Programmes Administrator (Clerical Officer Grade III)

The Role

The role's primary objective is to assist in the administrative coordination of the Education and Research centre activities. In line with our Education and Research Strategy, the Programmes Administrator will support both academic and professional staff and students involved in this educational and research initiative by actively providing guidance, managing stakeholders, and assisting with project coordination. This role will contribute to the successful delivery of key program outcomes.

The Programmes Administrator will collaborate closely with Academic Director, Education and Research Manager, Academic Coordinator, Clinical Tutor, Lecturers, Students and Staff. A key aspect of this role is fostering positive relationships with all contacts and engaging with key stakeholders both within and outside of Marymount University Hospital & Hospice.

Principal Duties and Responsibilities

The post holder will be assigned duties in respect of several areas, as the agenda of our education and research strategy dictates and evolves. Due to the dynamic environment within the programme, the range of duties and responsibilities attaching to the post will be subject to change.

They must bring a flexible and enthusiastic approach to their work to ensure that this principle is consistently implemented to the highest degree possible for every patient. Furthermore, the person shall:

• Be able to provide full administrative support to the education and research team.
• Be able to demonstrate flexibility and openness to change.
• Be able to coordinate and support multiple projects and initiatives relating to the education and research programme (as required).
• • Provide administrative and other related support to the education and research steering committee and programme structures.
  • Develop documentation and progress specific follow-up actions arising from the activities of the various groups working on aspects of learning innovation projects and stakeholder engagement.
  • Implement, monitor and report a regular status update on progress and operational matters as required.
  • Assist with preparing regular progress reports.
• Have a demonstrated knowledge of financial procedures, including raising purchase requisitions, monitoring financial transactions, and verifying invoices for accuracy and compliance.
• Have a proven ability to liaise effectively with finance teams to resolve discrepancies
• Be able to provide appropriate advice and support to students and staff including responding promptly to queries.
• Be able to provide administrative support for specific research activities within the organisation.
• Be able to prepare and draft programme promotional materials and ensure programme information on website internal comms is kept up to date.
• Be able to provide administrative support for programme level meetings including for planning meetings with programme directors, lecturers, clinical tutors and others. This includes the preparation and circulation of agendas, minute taking and following up on action items and booking rooms and catering if required.
• Be able to work flexibly as part of the education and research team in Marymount University Hospital & Hospice and to undertake other administrative duties as assigned and as requested to include those that contribute to the operations and strategic priorities of the organisation.

Note: As the organisation continues to expand and evolve, it is likely that flexibility regarding the allocation of specific duties will be necessary. Accordingly, the list of duties specified above is not intended to be exclusive or restrictive; duties may be added or withdrawn but any such alteration will take place after consultation with the appointee.

Eligible applicants will be those who on the closing date for the competition:

• Have a relevant qualification at NFQ Level 7 or above in an appropriate area.

• Substantial administrative experience (4+ years) working in a fast-paced environment with multiple competing priorities.

• Detail orientated and prior experience of good database management and excellent record keeping.

• Exemplary organisational skills and a proven record of flexibility and the ability to work in a diverse and challenging environment with a varied workload.

• Excellent verbal and written communication, presentation, interpersonal and relationship building skills.

• Experience of drafting of documents, report writing and demonstrated attention to detail.

• Experience in servicing meetings and committee structures, including preparation of meeting papers, scheduling, co-ordination of action points and decisions and minute taking.

• Proven ability to work on own initiative as well as proactive, positive, and collegial approach to working as part of a team.

• Excellent IT skills and competence in full range of Microsoft Office applications, specifically Excel.

• Experience of working within identified policies and procedures

• Experience of working in the third level Education sector or comparable environment is desirable but not required

• Candidates are requested to make a personal assessment of these criteria against their own qualifications, skills and abilities to assess whether they should apply for the post

• Please note: Candidates who do not demonstrate that they meet the criteria as detailed above will not be short listed.