Title: Operations Assistant  

Department: Development, Alumni Relations, Fellows & Members 

Tenure: Full-time, Permanent 

Location: 118 St Stephens Green, Dublin 2 

Reporting to: Director of Development, Alumni Relations, Fellows & Members 

About 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.   

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 first in the world for “Good Health and Well-being” in the Times Higher Education >#SDG #SDG Impact Rankings 2025. 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. Our values of Respect, Collaboration, Scholarship and Innovation continue to unite and direct our purpose.  

Innovating for a Healthier Future 2023-2027 is RCSI's new 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. More details about RCSI can be found at www.rcsi.ie; in particular.  

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.  

About the Department: 

The Development, Alumni Relations, Fellows & Members Department is responsible for RCSI's fundraising and manages engagement with Alumni, Fellows and Members; currently a team of 14. The Development team play an increasingly important role in delivering RCSI's ambitions through the RCSI_TOMORROW fundraising campaign; a comprehensive endeavour to achieve significant and long-lasting impact on global health via disciplined and strategic philanthropic initiatives in education and research.  

About the Role: 

The Director of the Department is seeking an experienced Operations Assistant to join their team. This is an excellent opportunity for a professional, capable and motivated individual to join a fast-paced department with global reach. The ideal candidate will be highly personable, energetic and organised with an abundance of experience in a similar role. The successful postholder will be responsible for managing all administrative support for the Director, an aide to fundraising campaign initiatives whilst also being the main point of contact for the Office itself internally and externally. 

Key Responsibilities: 

• Providing an efficient and responsive administrative and organisational support service to the Director; assisting with the management and prioritisation of workload 
• Providing full administrative assistance ensuring a high level of service is maintained 
• Extensive diary-management, scheduling meetings and calls 
• Management of correspondence for the Director (email, telephone and postal), and documenting such correspondence in the CRM, Microsoft Dynamics 
• Producing a high standard of documentation; memorandums, reports and spreadsheets 
• Document preparation; transcribing, proof-reading, formatting 
• File management; managing filing and office systems, maintaining and archiving files, file security/key management 
• Preparing briefing notes and agendas, attend meetings and minute-taking 
• Booking travel and accommodation, nationally and internationally, coordinating meetings 
• Effective communication with internal departments including senior management 
• Communication with alumni, donors, and other external parties 
• Assisting with finance processes where required including processing invoices for payment 
• Working effectively as part of the Development, Alumni Relations, Fellows & Members Team 
• Sourcing and ordering stationery and office equipment 
• Assisting with coordination of donor cultivation events including booking logistics, preparing procedures and arranging guest lists 
• Managing ad-hoc requests and general enquiries via telephone and in person queries 

Knowledge & Experience (Essential) 

• Excellent verbal and written communication skills 
• Outstanding relationship building and stakeholder management skills 
• Excellent attention to detail 
• Diary management experience 
• Ability to multitask, use initiative and prioritise workload 
• High level of conscientiousness and confidentiality 
• Event organisation and coordination 
• Self-motivated with proactive attitude to implement solutions and problem solve 
• Flexibility and adaptability to changes in schedule and priorities  
• High level of proficiency in information systems and working knowledge of the Microsoft suite 
• Ability to produce results under 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 environment including higher education, alumni relations and/or fundraising 
• Knowledge of CRM database software (Raisers Edge NXT, Salesforce, Microsoft Dynamics) 
• Familiarity with financial processes including raising purchase orders and credit card reconciliation  

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.com/careers. Rebecca can arrange for relevant queries to be addressed by the hiring manager. Please note that we do not accept CVs directly.  

Garda vetting and occupational health review may be required for this role, depending on the nature of the duties and responsibilities. Further information will be provided during the recruitment process.   

Eligibility to Work in Ireland  

Please note that we are unable to offer visa sponsorship for this role. Applicants must have unrestricted right to work in Ireland.  

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 benefits 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.  

Note: This job description may be subject to change to reflect the evolving requirements of the Department and RCSI. Similar vacancies that arise in the next 6 months may be filled from the pool of applicants that apply for this position. RCSI is proud  to be an equal opportunity employer and welcome applications from all suitably qualified persons regardless of their gender,  civil status, family status, sexual orientation, religion, age, disability or race. RCSI is committed to embedding equality,  diversity and inclusion (EDI) across everything we do. This ensures we can all work and learn in an environment defined by dignity and respect. Eligibility to work in Ireland is a requirement of this role, Proof of eligibility documentation will be  required at a later date. Under limited and specific circumstances (research/ specialist roles) RCSI may be in a position to seek  a hosting agreement and/or work permits. Employees are required to undertake 6 months service in their current role before  applying for other internal opportunities, unless agreed in advance by the SMT representative