GP Training Scheme Administrator (Donegal)

Job Title:GP Training Scheme Administrator

Scheme: Donegal

Reporting to: Scheme Director or nominee and Regional Programme Coordinator (West)

Base: Donegal/ Hybrid Working

Contract type: Fixed term / full time for 12 months

Application deadline: 12pm on Monday 12th January

About The Irish College of GPs

The Irish College of GPs is the professional body for general practice in Ireland. Please visit our website for more information: Irish College of GPs

We are proud to be an equal opportunities employer committed to diversity equity and inclusion. We welcome applications from all backgrounds and are happy to provide reasonable accommodations throughout the recruitment process. Please contact to discuss any requirements.

About GP Training

The College is undergoing a period of significant growth in line with Irish health workforce demands. Consequently the total number of doctors in GP training is growing significantly.

Job Purpose

This role holder will work with the Scheme Director Regional Programme Coordinator Assistant Scheme Directors GP trainees the HSE and other stakeholders to provide comprehensive administrative support. The ideal candidate will be an accomplished multitasker who will be responsible for providing professional and efficient support to assist GP trainees and colleagues in the Scheme.

Key Result Areas

1. Work closely with the Scheme Director and Assistant Scheme Directors to provide administrative support.

2. Utilise learning technologies (Moodle Education platform) to track GP trainees education activities monitoring progress and following up with trainees on any missed activities.

3. Ensure all data (including the eportfolio platform and registration data) is being maintained and recorded in compliance with GDPR legislation. Ensure data requests from NDTP/HSE/Medical Council/Irish College of GPs & Forum of Post Graduate Training Bodies are followed up in a timely manner.

4. Support management and collaborate with other schemes and colleagues to help develop and implement national initiatives.

5. In consultation with the Schemes Director collate data on trainees and prepare reports on activities on a weekly/ monthly basis.

6. Support the Scheme Director with budgetary functions such as purchasing cost controls invoice tracking preparation of budget and analysis of expenditure.

7. Liaise with trainees GP Trainers and Primary Care unit on all types of leave (e.g. annual leave statutory and educational leave) and maintain records of all leave.

8. Support the Scheme Director in the management of trainee grievance and complaints issues maintaining records and following up on any actions required.

9. Liaise with and support the GP training function in coordinating all aspects of the recruitment process for Trainees and Trainers. Organise GP Trainer workshops GP trainee graduations and other events working with relevant parties to ensure the efficient running of such events.

10. Liaising with the Regional Coordinator and Regional Director on a regular basis on all aspects of the training scheme.

11. Organise meetings take minutes and follow up on action items.

12. Liaise with the HSE and perform other administrative duties as assigned by the HSE as part of this role (e.g. payroll queries HR matters invoicing and coordination of trainer and trainee grants)

13. Support the central administration of the National Programme of GP Training and provide administrative support on national projects.

14. Providing any other administrative support as required as part of this role.

Person Specification

The ideal candidate will have the following knowledge skills expertise and competencies:

Qualifications & experience

• A relevant third level qualification in business administration management or a related field.

• A minimum of 3 years relevant work experience.

Technical competencies

• Excellent ICT skills with initiative to maximise technology to increase efficiencies.

• Must be highly competent in all MS packages especially Word and Excel.

Behavioural competencies

• Strong organisational and time-management skills with the ability to handle multiple tasks and prioritise effectively in a dynamic environment.

• Proven analytical and problem-solving skills

• Excellent written and verbal communication skills (must have fluent English) and the ability to collaborate effectively with team members.

• Strong attention to detail with the ability to ensure accuracy and quality in the systems administration process.

• Competent conscientious and motivated with a methodical approach to work.

• Must be at ease working with people from a wide range of cultures.

• Must enjoy working in a high energy fast paced environment and have the ability to meet tight deadlines.

• Must be adaptable and flexible with the ability to learn new skills and ways of working quickly.

Key benefits of working at the Irish College of GPs include:

• An inclusive working environment where wellbeing diversity and equity are actively promoted. We have been awarded a Silver accreditation from the Irish Centre for Diversity and are working towards our Gold Award.

• Flexible & hybrid working.

• Competitive salary.

• Generous annual leave.

• Learning and development opportunities including support towards ongoing professional development.

• Access to Employee Assistance Programme including for close family members.

• Cycle to Work scheme.