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Ireland
RCSI Hiring for Student Services Co-ordinator Job at Dublin , Ireland Full Time
Reporting To: Student Services Manager
Location: 123 St Stephens Green, Dublin 2
Department: Student Services Department
Department: Student Services Department
Contract type/duration: Permanent Full time
Closing date for applications: Tuesday, 31st January 2023
Closing date for applications: Tuesday, 31st January 2023
Interview date: Week commencing 13th February
About the post:
The Student Services Office is seeking a highly motivated individual for the role of Student Services Co-ordinator. The key responsibilities of the successful candidate will be to manage and deliver an accommodation service to meet the needs of undergraduate students who are required to undertake clinical rotations outside Dublin as part of the teaching programme. Key locations include Waterford and Drogheda; however, rotations also take place in counties such as Kilkenny, Cavan, Mullingar, Galway and Cork. The current number of locations stands at 22. Students are provided with accommodation in Bed & Breakfasts and Hotels. The Students Services Office book, manage and cover the cost of this accommodation. To distinguish this service from the ‘on’ and ‘off’ campus accommodation service that is also provided within the unit, the out of Dublin accommodation service is known as the Peripheral Accommodation Service.
In certain locations, students are provided with the option of a travel allowance as an alternative to the out of Dublin accommodation. The successful candidate will also manage this travel allowance service.
There is a high volume of activity (student numbers) through both the Peripheral Accommodation and Travel Allowance Service. The post holder will be required to maintain accurate and detailed records of the various transactions (numbers of students accommodated and travel allowances drawn down etc.,) and financial records of both services for auditing purposes.
The appointed person will also deliver a range of administrative and logistic tasks and processes for a recently acquired accommodation facility at New Mill Street. This facility comprises of 95 beds and is part of RCSI’s on campus accommodation offering. Responsibilities involve liaising with current and new incoming residents while delivering and overseeing a range of transactions and tasks related to the service.
The Co-ordinator will be part of the Student Services Team which delivers’ a comprehensive range of non-academic supports and services to all RCSI students. In addition to the key responsibilities outlined above the candidate will also support the office in delivering a wider suite of supports and services which reside within the unit.
Job Responsibilities
- To deliver the Peripheral Accommodation Service for all undergraduate programmes at RCSI
- To identify, source, vet and inspect accommodation ensuring suitable standards are attained and maintained
- Maintain existing contractual arrangements with accommodation providers (and deliver new contractual arrangements as required) including rental and leased units, bed & breakfasts,
- Hotels and Self Catering accommodation and ensuring both students and the college are protected in such agreements at all times
- Ensure all accommodation and accommodation suppliers comply with Health & Safety regulations including (but not limited to) fire safety and fire prevention, liaising closely with the Health & Safety Office to ensure compliance
- Inspect all invoices and other payment schedules from accommodation suppliers, present for payment and ensure all such bills are appropriately managed for auditing purposes
- Provide students with timely confirmation of their accommodation and disseminate the rules, regulations and other instructions regarding same
- Maintain good relations between the College and accommodation providers, ensuring they receive payments in a timely manner upon completion of each rotation.
- Oversee and deliver the Student Travel Allowance (STA) whereby students claim a financial contribution towards their travel costs in lieu of accommodation
- Maintain accurate and up to date usage and financial records of all transactions related to the STA for auditing purposes
- Deliver and oversee all aspects of Mill Street accommodation including (but not limited to) bookings, deposits, receipts, monthly rents, rooms allocation, provision of lease agreements etc.
- Provision of statistics and reports on Mill Street accommodation and maintenance of required records for auditing and accounting purposes.
- Liaise and work with undergraduate student representatives, internal and external stakeholders as required in order to raise accommodation standards and develop innovative solutions in delivering the service
- Work closely with academic departments to ensure all information regarding updates to schedule are brought to your attention, in addition to their meeting your deadlines for receipt of schedules.
- Contribute to/deliver special projects initiated within the office
- Problem solving while dealing with any issues and complaints that may arise while students are on placements/peripheral rotations or residing in Mill Street accommodation.
- Support the Student Services Office in its back office and administrative requirements
- Support the Student Services Office in the delivery of student interfacing/front of house activities which includes managing its open door policy
- Undergoing programmes of training and development as may be required from time to time
- Performing such other duties as may be required from time to time
Knowledge & Experience – (Essential):
- A third level degree or equivalent
- Experience in delivering an accommodation service is desirable
- High level of accuracy and attention to detail
- Strong interpersonal, written and verbal communication skills; Strong communications skills are essential given the multicultural nature of the undergraduate student body
- Ability to work to deadlines, find solutions and solve problems
- Team Player capable of collaborating with both internal and external stakeholders Student focused
- Strong organisational skills and the ability to demonstrate initiative and flexibility
- Ability to manage multiple tasks simultaneously and establish courses of action to achieve objectives
- Capable of learning quickly and responding effectively to changing student needs and circumstances.
- Proficiency in Microsoft Office
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.
Employee Benefits
RCSI make sure you have the resources you need to thrive by offering a wide range of benefits in areas including time away, finance, community, health, and well-being and insuring your financial future. Below are some additional benefits available to you as an RCSI employee:
- Minimum of 20 days annual leave, plus an additional 6.5 Privilege days
- Flexible/hybrid working options for colleagues across many roles
- Additional leave options incl. paid maternity leave, paternity/parental leave, study leave
- 7% Employer pension contribution
- Onsite gym €10 per/mth incl. classes and PT sessions
- Childcare support 20% discount at Giraffe
- Free eye test and annual flu vaccination
- TaxSaver commuter tickets and Bike to Work schemes
- A site sustainability team focusing on the environmental initiatives; Green Campus Initiative ’
- Competitively priced café and restaurant
- Equality, Diversity & Inclusion forums, and network groups
- Employee assistance programme with Spectrum Life
- Learning and Development training programmes incl. LinkedIn Learning for career progression
- Discounted services incl. GP visits, 10% off dental, staff parking, mobile tariffs, Group Scheme discount on numerous brands
- Sports and social club incl. yoga, Pilates, fitness classes, Zumba, running club, social evenings, Summer BBQ
- Ticket Draws for events including; Rugby, Taste of Dublin, Dublin Horse Show, theatre, music & comedy events
Application Process
Please apply online with your CV and Covering Letter. Informal enquiries can be directed to Florencia Raimondo at [email protected]
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. #rcsia
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