The Royal College of Physicians of Ireland is a postgraduate medical training college dedicated to ensuring that doctors have the skills to provide patients with the best possible care. Founded in 1654, the college supports doctors to enhance their skills, competencies, and professionalism throughout their working lives.

Through its Faculties and Institutes, The Royal College of Physicians of Ireland, offers medical training programmes, examinations, diplomas, and educational courses to equip doctors with the skills and knowledge they need to care for patients and run safe and efficient healthcare systems. It also offers a range of educational diplomas and courses for learners in the wider healthcare sector.

Role Data and Communications Administrator Professional Competence

Reporting to: Manager, Professional Competence

Contract: 2-year specific purpose contract

Salary: €35,000 - €38,000 Dependent on Experience

Closing date: Tuesday 30 April at 17:00

Post Summary

We are seeking a highly skilled and experienced individual to join our team as a Data and Communications Administrator in the Professional Competence Department. The ideal candidate will have a strong background in data management, with a focus on organising, analysing, and reporting data effectively. The primary responsibility of this role is to ensure the integrity, accuracy, and accessibility of the RCPI's Professional Competence Schemes data while also creating insightful reports to aid in decision-making processes.

This role supports the relationship between RCPI and Professional Competence participants, with responsibility for developing and implementing a comprehensive annual Communications Plan, ensuring both integrity and quality is maintained. They are also responsible for managing the Annual Verification Process and communicating with and involving relevant stakeholders including PCS participants, CPD Event Organisers, RCPI Training Bodies and the Medical Council.

The role works closely with the Manager and the Head of the Healthcare Leadership within the Function and also the Director of Professional Competence. It also involves close collaboration with all functions within RCPI to ensure the work of the Professional Competence Department is understood and communicated throughout the organisation.

This position is an excellent opportunity to make a lasting, tangible difference for RCPI.

Standard Duties of the Post

Duties will involve, but are not limited to:

• Collect, compile, and organise data from various sources, ensuring accuracy and completeness
• Customise reports according to specific requirements and preferences of stakeholders
• Automate reporting processes to improve efficiency and accuracy
• Provide quantitative and qualitative Reports to RCPI Management, RCPI Training Bodies and Medical Council as required
• Collaborate with team colleagues to interpret data and provide actionable recommendations.
• Co-ordinate and manage the delivery of the Annual Verification Process which includes selecting and communicating with participants, reviewing ePortfolio profiles, preparing result reports, liaising with Clinician Reviewers, communicating results to participants and drafting of progress summaries and reports as required
• Develop and implement annual Communications Plan using bulk communication system.
• Manage the annual billing process for PCS, including liaison with ICT on rollover to new PCS year and updating of relevant system reports and co-ordination of scheduling with Membership Services, Finance, Communications and Helpdesk
• Support maintenance of participant profiles and Professional Competence records through the online ePortfolio system and other data management and information systems as required
• Act as the Department lead for ePortfolio for PCS which includes liaising with the system vendor, managing the annual rollover of participants in ePortfolio, maintaining and updating information pages and alerts and supporting and testing new developments
• Support PCS Enrolment activities which include processing applications and withdrawals, conducting regular quality checks to ensure data integrity, providing access to ePortfolio and communicating with participants
• Support CPD Event Approval activities which includes reviewing and processing applications, liaising with Clinical Lead, issuing approvals and communicating with applicants
• Provide support as required with customer support to ensure PCS and CPD Approval enquiries are responded to in a timely manner using our ticketing system. Gather feedback and escalate to the Manager when required
• Support PCS research activities, including provision of and read-in of data as required to research team, attending meetings and collaboration on report content as required
• Work with the Head of Function and Manager on department projects as they arise

Person Specification

• Proven experience in data management, analysis and reporting, with a minimum of 2 years in reporting on data and segmenting data into cohorts
• Proficiency in data manipulation and analysis using tools such as advanced MS Excel, Access, Word, Outlook and SharePoint, Database management software and bulk mailing systems, and the ability to work efficiently with multiple systems of information
• Strong analytical and problem-solving skills, with the ability to translate complex data into actionable insights
• Excellent communication and interpersonal skills combined with sound judgment are required to facilitate work with a wide range of individuals and groups
• Self-starter with high motivation and the ability to work flexibly on own initiative and as part of a team to achieve goals within agreed timeframes
• Demonstrated capability and sensitivity to manage key business relationships as the role involves a high degree of interaction and collaboration with key stakeholders
• Strong writing skills with experience in drafting and preparing reports, letters, presentations etc
• Ability to manage time and prioritise with an ability to be flexible in the approach to work
• Proven organisational capability and high levels of personal effectiveness. The person is expected to handle a varied and diverse workload to meet deadlines while ensuring accuracy, timeliness and meticulous attention to detail

Competencies

• Communication and Interpersonal
• Attention to Detail
• Stakeholder Management
• IT Literacy
• Problem Solving

Why work with us

At the RCPI we value our employees and believe our talented team is the foundation of the Colleges success. That is why we aim to provide them with support and a range of benefits and services to create a work-life balance that suits you.:

Leave: We offer 21 days annual leave with an additional 3-4 college days to all our employees. We also provide support for staff with Maternity, Sick, Parents, and Parental leave.

Wellbeing: An Employee Assistance Programme with Spectrum Life is available to all staff members as well as annual flu vaccine.

Flexible Hybrid working model: The RCPI offer a flexible 35-hour-a-week hybrid working model for all employees from their start date, giving staff the autonomy to work from home combined with time spent onsite.

Pension: A defined contribution pension scheme of 3.33% Employee contribution and 6.66% RCPI contribution is offered to every employee upon completion of probationary period.

Flexible Benefit: Pro-rata €1,000 annual flexible benefit upon completion of a successful probatory period.

Life Assurance: 4 times your annual salary.

Learning & Development: We offer CPD options including study leave and unlimited access to LinkedIn Learning.

Diversity and Inclusion: RCPI recognises the importance of equality, diversity, and inclusion. We were recently awarded a Silver accreditation from Investors in Diversity. We are an open and inclusive organisation that celebrates and welcomes diversity. We lead initiatives that support, promote and demonstrate a culture of mutual respect, inclusivity, and diversity, as outlined in our Diversity and Inclusion policy.