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.

Post Summary

The Programme Coordinator, TFO (Training and Faculties Office) has primary responsibility for coordinating and supporting the planning and execution of medical specialist training programmes. The coordinator supports the relationship between RCPI and trainees throughout the training programmes, ensuring both integrity and quality is maintained, communicated, and involves relevant stakeholders including trainees, trainers, programme directors and National Specialty Directors. This role reports to the Team Lead in the Training and Faculties Office.

Position: Programme Coordinator - TFO

Contract: Full-time permanent

Salary range: €33,000 - €35,000

Deadline for application: Wednesday 28 June 2023

The Programme Coordinator be responsible for the following but are not limited to.

• Coordinate and oversee Trainee Recruitment & Selection activities, which include the application process, convening of interview panels, participating in interviews and communication of outcomes to candidates and hospitals.
• Liaise with NSDs, Hospital personnel and HSE NDTP in relation to annual intake figures for recruitment and selection each year.
• Conduct on-boarding for new National Specialty Directors (NSDs) to ensure that as far as is possible a standardised approach is used across all specialties for recruitment, assessment, and management of the training programmes
• Coordinate and support medical specialist training programmes, schedule of events and communicating key dates and events to all trainees, trainers and NSD’s.
• Coordinate Specialty Training Committees and associated meetings, working closely with the Chairperson to ensure the efficient running of meetings and follow up on actions arising from the meeting.
• Coordinate and oversee the Trainee Annual Assessment and outcomes, including action follow up, trainee file and data management and identify early potential trainee issues/difficulties and proactively bring these to the relevant programme stakeholders
• Participate in training design reviews and provide feedback from trainees.
• Coordinate and organise Specialty Study Days/Induction Days, including tracking of expenditure and maintenance of the Study Day budget per specialty.
• Maintain trainee profiles, records and curriculum requirements through the online ePortfolio system and other data management and information systems as required, i.e., Quercus, PMI, NCHD Database, RCPI Website
• Act as customer service liaison and respond in a timely manner to trainee and trainer queries, gather feedback and relay the ‘voice of the trainee and the trainer’ to the relevant programme stakeholders and internal teams.
• Provide quantitative and qualitative reports to RCPI management, Medical Council and HSE NDTP as appropriate and communicate and present this information on a structured basis to support the business.
• Identify inaccuracies, efficiencies and gaps in the department policies and procedures through the internal quality assurance structures and effect changes, as necessary.
• Advise NSDs on issues and make recommendations on how to address these issues and how to continuously improve the specialty programme management processes.
• Support collaboration across RCPI departments and functions to help develop and implement initiatives from the Training and Faculties Office.
• Work with the HST Team Lead and TFO Manager on department projects as they arise.

The successful applicant will have a relevant third-level qualification with proven capability and 2-3 years’ experience in a comparable role. Other requirements include:

• Excellent organisational and inter-personal skills with skilful attention to detail
• Effective communication and interpersonal skills combined with sound judgment are required to facilitate work with a wide range of individuals and groups.
• Demonstrated capability and sensitivity to manage key business relationships as the role involves a high degree of interaction and collaboration with key stakeholders.
• 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.
• 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 level 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.
• Strong intellectual, analytical, and thinking skills.
• Excellent ICT skills with the capacity to maximise digital technology to increase efficiencies in processes and procedures and as an effective communications and engagement tool. In particular, advanced MS Excel, Word & Outlook skills, and the ability to work efficiently with multiple systems of information.
• Experience in a medical administration environment and collaborating with clinical specialists desirable.
• Experience working with databases / website editing is desirable.
• Project Management experience desirable.

Competencies

• Communication
• Stakeholder management
• IT Literacy
• Problem Solving
• Team Player

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 Learner.

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.