Posted 18 July, 2026
Operations Coordinator
Royal College of Surgeons in Ireland
Sandyford, Ireland
Full Time
Reference: 620117782
Post Date : 17-Jul-2026
Close Date : 03-Aug-2026
Job Title: Operations Coordinator
Reporting To: Clinic Manager
Location: Sandyford, Dental Education Centre
School (or department): RCSI School of Dentistry - Dental Education Centre
Contract type/duration: Full-time (35 hours per week), Permanent
Closing date for applications: Monday, 3rd of August
About the post:
The Operations Coordinator will serve as the first point of contact at our welcome desk for patients, students, staff, and visitors to the Dental Education Centre. On the days the clinics is operational, it will generally run from 8.30am to 6.30pm. The Operations Coordinator will form part of the roster to cover the operational activities during these hours and it's anticipated that occasional flexibility will be required. The role will combine delivering administrative support both the clinic and other general administrative tasks to support the operations of the School. The role is central to the smooth, safe and efficient running of student and staff clinics, ensuring a professional, patient-centred experience while supporting clinical, educational, and administrative workflows.
This position requires excellent organisational skills, clear communication, and the ability to manage multiple priorities in a busy teaching clinic environment, in line with RCSI policies, healthcare regulations, and data protection requirements.
Job Responsibilities
Front-of-House & Patient Services
§ Provide a professional, welcoming reception service to patients, students, staff and visitors
§ Register patients on arrival and manage patient flow within the clinic
§ Schedule, confirm, reschedule and cancel appointments
§ Manage patient recalls, including contacting patients, booking appointments, and updating recall statuses
§ Maintain and action waiting lists, prioritising patients in line with clinical and service guidance
§ Set up new patient records, ensuring all required demographic, administrative and referral information is captured
§ Support pre-clinical screening processes, including checking referral information and appointment readiness
§ Respond to patient queries in person, by telephone and via email
§ Provide accurate information about clinic services, procedures and fees (where applicable)
§ Handle sensitive situations and complaints in a professional manner
Administrative & Operational Support
§ Maintain accurate and up-to-date patient records in accordance with GDPR and confidentiality requirements
§ Process patient documentation including referrals, consent forms, correspondence and screening information.
§ Scan, upload, and file documentation within electronic patient management systems
§ Support clinicians, students, supervisors, and administrative teams as required
§ Prepare daily clinic lists and support clinic session scheduling and booking
§ Assist with coordination of student clinic sessions and room utilisation
§ Liaise with dental laboratories regarding lab work status (eg dentures, crowns) and support booking of fit or review appointments
§ Liaise and actively support academic colleagues with operational / module support when required.
§ Support the Schools operational reporting requirements including reports (eg recalls, waiting lists, clinic activity) to support clinic operations and management oversight
§ Monitor reception and clinic supplies and escalate shortages appropriately
§ Support the coordination and delivery of clinical assessments, ensuring clinic operations accommodate examination requirements
§ Support the coordination of clinic activity to accommodate research requirements where necessary
§ Support the development of School and Clinic related SOPs
§ Support general School activities when deemed necessary, including participating in relevant committees, working groups, meetings as required
Communication & Coordination
§ Act as liaison between patients, students, clinicians and management
§ Coordinate patient arrivals with clinical teams to support efficient clinic flow
§ Support communication across departments
§ Manage internal and external enquiries
Financial & Data Handling (if applicable)
§ Process patients' payments (card/cash/online) and issue receipts
§ Balance daily transactions and maintain accurate records
§ Support financial administration processes in line with RCSI procedures
Compliance & Safety
§ Maintain strict confidentiality of patient and organisational information
§ Adhere to infection prevention, health & safety and data protection requirements
§ Support emergency procedures when required
§ Represent RCSI professionally at all times
Knowledge & Experience - (Essential):
§ Proven experience in a customer-facing or reception role in a busy environment
§ Excellent communication and interpersonal skills
§ Strong organisational and multitasking ability
§ High level of computer literacy (MS Office and administrative systems)
§ Ability to handle sensitive information with discretion
§ Experience managing telephone and face-to-face enquiries
§ Ability to work effectively independently and as part of a team
§ Understanding of healthcare confidentiality and GDPR requirements
Desirable Skills
§ Experience working in a healthcare, dental, or clinical environment
§ Experience supporting student-led clinics or academic healthcare settings
§ Experience working with dental or healthcare patients
§ Experience with a dental patient management system (eg Salud, Exact, Dentally)
Competencies and Personal Attributes
§ Professional, approachable, courteous and patient-centred approach
§ Strong attention to detail and accuracy
§ Ability to remain calm under pressure with a positive "can-do" attitude
§ Proactive problem-solving skills
§ Strong teamwork and collaboration abilities
§ Flexible and adaptable to operational needs
§ Reliable with excellent time-management skills
§ Empathetic and respectful toward diverse patient populations
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.
Application Process
Please apply online through the RCSI careers portal on the closing date with your CV and cover letter.
Close Date : 03-Aug-2026
Job Title: Operations Coordinator
Reporting To: Clinic Manager
Location: Sandyford, Dental Education Centre
School (or department): RCSI School of Dentistry - Dental Education Centre
Contract type/duration: Full-time (35 hours per week), Permanent
Closing date for applications: Monday, 3rd of August
About the post:
The Operations Coordinator will serve as the first point of contact at our welcome desk for patients, students, staff, and visitors to the Dental Education Centre. On the days the clinics is operational, it will generally run from 8.30am to 6.30pm. The Operations Coordinator will form part of the roster to cover the operational activities during these hours and it's anticipated that occasional flexibility will be required. The role will combine delivering administrative support both the clinic and other general administrative tasks to support the operations of the School. The role is central to the smooth, safe and efficient running of student and staff clinics, ensuring a professional, patient-centred experience while supporting clinical, educational, and administrative workflows.
This position requires excellent organisational skills, clear communication, and the ability to manage multiple priorities in a busy teaching clinic environment, in line with RCSI policies, healthcare regulations, and data protection requirements.
Job Responsibilities
Front-of-House & Patient Services
§ Provide a professional, welcoming reception service to patients, students, staff and visitors
§ Register patients on arrival and manage patient flow within the clinic
§ Schedule, confirm, reschedule and cancel appointments
§ Manage patient recalls, including contacting patients, booking appointments, and updating recall statuses
§ Maintain and action waiting lists, prioritising patients in line with clinical and service guidance
§ Set up new patient records, ensuring all required demographic, administrative and referral information is captured
§ Support pre-clinical screening processes, including checking referral information and appointment readiness
§ Respond to patient queries in person, by telephone and via email
§ Provide accurate information about clinic services, procedures and fees (where applicable)
§ Handle sensitive situations and complaints in a professional manner
Administrative & Operational Support
§ Maintain accurate and up-to-date patient records in accordance with GDPR and confidentiality requirements
§ Process patient documentation including referrals, consent forms, correspondence and screening information.
§ Scan, upload, and file documentation within electronic patient management systems
§ Support clinicians, students, supervisors, and administrative teams as required
§ Prepare daily clinic lists and support clinic session scheduling and booking
§ Assist with coordination of student clinic sessions and room utilisation
§ Liaise with dental laboratories regarding lab work status (eg dentures, crowns) and support booking of fit or review appointments
§ Liaise and actively support academic colleagues with operational / module support when required.
§ Support the Schools operational reporting requirements including reports (eg recalls, waiting lists, clinic activity) to support clinic operations and management oversight
§ Monitor reception and clinic supplies and escalate shortages appropriately
§ Support the coordination and delivery of clinical assessments, ensuring clinic operations accommodate examination requirements
§ Support the coordination of clinic activity to accommodate research requirements where necessary
§ Support the development of School and Clinic related SOPs
§ Support general School activities when deemed necessary, including participating in relevant committees, working groups, meetings as required
Communication & Coordination
§ Act as liaison between patients, students, clinicians and management
§ Coordinate patient arrivals with clinical teams to support efficient clinic flow
§ Support communication across departments
§ Manage internal and external enquiries
Financial & Data Handling (if applicable)
§ Process patients' payments (card/cash/online) and issue receipts
§ Balance daily transactions and maintain accurate records
§ Support financial administration processes in line with RCSI procedures
Compliance & Safety
§ Maintain strict confidentiality of patient and organisational information
§ Adhere to infection prevention, health & safety and data protection requirements
§ Support emergency procedures when required
§ Represent RCSI professionally at all times
Knowledge & Experience - (Essential):
§ Proven experience in a customer-facing or reception role in a busy environment
§ Excellent communication and interpersonal skills
§ Strong organisational and multitasking ability
§ High level of computer literacy (MS Office and administrative systems)
§ Ability to handle sensitive information with discretion
§ Experience managing telephone and face-to-face enquiries
§ Ability to work effectively independently and as part of a team
§ Understanding of healthcare confidentiality and GDPR requirements
Desirable Skills
§ Experience working in a healthcare, dental, or clinical environment
§ Experience supporting student-led clinics or academic healthcare settings
§ Experience working with dental or healthcare patients
§ Experience with a dental patient management system (eg Salud, Exact, Dentally)
Competencies and Personal Attributes
§ Professional, approachable, courteous and patient-centred approach
§ Strong attention to detail and accuracy
§ Ability to remain calm under pressure with a positive "can-do" attitude
§ Proactive problem-solving skills
§ Strong teamwork and collaboration abilities
§ Flexible and adaptable to operational needs
§ Reliable with excellent time-management skills
§ Empathetic and respectful toward diverse patient populations
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.
Application Process
Please apply online through the RCSI careers portal on the closing date with your CV and cover letter.
