficient services, it is expected that the successful candidate is flexible and maintains confidentiality, diplomacy and tact regarding internal and external relations. Key Responsibilities The following includes the key responsibilities of the post: • Providing end to end administrative support to the Institute including general office administration and maintenance• Providing end to end administrative support to IIOP projects and processes• Support project delivery by ensuring key deliverables are met within defined timescales• Respond to pharmacist support queries via the helpdesk, as required• Updating and maintaining the relevant IIOP databases• Develop & maintain strong internal relationships with internal and external stakeholders• Perform other tasks as assigned by the Executive Director, or nominee• Performing other such duties as may be required from time to time• Acting as the primary interface with members for general issues associated with the Institute• Ensuring member queries are handled accurately and in a timely manner, and that agreed service levels are achieved• Responding to queries and deal with these in a professional and courteous manner• Updating and maintaining members records• Administration of the Institute’s Finance system, duties which include, processing supplier invoices maintaining the purchase order system, payroll and transaction report review• Provide administrative assistance for the IIOP courses including creation and maintenance of course material on the learning management system, dealing with member queries regarding courses, issuing updates to course participants, liaising with course providers as required• Ensuring accuracy and consistency of all administrative processes• Assist in the preparation and coordination of meetings and events by liaising with relevant RCSI departments to book venues, arrange catering, and manage travel logistics, ensuring all necessary documents, reports, and presentations are organized and set up prior to each meeting• Attending meetings – drafting agendas, minute taking & follow up• Organising travel, sustenance, and accommodation for relevant stakeholders as required• Clerical duties that involve the ordering of equipment, office supplies and other inventories that are required• Liaising with internal departments – e.g. Estates, Porters & Security• Representing the best interests of the Institute at all times• Performing such other duties as may be required from time to time Person Specification The Operations Co-ordinator should be able to demonstrate the following:• Strong organisational and administrative skills• An ability to work effectively as part of a team• Effective management of time and ability to handle multiple tasks simultaneously• An ability to handle confidential information with discretion• An ability to focus on and produce results and prioritise objectives• An ability to use own initiative• An effective communication style appropriate to audience and situation• Ability to take direction and meet deadlines• An ability to work at pace• Meticulous attention to detail• Excellent customer service skills• Proficiency in computer skills; Word, Excel and Outlook

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