Description:
This post is designed to provide a comprehensive administrative support service to the Dean, Honorary Secretary and Officers of the Board of the Faculty of Radiologists with specific emphasis on the Faculty training programmes. This role is an integral part of the Faculty ideally suited for an ambitious individual to support trainees on their journey from application to graduation along with ad-hoc events and projects within the Faculty.
- Act as the key point of contact for trainees, fellows, training coordinators, clients and stakeholders
- Support trainee recruitment to the programmes through response to enquiries, liaising with prospective trainees, follow up with applicants and management of the online training programme systems
- Assisting with the organisation and operation of scientific meetings, functions, conferring ceremonies, board and committee meetings and other events associated with the Faculty.
- Assisting with organising and running of training courses, modules, interviews and assessments
- Work collaboratively with the National Training Coordinators, lecturers, trainees and other Operations Assistants to ensure effective running of courses and delivery of a highly flexible, responsive and effective service to all
- Assist with preparing documentation for accreditation and site visits for both radiation oncology and diagnostic radiology training programmes
- Maintain training passports for trainees and ensure these are up to date for all individuals, ensuring all mandatory courses completed for CSCST purposes
- Maintain the educational calendar for all Faculty courses throughout the year and updating MedHub with training courses, modules, lectures and recordings
- Attend all operational educational meetings and discuss any changes on the calendar and manage and coordinate ongoing requirements for courses as they arise
- Preparing training programme specialty rotations, lecture schedules, recordings as required.
- Support the delivery of online modules, courses, webinars and conferences in line with faculty requirements as they arise
- Collating programme outcomes into documented reports in support of programmatic review and continuous quality improvement
- Preparation and collation of the Faculty Annual Report
- Providing assistance to the Executive Officer
- Reviewing and updating the Faculty website with relevant information, reports, publications, news etc
- Collation and circulation of all information and documentation for meetings. Preparing and taking minutes as required and keeping MedHub updated
- Assist with the preparation and completion of circulars for Fellows and trainees
- Assist with processing of expense claims for board and committee members, lecturers, visiting speakers, trainee discretionary fund in line with Faculty, RCSI and NDTP policies
- Coordinate the ordering and supply of stationery and materials for the faculty within the budget limits
- Undergo programmes of training and development as may be required from time to time
- Complying with statutory legislation and department rules and requirements in furtherance of own and general staff welfare and safety
- Representing the best interests of the faculty and RCSI at all times
- Performing such other duties appropriate to the post as may arise from time to time
- Strong communication and interpersonal skills appropriate to audience and situation
- Have strong customer service skills and communicate with high level of diplomacy and confidentiality
- Ability and sensitivity to operate and liaise with busy and highly skilled professionals with differing priorities, geographic bases etc.
- Team player – ability to work collaboratively alongside others to maximise individuals and team effectiveness in order to achieve required service outputs
- Highly organised with an acute attention to detail and follow through, giving full consideration to all aspects of the task / project including potential issues and wider impact on Faculty activities and functions
- Excellent computerised administration skills
- Excellent time and management skills
- Ability to make decisions, identify, prioritise workload and meet deadlines and escalate problems when necessary
- Ability to work on own initiative
- Can operate flexibly within a busy and changing environment; can shift focus when required, act decisively and prioritise several tasks to meet deadlines
- Flexibility with working hours when required