Exams, Assessment & International Manager

Job Title: Exams, Assessment & International Manager                 Reporting to: Executive Director of Training and Assessment (and or nominee)Base: 4/5 Lincoln Place, Dublin 2Contract type: Full time / permanentHours per week: 35 hours per week / Monday to Friday with occasional weekend and evening work. Occasional international travel.Closing date: 17th April 2023About the ICGPThe Irish College of General Practitioners is the postgraduate training body (PGTB) responsible for postgraduate education, training and research in the specialty of General Practice. The College has a national advisory role in relation to medical standards and engages with the Medical Council, Department of Health and Children, the Health Service Executive and the Health Information & Quality Authority among others. As a membership organisation, the ICGP is responsible for providing and supporting continuous professional development for general practitioners, numbering over 4,000. The ICGP is the PGTB accredited by the Medical Council to provide professional training for doctors wishing to enter the specialty of General Practice. Job PurposeThis role has two key functions:1. The first is responsibility for the management and development of all forms of MICGP assessments including exams, workplace-based assessments, and membership via other routes.The MICGP exams (online and in-person) include management of the annual exams, the exams applications process, full support of all relevant examination sub committees, module convenors and the Examiner panel. Currently there are 6 MICGP exams run annually in Ireland, and 3 in Malaysia.2. The second key function will include oversight and supporting the international programmes, at present in Malaysia and Dubai, and our Overseas Clinical Fellows who take up Clinical posts in Ireland.This function promotes ICGP’s international programmes, and in the context of the placement of Fellows in Ireland, managing the recruitment and selection process, preparing for and supporting trainees timely arrival in Ireland, ensuring trainees are supported during their time in Ireland in relation to their training, managing all communications with clinical training sites and clinical trainers, timely reporting on their performance from their clinical site to their sponsoring bodies and all administrative items required to support their return home as well as managing ongoing relationships with trainees and their sponsors.Key Result Areas (KRAs)1. Asessmenta) Manage annual budgets, including financial planning and financial review of all areas/activities under Exams, Assessments, and MICGP overseas activities.b) Manage all assigned Exams Administration staff including staff training and development and performance review. Additionally, this includes administrative support to the MICGP exams internationally (Malaysia, Middle East).c) Develop policies, principles, and procedural requirements to underpin the development and implementation of the various functions, including IT & budgetary requirements.d) Ensure the full and effective utilization of software applications used and /or in development. This includes the systems in current use (QuercusPlus, ExamSoft and other web-based applications), electronic record keeping and other software applications used /in development. This role will work closely with the College’s systems analysist (and other providers) in this regard.e) Be responsible for communications with and the provision of information and reporting to all stakeholders including examination candidates, chairs of the MICGP Examination Sub Committee, GP Training Directorate and other relevant committees, panels of examiners and assessors.f) Design and implementation of the appropriate quality assurance and quality control processes and policies to support the workings of the Exams and Assessment functions.g) Co-ordinate the establishment of the required governance and oversight structures for MICGP Exams and Assessments. Preparation of Appeal Packs, convening Appeals Board, communications with appellants and Appeals Board members.h) Be fully aware and conversant with all exam practices that are in support of learning difficulties such as dyslexia, and fully in keeping with the ICGP EDI (Equality, Diversity and Inclusion) strategy. 2. Internationala) Assist with all administration of teams in Malaysia and Dubai to deliver training programmes. b) Assist with handling Visa applications and work alongside our external services provider for visa applications. Be the onsite expert for Irish visa application queries. c) Support the promotion of all overseas programmes by working with clinical and business leads and assisting with developing marketing and promotional materials ensuring all materials are aligned with the ICGP EDI strategy.d) Assist in the recruitment and selection process of the trainees and their sponsoring bodies by engaging with clinical trainers and other appropriate managers during the pre and post the recruitment & selection process.e) Manage all International Medical Graduate Training Initiative (IMGTI) communications, queries, and administration with the HSE.f)  Support and assist trainees with the organisation and communication of their training curriculum and activities related to the programme, e.g., attending classes, courses, academic programmes as required.g) Provide support to the various administrative processes, procedures and policies, ensuring the integrity, accuracy and confidentiality of all records and communications for the international programme.h) Monitor and ensure trainee queries are handled accurately and in a timely manner, acting as main point of contact for all trainee queries in respect of the Clinical Fellowship Programme in Ireland.i) Attend, participate and follow through with any delegated actions from local committees / management / board meetings relating to delivery of the ICGP International Programme. This may include note taking, developing agendas and following up on actions.. Person specificationThe ideal candidate will have the following knowledge, skills, expertise and competencies:Qualifications & experienceMust have third level qualification and ideally a post graduate qualification and /or Masters in Clinical Education.Proven Experience in budget management.At least 5 years of general management experience, ideally in Education background along with experience in change management.Proven ability to build trust and manage key strategic relationships with a diverse stakeholder group.Proven experience in project managing and coordinating high volume work programmes.Full understanding of exam compliance, regulatory and governance issues.Technical competenciesFull understanding of online exam platforms.Highly competent using Office365 / SharePoint.Proficient using cloud software, and advanced user of Zoom and other communication tools. Behavioral competenciesPositive attitude, excellent interpersonal skills with a strong work ethic.Work under ambitious timeframes in a fast paced, high-pressure environment.Strong decision-making skills.Excellent troubleshooting and creative problem-solving abilities.Ability to work with minimal supervision and contribute to new products that do not have set development processes.Proven ability to multitask and is capable of working on multiple projects at the same time and prioritizing work appropriately.Must be able to work as part of a highly-productive team and yet able to work independently on project deliverables.