Department: Office of the President
Tenure: Permanent appointment
Location: President’s Office, 123, St Stephens Green Dublin 2
Reporting to: President of RCSI
Manager: Louise Loughran, Chief Communications Officer
Royal College of Surgeons Ireland (RCSI):
RCSI is a community of academic, research, clinical and professional staff working collaboratively to lead the world to better health. Here, you will thrive in an innovative and inclusive atmosphere and your personal development and wellbeing will be supported. We invite you to join us to help deliver on our exciting mission “To educate, nurture and discover for the benefit of human health”. We seek candidates whose experience to date has prepared them to contribute to our commitment to the “Race Equality Action Plan 2025-2029” at RCSI. Our students come from all walks of life and so do we. We hire great people from a wide variety of backgrounds. This makes our university stronger and ensures we hire the best talent.
Innovating for a Healthier Future 2023-2027 is RCSI’s five-year strategic plan. Through it, RCSI will enhance human health by meeting the health workforce needs of society, creating the insights and inventions that drive health improvements, and working in partnership with patients and the public in support of better health and well-being for all. The strategy unites the RCSI community in supporting the UN Sustainable Development Goals – with a particular focus on Goal 3, which targets good health and well-being.
For each of the last six years, RCSI has been positioned in the Top 300 of universities worldwide in the Times Higher World University Rankings. We are proud that RCSI ranks fifth in the world for “Good Health and Well-being” in the Times Higher Education #SDG #SDG Impact Rankings 2024. This reflects our commitment to supporting people of all ages to live healthy lives and our work to promote the concepts of well-being and positive health. In 2024, RCSI was delighted to be named one of the Sunday Times Best Places to Work in Ireland.
At RCSI, our core values of Respect, Collaboration, Scholarship, and Innovation are at the heart of everything we do. We are committed to creating an inclusive and supportive environment where every colleague is valued and empowered to thrive. Our dedication to these values ensures that we foster a culture of mutual respect, open collaboration, continuous learning, and innovative thinking. Join us at RCSI, where your contributions will be recognised, and you will be part of a dynamic team making a real impact on global health.
Office of the President, RCSI
RCSI is a statutory body. Under the terms of the Royal College of Surgeons in Ireland (Charters Amendment) Act 2003 and earlier statutory enactments, the primary governing body of the RCSI is the Council (Governing Authority). The Council has 23 members, comprising surgeons who are Fellows of the College and elected by Fellows and Members, and external or lay representatives.
The Council elects a President and Vice-President from among its number, both of whom serve two-year terms of office. The successful candidate will support the Office of the President.
Objective:
We are looking for an experienced and highly motivated Executive Assistant to provide a high level of proactive and professional administrative support to the College’s President, Vice-President and Council. They will be the key point of contact in the office of the President, liaising with external organisations, bodies, committees and internal stakeholders to support the College’s President and Vice-President. The role is the public and internal face of the Office of the President, and the post holder will be responsible for ensuring a professional, effective and efficient service. Excellent interpersonal and communications skills are needed to ensure successful interaction with people and groups inside and outside the organisation.
The role requires an in-person presence within the office in St Stephens Green, some flexibility may be agreed, in line with the RCSI policies, with prior approval by the Chief Communications Officer and the President.
- Manage all day-to-day office functions. This will involve organising and prioritising incoming and outgoing correspondence as well as effective management of the President’s inbox.
- Ensure efficient management of the President’s diary and correspondence, ensuring all
- relevant internal and external meetings are supported.
- Arrange travel, transport and meetings, developing itineraries and agendas appropriate to location of travel.
- Provide support in the organisation of College events and conferences, and assist during these events, as required.
- Support the planning and arrangements of events and high-profile visits, requiring close liaison with a range of departments.
- Provide high-quality committee support to the Surgery and Postgraduate Faculties board. Proactive preparation and collation of meeting-related papers. Taking accurate minutes and ensuring that any action points are followed up in a timely manner.
- Proactively support the President in the development of speaking points / speeches for College events such as graduation ceremonies, formal dinners and annual surgical conferences and other occasions. Fact checking and proof-reading speeches to ensure accuracy.
- Ensure professional executive support to the President and Vice-President.
- Assist with projects and other duties commensurate with the status of the post, as required by the President or Vice-President some of which may be of a complex, sensitive and confidential nature.
- Manage relationships with key internal and external stakeholders.
- Preparation of reports, minutes, presentations and letters to a high standard.
- Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business.
Knowledge & Experience (Essential)
Experience in managing an office at a high level, either in a similar role or with transferable experience.
- Strong administrative and organisational skills, demonstrating ability to deliver work on time and to a high standard, consistently meeting targets, planning ahead and prioritising.
- Ability to produce and present written reports and briefings to a high standard.
- Ability to manage own projects, problem solve and develop solutions.
- Outstanding relationship building and stakeholder management skills.
- Proactive and flexible in managing workloads, dealing with tight deadlines and managing competing priorities
- Excellent verbal and written communication skill.
- Very high level of proficiency in ICT, digital skills and Microsoft suite.
- High level of attention to detail in all aspects of the role.
- Ability to multitask, use initiative and prioritise workload.
- High level of conscientiousness and confidentiality.
- Self- motivated with proactive attitude to implement solutions and problem solve.
- Ability to produce results under strict/ short deadlines or for longer projects.
Knowledge & Experience (Desirable)
- Relevant qualification: Business / management degree is an advantage but not essential.
- Previous experience in a similar role.
Skills & Competencies:
The successful candidate should be able to demonstrate:
- Strong organisational and administrative skills with the ability to focus on and produce results and prioritise objectives.
- High level of proficiency in computer skills including MS Office Suite and word processing skills.
- An effective communication style appropriate to audience and situation.
- Ability to make decisions and meet deadlines.
- The ability to work on one’s own initiative as well as in collaboration with colleagues.
- Flexibility to work irregular hours on occasion.
- Experience and a proven track record in a similar role would be an advantage.
The Process:
Interview and presentation
- Shortlisted candidates will be invited for a formal competence-based interview and presentation.
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.
Application Process
Please apply online through the RCSI careers portal on the closing date with your CV and cover letter.
Informal Enquiries:
Informal enquiries are invited in the first instance through Rebecca O’Brien, Human Resources Department (email: rebeccaobrien@rcsi.ie). All applications for this post must be made through the career's webpage www.rcsi/careers. Rebecca can arrange for relevant queries on the academic aspects of the role to be addressed by the hiring manager. Please note we do not accept CVs directly.
Employee Benefits
At RCSI, we help care for our people so they can focus on our mission to Educate, nurture and discover for the benefit of human health. RCSI truly goes above and beyond to support its employees, ensuring they have everything they need to thrive both personally and professionally. Here's a glimpse of the fantastic benefit available:
Health and Wellbeing:
- Our Inspire Programme promotes the importance of taking care of both our general health and mental health. Inspire manages the Employee Assistance Programme (EAP) offered through SpectrumLife. Past events held by Inspire have included, workshops on mindfulness practices, yoga, nutritional advice, financial advice on mortgages, pensions & health insurance from leading experts, fitness challenges, baking competitions, weight loss programmes, annual flu vaccination campaign and many more.
- You can also enjoy access to an onsite gym for just €10 per month.
Work –Life Balance:
- Maintaining a healthy work-life balance is crucial for fostering employee well-being, productivity, and overall satisfaction. At RCSI, we offer flexible working arrangements, study leave, and career breaks. In addition to 20 days of annual leave, employees receive an extra 6.5 days of university privilege days, which occur annually around the Christmas and Easter breaks.
Family Benefits:
- RCSI offers enhanced family leave to our working parents with fully paid Maternity, Adoptive, Paternity and Surrogacy Leave. We also offer the first two weeks of Parents leave fully paid for, as well as the option to take Parental Leave until your child is 18 years old. We provide access to Platform 55, a new Parents Platform to support staff before, during, and after becoming a parent. We also offer flexible working, discounted Giraffe crèche services of up to 20% and a Parents and Carers’ Network.
Financial Security:
- Benefit from automatic enrolment in a pension scheme with Willis Towers Watson with the employer contributions increasing with your length of service, Death in Service of up to 4 times your salary, long-term illness and disability income replacement, and free advice on health, motor, and home insurance.
Discounted Services:
- Avail of discounted GP services, Taxsaver commuter tickets, the BiketoWork scheme, free eye tests at the National Optometry Centre, and discounted parking at St. Stephen's Green/RCSI car park.
Recognition:
- At RCSI, we value and recognise the contributions of our staff through various awards and events, such as Long Service recognition, the Vice Chancellor Staff Awards, and through Research Day.
Professional Growth:
- RCSI’s Staff Learning and Development is committed to providing colleagues with opportunities and support to help them reach their full potential and thrive at work. Offerings include a comprehensive programme of staff training, management and leadership development, mentoring, coaching and funding support for further study.
Staff Networks:
- Additionally, we support a range of staff networks, including the Women’s Network, Postdoctoral Staff Network, Parents & Carers’ Network, Project Manager’s Network, LGBTI+ Network, Age Friendly Network etc. These networks help RCSI to foster a sense of community and inclusivity.
Sports and Social Club:
- Engage in a variety of activities such as Yoga, Pilates and a variety of different Fitness classes. Enjoy social evenings, Book Clubs, Summer BBQs and one-off events like the Taste of Dublin, Bloom, Dublin Horse Show and Dublin Zoo. We also have a variety of discount tickets for shows and events through the year.
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