Royal College of Surgeons in Ireland

Royal College of Surgeons in Ireland

Programme Administrator - Operations



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

Job Title: Operations - 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: TBC

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 a Bachelor of Dental Surgery programme, which will welcome the first cohort of students in September 2025. Following the launch of the programme, the successful candidate will transition across to the RCSI operations 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 – the primary focus for this phase of the appointment is to support the delivery of the new undergraduate Dentistry programme as follows:

  • Work with key internal stakeholders and our external curriculum partner(s) to prepare and implement the operational structures required to successfully deliver the new undergraduate Dentistry programme, in line with institutional governance structures, policies and procedures.
  • Integrate into the implementation team, foster good working relationships and interface in a courteous manner with implementation team members, internal and external stakeholders.
  • Establish a detailed understanding of the new undergraduate Dentistry programme business case, objectives and timelines.
  • Establish a detailed understanding of RCSI institutional operations: Governance Structures; Policies and Procedures.
  • Work and support key stakeholders as part of the technology workstream, who are tasked with the design, setup, and deployment of the technology platform. This will involve:
  • Participating in requirements development and detailed design workshops.
  • Participating in review and sign-off of design documents.
  • Support User Acceptance Test (UAT) activities resulting in constructive feedback, sign-off and/or acceptance of components of the technology platform.
  • Prepare Standard Operating Procedures (SOPs).
  • Prepare teaching and assessment schedules, and the publication of schedules to staff and students.
  • Support the drafting and maintenance of key programme instruments (e.g. Design
  • Specifications; SOPs; Workstream Plans; Progress Updates; Training Guides etc.), and update and maintain the programme document repository (Microsoft SharePoint).
  • Support meeting management by capturing accurate meeting minutes, actions and communicating with all key stakeholders.
  • Operational Delivery

  • Work closely with the wider team to prepare and implement the operational structures required to enable the School of Dentistry.
  • Provide high-level professional administrative support to relevant academic staff; other professional services staff and students.
  • Work with and support the operations administration requirements across both the School and Dental Education Facilities (DEFs). This will require collaboration across operational staff, clinical staff, vendors, and students.
  • Support the student cohort as follows:
  • Student induction and orientation.
  • Managing student queries related to Teaching, Learning and Clinical Rotations.
  • Supporting student communications (e.g. highlighting annual Student Mandatory Courses).
  • Preparing student scheduling (academic and clinical schedules)
  • Managing reasonable accommodations in conjunction with the Learning Support Service.
  • Where applicable, managing specific student academic activities.
  • Supporting student feedback.
  • Provide schedule administration, including the arrangement of room bookings across RCSI sites, and/or coordinating (in liaison with other stakeholders) any specific resource required for teaching activities.
  • Support the Academic programme governance structures, which includes:
  • Managing diary invitations and minute taking for programme and cycle meetings.
  • Generating and collating meeting agendas and supportive collateral (reports; minutes; other).
  • Booking rooms and general meeting facilitation where required.
  • Provide administration support for the Personal Tutor Programme (PTP), this would include:
  • Liaising with students and Personal Tutors.
  • Developing PTP schedules.
  • Monitoring and tracking attendance.
  • Prior to each academic year, support the initialisation and setup of key systems such as: Moodle; Akari etc.
  • Quality Improvement

  • Contribute to the annual review of SOPs and supporting documentation.
  • Contribute to regular status update reports (programme; year).
  • Contribute to the annual review and compilation of Marks and Standards.
  • Where applicable engage in annual mandatory training (Soft skills; Technology; Regulatory; GDPR etc.).
  • Knowledge and Experience (Essential):

  • Excellent organisational skills with a high level of accuracy and attention to detail.
  • 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 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.
  • It would be helpful if the successful candidate has experience of higher education administration but is it not essential that the successful candidate will have experience in dental education.

    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 (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 - Operations


    Royal College of Surgeons in Ireland




    May 10, 2024

    Application deadline

    May 23, 2024

    Job type