JOB DESCRIPTION
Job Title: Programme Coordinator – Medical Education
Department: Education Professional Competence
Reporting to: Head of Centre for Education Professional Competence
Base: 15 Hogan Place, Dublin 2, D02 DK23 / Hybrid
Hours per week: 35 hours per week with occasional out-of-hours work inc Saturdays.
Contract type: Full time / Permanent
Application deadline: 12pm on Monday 12th January
About the Irish College of GPs
The Irish College of GPs is the professional body for general practice in Ireland. Please visit our website for more information: Irish College of GPs
The Irish College of GP's 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. We are committed to making reasonable accommodations to enable applicants to participate in the job application and interview process.
Please email to confidently discuss any accommodations required.
Job Purpose
The Centre for Education and Professional Competence provides a diverse range of continuing education for members (GPs) and other stakeholders. This role will support the coordination and delivery of these educational activities including communicating with Course Directors, subject matter experts and participants.
The Coordinator is an accomplished multitasker responsible for providing professional, efficient, and technical administrative support for the smooth running of online, blended and in-person education programmes and projects. The Coordinator is flexible, technically competent in a diverse range of IT systems including Zoom and Learning Management System (Moodle) and capable of dealing with and managing change effectively. The Coordinator has strong interpersonal skills for effective communication with members, course directors and other stakeholders.
Key Result Areas (KRAs)
* Co-ordinate the delivery of College education programmes and projects providing end-to-end administrative support.
* Liaise with and facilitate content preparation by subject matter experts including managing recording, editing videos to College standards.
* Prepare and upload education content including videos, assessment questions and evaluations to the virtual learning platform (Moodle) including usability testing and resolution of queries to ensure a seamless user experience for access by specific cohorts of course participants.
* Provide the full suite of administrative and IT support to all stakeholders before, during and after in person and online events for large audiences (up to 1500 GPs and Practice Nurses).
* Liaise with and support GP Course Directors in key deliverables for their programmes including engaging with preferred suppliers for externally provided services.
* Coordinate and support committee meetings including agenda management, minute taking, tracking actions and working with Chairs/Members of College Committees to complete prioritised objectives.
* Source, analyse and use data from a range of systems to prepare reports on education development and delivery which inform relevant planning and strategy, adhering to GDPR and related policies
* Draft education content for website, notifications and social media updates and liaise with colleagues to include same in overall college communications plan.
* Monitor education information on the College website and other channels to ensure content remains up to date.
* Identify gaps in Standard Operating Procedures, develop and update same.
* Proactively participate in Performance Management (Job Chats) process and contribute to team dynamics and ongoing professional development.
* Keep up to date with online learning tools, software and practices.
* Respond to helpdesk queries via phone and email correspondence, providing timely updates, investigating and escalating issues when necessary, and ensuring all queries are tracked and resolved within agreed service level agreements, while maintaining a high level of stakeholder satisfaction.
* To perform other duties across other parts of the organisation as required/requested by the Senior Leadership Team.
Person Specification
Qualifications experience
* Educated to degree level 8 or equivalent in a relevant subject
* Minimum of 3 years' experience in a similar role in an education organisation
* Excellent organisational skills and high level of accuracy with attention to detail
* Project management skills or experience would be an advantage
Technical Competencies
* Advanced user of software including full MS Office suite and able to operate efficiently across multiple information systems
* Must have operational skills in virtual meeting tools e.g., Zoom webinar, MS Teams
* Proficient in managing participant records according to GDPR requirements
* Experience in managing courses or events is essential, preferably blended format for courses
* Experience in virtual learning platform such as Moodle would be an advantage
* Experience in video editing would be an advantage
Behavioral competencies
* Must be at ease in a role requiring attention to detail and compliance with all relevant protocols
* Must enjoy building / maintaining strong relationships to support College education programmes
* Ability to learn new systems and technologies, ensuring self-sufficiency in adapting to emerging tools and platforms
* Must enjoy working in a fast-paced environment, meeting tight deadlines and be flexible
* Strong writing skills with experience in drafting reports for diverse audiences, presentations, collaborative documents, committee minutes
* Strong communication skills and interpersonal skills combined with sound judgement to facilitate working with a diverse range of stakeholders
* Proven organisation capability and high levels of personal effectiveness with ability to handle a varied workload to meet deadlines while ensuring accuracy and attention to detail
* Self-starter with high motivation and ability to work flexibly on own initiative and as part of a team to achieve goals within agreed timeframes.
Key benefits of working at the Irish College of GPs include:
* An inclusive working environment where wellbeing, diversity and equity are actively promoted. We were recently awarded the Silver accreditation from Irish Centre for Diversity.
* Flexible hybrid working
* Competitive salary.
* Generous annual leave.
* Learning and development opportunities
* Access to Employee Assistance Programme including for close family members.