Programme Coordinator

Job Title: Programme Coordinator - Medical Education

Department: Centre for Education & Professional Competence

Reporting to: Education Manager

Base: 4/5 Lincoln Place, Dublin 2, D02 XR68, Ireland / Hybrid Working

Hours per week: 35 hours per week with some out-of-hours work required

Closing date: Monday 6th May - 5pm

About ICGP

The Irish College of General Practitioners (ICGP) is the professional body for general practice in Ireland. The College was founded in 1984 and is the Postgraduate Training Body (PGTB) for general practice accredited by the Irish Medical Council. The College's primary aim is to serve the patient and the general practitioner by encouraging and maintaining the highest standards of general practice. It is responsible for postgraduate education, training, and standards in general practice.

The College advises Government and the health services in relation to General Practice. The College is a member of the World Organisation of National Colleges and Academies and Academic Associations of General Practice (WONCA). As a membership organisation, the ICGP is responsible for providing continuing medical education for General Practitioners numbering over 4,000.

Job Purpose

The ICGP Centre for Education and Professional Competence provides a diverse range of continuing education for members (GPs) and other stakeholders. This role will support the coordination and delivery of these educational activities including communicating with Course Directors, subject matter experts and participants.

The Coordinator is an accomplished multitasker responsible for providing professional, efficient, and highly technical administrative support for the smooth running of online, blended and in-person education programmes and projects. The Coordinator is flexible, technically competent in a diverse range of IT systems including Zoom, Data Management System (Quercus), Learning Management System (Moodle) and capable of dealing with and managing change effectively.

Key Result Areas (KRAs)

1. Co-ordinate the delivery of ICGP education programmes and projects providing end-to-end administrative support.
2. Liaise with and facilitate content preparation by subject matter experts including managing recording, editing videos to ICGP standards.
3. Prepare and upload education content including videos, assessment questions and evaluations to the virtual learning platform (Moodle) including usability testing and resolution of queries to ensure a seamless user experience for access by specific cohorts of course participants.
4. Provide the full suite of administrative and IT support to all stakeholders before, during and after in person and online events for large audiences (up to 1500 GPs and Practice Nurses).
5. Liaise with and support GP Course Directors in key deliverables for their programmes including engaging with preferred suppliers for externally provided services.
6. Coordinate and support committee meetings including agenda management, minute taking, tracking actions and working with Chairs/Members of College Committees to complete prioritised objectives.
7. Source, analyse and use data from a range of systems to prepare reports on education development and delivery which inform relevant planning and strategy, adhering to GDPR and related policies.
8. Draft education content for website, notifications and social media updates and liaise with colleagues to include same in overall college communications plan.
9. Monitor education information on the ICGP website and other channels to ensure content remains up to date.
10. Identify gaps in Standard Operating Procedures, develop and update same.
11. Proactively participate in Performance Management (Job Chats) process and contribute to team dynamics and ongoing professional development.
12. Keep up to date with online learning tools, software and practices.
13. Respond to helpdesk queries via phone and email correspondence, providing timely updates, investigating and escalating issues when necessary, and ensuring all queries are tracked and resolved within agreed service level agreements, while maintaining a high level of stakeholder satisfaction. 14. To perform other duties across other parts of the organisation as required/requested by the Senior Leadership Team and/or the Education Manager.

Person Specification

Qualifications & experience

Educated to degree level 8 or equivalent in a relevant subject.

Minimum of 3 years' experience in a similar role in an education organisation.

Excellent organisational skills and high level of accuracy with attention to detail.

Project management skills or experience would be an advantage.

Technical Competencies

Advanced user of software including full MS Office suite and able to operate efficiently across multiple information systems.

Must have operational skills in virtual meeting tools e.g., Zoom webinar, Zoom Educator, Microsoft Teams.

Proficient in managing participant records according to GDPR requirements.

Experience in managing courses or events is essential, preferably blended format for courses.

Experience in virtual learning platform such as Moodle would be an advantage.

Experience in video editing and email marketing tools would be an advantage.

Behavioral competencies

Must be at ease with a role that requires attention to detail and compliance with all relevant protocols.

Must enjoy building and maintaining strong relationships in support of ICGP education programmes.

Ability to learn new systems and technologies, ensuring self-sufficiency in adapting to emerging tools and platforms.

Must enjoy working in a fast-paced environment, meeting tight deadlines and be flexible.

Strong writing skills with experience in drafting reports for diverse audiences, presentations, collaborative documents, committee minutes.

Strong communication skills and interpersonal skills combined with sound judgement to facilitate working with a diverse range of stakeholders.

Proven organisation capability and high levels of personal effectiveness with ability to handle a varied workload to meet deadlines while ensuring accuracy and attention to detail.

Self-starter with high motivation and ability to work flexibly on own initiative and as part of a team to achieve goals within agreed timeframes.

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