Job Title: Operations Coordinator Reporting To: Head of Department 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 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. We invite you to join us to help deliver on our exciting mission "To educate, nurture and discover for the benefit of human health". For each of the last six years, RCSI has been positioned in the Top 300 of universities worldwide in the Times Higher World University Rankings. We are proud that RCSI ranks fifth in the world for "Good Health and Well- being" in the Times Higher Education #SDG #SDG Impact Rankings 2024. This reflects our commitment to supporting people of all ages to live healthy lives and our work to promote the concepts of well-being and positive health. Our values of Respect, Collaboration, Scholarship and Innovation continue to unite and direct our purpose. Innovating for a Healthier Future 2023-2027 is RCSI's new five-year strategic plan. Through it, RCSI will enhance human health by meeting the health workforce needs of society, creating the insights and inventions that drive health improvements, and working in partnership with patients and the public in support of better health and well-being for all. The strategy unites the RCSI community in supporting the UN Sustainable Development Goals - with a particular focus on Goal 3, which targets good health and well-being. More details about RCSI can be ; in particular. 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. We invite you to join us to help deliver on our exciting mission "To educate, nurture and discover for the benefit of human health". We seek candidates whose experience to datehas prepared them to contribute to our commitment to the "Race Equality Action Plan 2025-2029" at RCSI. Ourstudents come from all walks of life and so do we. We hire great people from a wide variety of backgrounds. This makes our university stronger and ensures we hire the best talent. 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, Ph D, 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 (Essential): 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, Power Point, Teams, One Drive, and Share Point. 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 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'd love to hear from you. Application Process Please apply online through the RCSI careers portal on the closing date with your CV and cover letter. Informal Enquiries Informal enquiries are invited in the first instance through Rebecca O'Brien, Human Resources Department at. All applications for this post must be made through the career's webpage Rebecca can arrange for relevant queries on the academic aspects of the role to be addressed by the hiring manager. Please note we do not accept CVs directly. Employee Benefits At RCSI, we help care for our people so they can focus on our mission to Educate, nurture and discover for the benefit of human health. RCSI truly goes above and beyond to support its employees, ensuring they have everything they need to thrive both personally and professionally. Here's a glimpse of the fantastic benefit available: Health and Wellbeing: Our Inspire Programme promotes the importance of taking care of both our general health and mental health. Inspire manages the Employee Assistance Programme (EAP) offered through Spectrum Life. Past events held by Inspire have included, workshops on mindfulness practices, yoga, nutritional advice, financial advice on mortgages, pensions & health insurance from leading experts, fitness challenges, baking competitions, weight loss programmes, annual flu vaccination campaign and many more. You can also enjoy access to an onsite gym for just €10 per month. Work -Life Balance: Maintaining a healthy work-life balance is crucial for fostering employee well-being, productivity, and overall satisfaction. At RCSI, we offer flexible working arrangements, study leave, and career breaks. In addition to 20 days of annual leave, employees receive an extra 6.5 days of university privilege days, which occur annually around the Christmas and Easter breaks. Family Benefits: RCSI offers enhanced family leave to our working parents with fully paid Maternity, Adoptive, Paternity and Surrogacy Leave. We also offer the first two weeks of Parents leave fully paid for, as well as the option to take Parental Leave until your child is 18 years old. We provide access to Platform 55, a new Parents Platform to support staff before, during, and after becoming a parent. We also offer flexible working, discounted Giraffe crche services of up to 20% and a Parents and Carers' Network. Financial Security: Benefit from automatic enrolment in a pension scheme with Willis Towers Watson with the employer contributions increasing with your length of service, Death in Service of up to 4 times your salary, long-term illness and disability income replacement, and free advice on health, motor, and home insurance. Discounted Services: Avail of discounted GP services, Taxsaver commuter tickets, the Biketo Work scheme, free eye tests at the National Optometry Centre, and discounted parking at St. Stephen's Green/RCSI car park. Recognition: At RCSI, we value and recognise the contributions of our staff through various awards and events, such as Long Service recognition, the Vice Chancellor Staff Awards, and through Research Day. Professional Growth: RCSI's Staff Learning and Development is committed to providing colleagues with opportunities and support to help them reach their full potential and thrive at work. Offerings include a comprehensive programme of staff training, management and leadership development, mentoring, coaching and funding support for further study. Staff Networks: Additionally, we support a range of staff networks, including the Women's Network, Postdoctoral Staff Network, Parents & Carers' Network, Project Manager's Network, LGBTI+ Network, Age Friendly Network etc. These networks help RCSI to foster a sense of community and inclusivity. Sports and Social Club: Engage in a variety of activities such as Yoga, Pilates and a variety of different Fitness classes. Enjoy social evenings, Book Clubs, Summer BBQs and one-off events like the Taste of Dublin, Bloom, Dublin Horse Show and Dublin Zoo. We also have a variety of discount tickets for shows and events through the year.