Faculty Liaison Officer

Key Responsibilities

• Stakeholder Engagement, Communications & Faculty Support
• Supporting positive working relationships with Faculty Boards, Members, Fellows, sponsors, and wider College stakeholders through responsive and professional engagement.
• Coodinating Faculty communications activity, including newsletters, updates, invitations, and event-related communications, ensuring alignment with organisational tone, standards, and approval processes.
• Sustaining Faculty visibility and engagement through the maintenance of Faculty web content and digital presence, monitoring engagement metrics and recommending improvements where appropriate.
• Assisting in the coordination of Faculty events and sponsorship activity in line with College policy, including working with the Events team on sponsorship policy and delivery, and maintaining accurate records and post-event reporting.
• Coordinating Fellowship invitations end-to-end, having taken ownership of this activity from Business Development.
• Providing full Faculty Officer cover as required, including hosting and on-the-day attendance at meetings and events to cover annual leave and other absences.
• Attending symposiums and conferences on the day, providing cover where required and managing on-the-day delivery of sponsorship arrangements.
• Supporting the planning and delivery of the annual Intern Open Day, including budget management, catering, staffing coordination, and project plan delivery.
• Acting as a secondary point of contact for Faculty stakeholders in the Faculties Manager’s absence.
• Governance
• Ensuring the effective operation of Faculty Boards, Committees, and governance structures, including meeting coordination, agenda preparation, documentation, minute-taking, and follow-up actions.
• Contributing to governance reviews, annual reporting, and the identification and escalation of risks, inconsistencies, or gaps as appropriate.
• Supporting consistency of governance approaches, templates, and reporting across Faculties, including reviewing Faculty Standing Orders for commonality and maintaining a consolidated review and renewal timeline.
• Developing and maintaining induction materials for new Faculty Board and Committee members.
• Finance & Resource Coordination
• Raising and tracking Purchase Orders (POs) for Faculty activity, liaising with the Finance team on processing, queries, and reconciliation.
• Coodinating and managing the monthly Operations meeting, including agenda preparation, actions, and follow-up.
• Day-to-day management of the Hoggan Room, including bookings and scheduling conflicts.
• Supporting Faculty budget monitoring and variance reporting, working with the Faculties Manager and Finance team.
• Data, Digital Working & Reporting
• Taking ownership of Faculty-level data accuracy, working with relevant teams to ensure integrity, consistency, and appropriate governance of records.
• Leading data quality improvement and clean-up activities – including the data clean-up project across Mailchimp and Quercus – and producing regular engagement and activity reports to support planning and decision-making.
• Sustaining the adoption and effective use of digital systems, reporting tools, and automation processes that improve efficiency, consistency, communication, and service quality across Faculties.
• Acting as the Faculties’ point of contact for the Connect platform, liaising with the Faculty Manager on related queries and updates.
• Acting as the Faculties’ point of contact for AI tools and initiatives, supporting awareness and adoption across Faculty teams.
• Acting as a data protection champion for Faculty-held data, working with the Data Protection Officer as required.
• Projects & Operations
• Sustaining support for Faculty Boards, Committees, and events, ensuring strong logistical and administrative delivery.
• Maintaining and coordinating Standard Operating Procedures and annual timelines for core Faculty activities, identifying common processes and supporting consistency across Faculties.
• Assisting with meeting room bookings, calendars, and operational logistics.
• Contributing to and supporting delivery of cross-organisational projects, including the Referral Project and the Culture Project.
• Coodinating event-day staffing (including interns and temporary staff) during high-volume periods such as the Intern Open Day and symposiums/conferences.
• Sustaining support for cross-functional projects and initiatives more broadly as required.

Requirements

• A relevant third-level qualification or equivalent professional experience.
• Experience working in a governance, communications, operational, or stakeholder-focused environment, ideally including financial administration (e.g. purchase order or budget processes).
• Experience supporting or coordinating cross-functional or organisation-wide projects.
• Strong organisational, interpersonal, communication, and analytical skills, with the confidence to operate with a degree of autonomy.
• High standards of attention to detail and confidence working with digital systems, reporting tools, and data.
• Experience supporting stakeholder engagement and working across multiple teams or priorities desirable.

Competencies

• Stakeholder Engagement
• Communication and Digital Skills
• Planning and Organisation
• Governance and Continuous Improvement
• Role Development and Future Scope

About Us

The Royal College of Physicians of Ireland is a postgraduate medical training college dedicated to ensuring that doctors have the skills to provide patients with the best possible care. Founded in 1654, the college supports doctors to enhance their skills, competencies, and professionalism throughout their working lives. Through its Faculties and Institutes, The Royal College of Physicians of Ireland, offers medical training programmes, examinations, diplomas, and educational courses to equip doctors with the skills and knowledge they need to care for patients and run safe and efficient healthcare systems. It also offers a range of educational diplomas and courses for learners in the wider healthcare sector.