Royal College of Surgeons in Ireland

Royal College of Surgeons in Ireland

Programme Administrator - Assessment



Post Date : 09-May-2024 Close Date : 23-May-2024

Job Title: Assessment - Programme Administrator

Department: School of Dentistry

Tenure: Fixed Term (Full Time)

Location: RCSI St Stephen's Green, Dublin

Reporting To: Senior Programme Manager or Nominee

Closing Date: 5pm, 23rd May 2024

Interviews: early/mid-June 2024

Royal College of Surgeons Ireland (RCSI):

RCSI has been at the forefront of educating healthcare professionals since 1784 when it was founded as the national training and professional body for surgery. Today, RCSI is Ireland's only focused health sciences university, with Ireland's largest medical school and one of the leading health sciences institutions in the world.

Based in Dublin, with students from over 80 countries and four overseas campuses, RCSI has a global reach with alumni in 94 countries. For the last six consecutive years, RCSI has been in the Top 250 of universities worldwide and was ranked in June 2023 as number one in the world by the Times Higher Education (THE) for their contributions to the United Nations' Sustainable Development Goal Number 3 ‘Good Health and Well-being', reflecting RCSI's commitment to supporting people of all ages to live healthy lives by promoting well-being and positive health.

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, in line with RCSI's exciting mission “To educate, nurture and discover for the benefit of human health.”

RCSI and Dentistry:

RCSI has a strong heritage in dental education and training. As the second oldest dental school in Europe, it delivered an undergraduate dentistry programme between 1878-1977 (LDS, RCSI).

The Faculty of Dentistry RCSI was founded in 1963. It provides education, accreditation of programmes and quality assurance through examination of postgraduate dental professionals. The Faculty is an international centre of excellence for assessment/examination in postgraduate dentistry, attracting candidates from over 40 countries.

RCSI is now re-establishing its undergraduate dentistry training programme.

Commencing in September 2025, RCSI will offer a new undergraduate NFQ Level 8 Dentistry programme leading to the award of Bachelor of Dental Surgery (BDS, Hons.). This programme will be delivered according to the well-established community-based model of dental education and training. Work is under way developing the programme with a highly regarded curriculum selected, facilities to support the delivery of the programme identified and currently being provisioned. The next and critical part of this programme is to identify experienced and motivated staff to join RCSI to help deliver this exciting initiative.

School of Dentistry – Programme Implementation:

RCSI is seeking to recruit a candidate with a background in academic assessment administration. This person will initially form part of the School of Dentistry implementation team. The implementation team is under the leadership of Professor Albert Leung (Chair and Foundation Head of School of Dentistry). The primary focus of this team is to setup and mobilise the new programme, which is scheduled to welcome the first cohort of students in September 2025. Following the launch of the School of Dentistry undergraduate programme, the successful candidate will transition across to the RCSI administration team to support the School of Dentistry undergraduate programme across all day-to-day operations.

The following is an overview of some of the key responsibilities that the successful candidate will be expected to take ownership of:

Project implementation

  • Work with key internal stakeholders and our external curriculum partner to prepare and implement the operational structures required to successfully deliver the agreed assessment strategy of the Dentistry programme.
  • Develop a detailed understanding of the following components of the new programme:
  • Programme of Assessment and the key components.
  • Implementation programme objectives and timelines for the programme of assessment.
  • Design, develop and document standard operating procedures (SOPs) to support the delivery of the programme of assessment, in line with the School of Dentistry assessment strategy and broader RCSI institutional guidelines and policies.
  • Support the development, set-up, and population of the School of Dentistry undergraduate programme question bank.
  • Support User Acceptance Test (UAT) activities that may be required as part of any technology work streams that support the programme.
  • Support the development of assessment schedules, and the publication of schedules to staff and students.
  • Work with the programme implementation team to interface with: Students; Staff; Public; External stakeholders in relation to assessment queries in a timely, courteous manner.
  • Work closely with peers to support the implementation and delivery of the School's programme of assessment.
  • Examinations

  • Work closely with the head of examinations & assessment to support the preparation and implementation of assessment operations for the School of Dentistry.
  • Support all assessment formats contained within assigned programmes.
  • Scheduling of assessments to maximize use of applicable RCSI spaces.
  • Engaging with the relevant stakeholder on Invigilator, SIM Patient, and actor booking for clinical exams as required.
  • Support assessment deployment to ensure that assessment material conforms to requisite regulations, has been approved by the academic team, and that all amendments have been checked and recorded.
  • To support assessment preparation arrangements including the distribution of examination timetables to students and the setting up of examination venues, including the generation and distribution of schedules, room layouts, and student facing communications.
  • To contribute to exam day tasks as assigned.
  • To ensure that all day-of-exam queries are professionally and appropriately managed.
  • To ensure that all post-exam day checks are completed so that academic grading can commence.
  • To contribute to the student result generation, communication, and management process.
  • Exam day application of reasonable accommodations in conjunction with Learning Support Services.
  • To monitor student progress during live exam sessions and provide timely support and reassurance to students experiencing technical difficulties in a high-pressure situation.
  • To process and maintain assessment related attendance registers, invigilator, and significant event reports.
  • Examination/Progression Boards

  • To contribute to result preparation and collation for examination/progression boards.
  • To contribute to the review and cross-checking of all results data.
  • To schedule and communicate board dates to key stakeholders.
  • To record comprehensive minutes noting examination/progression board output.
  • To contribute to the publication of final results by leveraging appropriate technology where applicable.
  • Managing failed students, including discontinuations for assigned programmes/years.
  • Transcript generation and Sponsor Letter generation for assigned programmes/years.
  • Assessment preparation and exam-day support for School of Dentistry examinations.
  • Quality Improvement

  • Contribute to the annual review of SOPs and supporting documentation.
  • To feed into the annual review and compilation of the programme's Marks and Standards reference document.
  • To deal with enquiries from Academic staff, External Examiners and Registry staff in respect of assessment outcomes.
  • To gather and upload samples of assessment types for External Examiner review in a clear and timely manner.
  • To support the compilation of annual statistical reporting on assessment and progression.
  • To maintain accurate records and archives in relation to student assessment.
  • To engage in annual systems training.
  • Performing such other duties as may be required from time to time.

    Knowledge and Experience (Essential):

  • Highly proficient in working with Microsoft Excel.
  • Highly proficient in the use of IT systems and be demonstrably comfortable working with technology to produce reports and organise data.
  • Excellent relationship building and interpersonal skills to maximise individual and team effectiveness.
  • An ability to handle confidential information with discretion and appropriate sensitivity.
  • Manages tasks and time and establishes courses of action to achieve strict project objectives and deadlines.
  • An ability to work at pace in a complex environment and flexibility to work irregular hours on occasion.
  • Excellent organisational skills with a high level of accuracy and attention to detail.
  • Excellent written, presentation and oral communication skills.
  • High degree of independence, flexibility, initiative, and commitment.
  • Adapt positively to change and respond effectively to changing needs and circumstances.
  • Proven record of accomplishment in resolving routine academic and student issues by quickly identifying corrective measures and recommending or selecting the best solution.
  • A background that involves working with large datasets/databases would be advantageous.
  • Experience working in third-level academic administration would be advantageous, experience in assessment administration would be particularly helpful. It is not expected that the successful candidate will have dentistry related experience.
  • 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 would love to hear from you.

    The Process:

    The following process is anticipated to identify the best candidate for this role:

  • Shortlisting of candidates.
  • Shortlisted candidates invited to interview.
  • Employee Benefits

    RCSI will seek to ensure that you have the resources you need to thrive by offering a wide range of benefits in areas including; time away, finance, community, health, and well-being and insuring your financial future. Below are some additional benefits available to you as an RCSI employee:

  • Minimum of 20 days annual leave, plus an additional 6.5 Privilege days.
  • Flexible/hybrid working options for colleagues across many roles.
  • Additional leave options incl. paid maternity leave, paternity/parental leave, study leave.
  • 7% Employer pension contribution.
  • Onsite gym €10 per/mth incl. classes and PT sessions.
  • Childcare support 20% discount at Giraffe.
  • Free eye test and annual flu vaccination.
  • TaxSaver commuter tickets and Bike to Work schemes.
  • A site sustainability team focusing on the environmental initiatives; Green Campus Initiative'.
  • Competitively priced café and restaurant.
  • Equality, Diversity & Inclusion forums, and network groups.
  • Employee assistance programme with Spectrum Life.
  • Learning and Development training programmes incl. LinkedIn Learning for career progression.
  • Discounted services incl. GP visits, 10% off dental, staff parking, mobile tariffs, Group Scheme discount on numerous brands.
  • Sports and social club incl. yoga, Pilates, fitness classes, Zumba, running club, social evenings, Summer BBQ.
  • Ticket Draws for events including Rugby; Taste of Dublin; Dublin Horse Show; Theatre; Music & Comedy events.
  • Informal Enquiries

    Informal enquiries are invited in the first instance through Ailís Leonard, Human Resources Department by email: [email protected]. Ailís can arrange for relevant queries on the aspects of the role to be addressed by the hiring manager.

    All applications for this post must be made through the career's webpage www. rcsi/careers

    Job details


    Programme Administrator - Assessment


    Royal College of Surgeons in Ireland




    May 10, 2024

    Application deadline

    May 23, 2024

    Job type