Programme Officer

Post Date : 16-Jan-2023 Close Date : 29-Jan-2023

Job Title: Postgraduate Research Programme Officer/ Progression and Awards

Reporting To: Quality and Operations Manager, School of Postgraduate Studies

Location: 123 St Stephen Green School: School of Post Graduate Studies

Contract type/duration: Specified Purpose Contract (Maternity Leave Cover)

Closing date for applications: Sunday 29th January

Interview date: Week of 6th February

About the School of Postgraduate Studies (SPGS):

The School of Postgraduate Studies was established in 2006 to support postgraduate researchers (PGRs) within RCSI. We offer level 9 and level 10 National Framework of Qualifications (NFQ) research opportunities and support PGRs to excel in their research and scholarly activity in the arena of basic biosciences, translational medicine, health sciences and health policies.

We aim to recruit, support and educate a world-class postgraduate community at RCSI and to train them for success through the delivery and management of a world class offering. In recent years, the volume of PGRs and research programmes offered by the SPGS has significantly expanded and a key strategic objective of the school is to continue to expand and grow our offerings and numbers of students supported.

At an operational level, the school has responsibility for every aspect of the student pathway from initial recruitment, registration, monitoring of progress, through to coordination of viva voce examinations and graduation. The purpose of this position is to support some key operational activities and help ensure the smooth running of the school in support of our students.

About the post:

The successful candidate will work as part of a small team under the direction of the School's Quality and Operations Manager. They will ideally have experience in an operational administration role in a third level institute, preferably a university and preferably with research students. Prior experience in a university setting is not essential if an applicant can demonstrate significant experience operating in a fast-paced operational support role where they displayed exceptional organisational and prioritisation skills, along with a self-motivated and self-starter attitude.

Job Responsibilities

Working under the day-to-day direction, guidance and supervision of the Quality and Operations Manager and Head of School to provide administrative assistance for the smooth running of the School of Postgraduate Studies (SPGS) and its programmes. This involves:

Administration

Responsibility for the day-to-day PGR programme administration and PGR student support.

Working effectively with colleagues across the university to deliver SPGS activities and processes during the academic cycle.

Managing the registration and academic progress of postgraduate research students.

Organising and supporting all logistical arrangements for viva voce examinations including submission of theses, establishing examination panels, travel arrangements and payments for external examiners.

Co-ordinating all progression documentation, including examiner and reviewer reports.

Managing queries that are sent to the postgraduate school inboxes; directing queries as appropriate, coordinating and delivering timely responses.

Providing support and coordinating communication with the student body, supervisor network of academics and external stakeholders with regard to procedural processes, e.g. deadlines, signposting and providing information regarding recruitment, on boarding, teaching, review and examination processes.

Drafting reports and providing data analysis for internal and external stakeholders as needed, in collaboration with the SPGS team.

Updating information for all school activities on university platforms, social media and websites.

Communicating, developing and enforcing SPGS academic procedures.

Liaising with internal partners including Student Fees, Registry and the Office of Research and Innovation to ensure postgraduate research student records are accurate and kept up to date.

Working with the Conferrings team to manage the conferring of PGR students, including collating documentation for exam boards, organising graduation dinners.

Managing the submission of theses to the library's institutional repository.

Managing all student journey milestones and progress aspects including non-standard student registration issues e.g. leaves of absence, maternity leaves, extensions that affect thesis submission timelines.

Managing PGR awards.

General Duties

Actively identify and implement improved working practices to ensure continuous improvement.

Supporting the development of new postgraduate strategies and initiatives.

Building strong working relationships with all internal and external stakeholders to align ongoing development of the SPGS's operations with the SPGS Strategic Plan and the RCSI Strategic Plan.

Complying with statutory legislation, RCSI and School of Postgraduate Studies rules and requirements in furtherance of own professional development and keeping skills current.

Performing such other duties as may be required from time to time.

Qualitications:

A primary degree or equivalent, whilst a Masters or higher degree would be an advantage.

Knowledge & Experience – ( Essential):

The post would suit an experienced, enthusiastic and self-motivated administrator who has experience of change management in an academic setting. The successful candidate will be required to be physically onsite a number of days each week and for additional events as required.

The successful candidate should ideally demonstrate:

Exceptional organisational and administrative skills together with an ability to shift focus when required and prioritise conflicting objectives.

Strong practical computer skills including MS Office Suite, SharePoint, OneDrive, Excel and word processing skills. A working knowledge of RCSI platforms including Quercus Student Records Management system, Moodle, Blackboard Collaborate, MS Teams, Agresso and RIMS would be an advantage.

Effective data management skills.

Effective communication skills appropriate to audience and situation.

Positive, purposeful and professional working relationships with students and colleagues.

An innovative and responsive attitude to student needs.

Ability to work effectively on one's own initiative as well as in a team environment.

Flexibility to work irregular hours on occasion.

Ability to operate flexibly within a busy fast-paced environment, can shift focus when required and prioritise deadlines as needed.

Ability to build and sustain relationships with internal and external stakeholders.

Discretion in relation to confidentiality and an awareness of GDPR legislation.

Desirable Skills:

Experience of all aspects of the administration of higher degree by research programmes would be an advantage.

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.

Employee Benefits

RCSI make sure 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

Application Process

Please apply online with your CV and Covering Letter. Informal enquiries can be directed to Ms. Lisa Maye-Gregory, Quality and Operations Manager, School of Postgraduate Studies at [email protected]

Note: This job description may be subject to change to reflect the evolving requirements of the Department and RCSI. Similar vacancies that arise in the next 6 months may be filled from the pool of applicants that apply for this position. RCSI is proud to be an equal opportunity employer and welcome applications from all suitably qualified persons regardless of their gender, civil status, family status, sexual orientation, religion, age, disability or race. RCSI is committed to embedding equality, diversity and inclusion (EDI) across everything we do. This ensures we can all work and learn in an environment defined by dignity and respect. Eligibility to work in Ireland is a requirement of this role, Proof of eligibility documentation will be required at a later date. Under limited and specific circumstances (research/ specialist roles) RCSI may be in a position to seek a hosting agreement and/or work permits. Employees are required to undertake 6 months service in their current role before applying for other internal opportunities, unless agreed in advance by the SMT representative. #rcsia