Divisional Administrator Division III Grade V - Permanent & Full-Time

Divisional Administrator

Division III

Grade V, Permanent & Full-Time Position

(On site role with Hybrid Options Available)

The DDUH is a centre of excellence in patient care, education and research, which drives the learning experience of our students and the delivery of the highest quality care to patients in an integrated, holistic and balanced way. The Dublin Dental University Hospital is seeking to recruit a Grade V Administrator to join our Division of Oral and Maxillofacial Surgery, Oral Medicine and Oral Pathology. This is a permanent and full-time position.

The position reports to and is accountable to the Head of the Division of Oral and Maxillofacial Surgery, Oral Medicine and Oral Pathology or to any other authorised designated officer that the responsibility is delegated to by Head of Division of Oral and Maxillofacial Surgery, Oral Medicine and Oral Pathology.

Qualifications, Experience & Person Specification

Essential

Each candidate must:

• Have a third level qualification in a relevant discipline and/or evidence of an equivalent combination of relevant experience, education and training.

• Hold a Bachelor’s Degree at QQI Level 7 on the National Framework of Ireland in Management or other relevant discipline will be considered.

Candidates with:

• A recognised qualification in Business, Medical or Administration, ideally at QQI Level 8 qualification on the National Framework of Ireland will have a distinct advantage in the shortlisting process.

• A minimum of 2 years of previous and relevant healthcare sector experience, motivating, coaching and managing a small team, ideally in a hospital setting.

• Excellent interpersonal and communication skills with the ability to identify potential difficulties and formulate solutions.

• The adaptability to work on their own initiative, prioritise and manage a number of issues simultaneously and demonstrate attention to detail.

• A proven track record in demonstrating a patient and student focused approach.

• Proficiency to advanced level in MS Office packages (Word, Excel, PowerPoint etc.).

• Good knowledge of Patient Record System/HIS systems (Salud and G2 SpeechReport would be an advantage).

• Good character and the ability to demonstrate and incorporate the values of the DDUH, at work, whilst collaborating with all stakeholders.

Outline of Duties and Responsibilities

The successful candidate will be responsible for managing the administration services of the Division of Oral and Maxillofacial Surgery, Oral Medicine and Oral Pathology and will ensure that all aspects of the Division run smoothly and effectively and that an efficient service is provided to patients, staff and students.

In addition, proactive participation is required into the development of both the clinical and academic aspects of the Division to ensure that the administrative team deliver work at the highest standards and meet all deadlines. Regular and ongoing project work and liaising with other divisions is a key feature of this role, ensuring necessary changes and developments are implemented.

The role of the Divisional Administrator includes but is not limited to:

1.     Managing Change

        Problem Solving & Decision Making / Communication & Influencing

• Ensuring that queries from patients, students and staff are dealt with in an efficient and timely manner.

• Contributing to the production of the large volume of outgoing correspondence generated by the Division and ensuring the correspondence is produced efficiently and to a high standard by the administrative team and progressed in a timely manner.

• Advising the Head of Division and other staff on emerging issues.

• Ensure the timely cancellation of clinics when necessary by notifying the Postings Working Group and also any UG or PG student affected by the cancellation.

2.     Managing the Service

        Quality & Safety of Service & Delivery of Results

• Ensuring that referrals, patient requests and outgoing correspondence are dealt with promptly and sensitively thus helping to maintain a coordinated service for patients.

• Providing secretarial support to the Head of Division and all academic/consultant staff.

• Liaising with external institutions as required under the direction of the Head of Division.

• Collect, interpret and present data and information on the Division’s activities according to both the Division and the DDUH’s reporting needs.

• Ensure payroll returns are accurately completed, signed off by the Head of Division and returned to the Human Resources Department and Payroll Department by the deadlines set.

• Ensure that hospital policies are implemented and adhered to.

• Distribute end of term grading/feedback documents to the relevant clinicians.

• Manage the submission of portfolio assessments for 4th and 5th year students, compiling marking sheet, record and process grades efficiently and accurately.

• Ad hoc projects, as required.

3.     Managing Yourself

         Team Player & Planning & Organisation

• Ensuring high level of cooperation, communication and team work between the administrative staff and the academic/consultant staff in the Division.

• Ensuring a high level of interdepartmental cooperation between the Division and other Departments in the Hospital.

• Responsible for managing, planning and supervising the day to day organisation and activities of the Department.

• Co-ordinating with academic staff with regard to course delivery and examinations.

• Planning, coordinating and overseeing the practical final and other dental examinations. Liaising with the internal and external examiners to produce final dental and other examination papers to a high standard whilst ensuring material is kept confidential.

• Take responsibility for own up-skilling and training.

• To perform such other duties appropriate to the office as may be assigned to him/her by the Head of Division.

·        Assist in the NCHD CPC lunchtime presentation by providing administrative support in the zoom connection, ensure laptop is charged and connected to Salud for note taking into patient’s chart.

4.     Managing People

         People Management & Leadership

• Effectively managing all administrative staff assigned to the Division.

• Co-ordinating staff of the Division to include rotas, postings of clinical staff on clinics etc.

• Effectively coordinating elective and ad-hoc meetings as required and action points are followed up e.g. Divisional Meetings and Exam Meetings.

• Hold regular team meetings with administrative staff.

• Liaise with Human Resources department on Headcount form submission for approval to recruit, appoint or pay extra session.

• Maintain records in relation to staff training, staff absenteeism and any other staff matters as required.

• Undertake staff development and individual performance reviews for administrative staff in the Division and foster a high level of morale among staff by effective motivation and communication.

• Managing the wide array of tasks that this role encompasses which, in addition to those outlined above, include liaising with sessional staff and the Dental School Department in ensuring accurate and timely grading, liaising with the transcription software provider, mentoring work experience trainees and managing the day-to-day running of the Division.

The post holder will attend the following meetings and all other meetings as required:

• Postings Committee

• Internal Divisional Meeting

• Oral Surgery Meeting

• Theatre Users Meeting

The extent and speed of change in the delivery of services is such that adaptability is essential to this level of appointment. The person chosen will be required to maintain, enhance and develop their professional knowledge, skills and aptitudes necessary to respond to a changing situation. Therefore, this Job Description is an outline of the current broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. It will be reviewed and updated in line with future needs.

General Information

Dublin Dental University Hospital will not be liable for travelling or other expenses incurred by candidates who may be invited to attend for interview.

Closing date for applications: Tuesday, 22nd April 2025 at noon

Qualified applicants should apply through Hirehive attaching their CV and Cover Letter along with completing an on-line application form.

Interviews are expected to take place immediately after the shortlisting process and from week beginning 28th April 2025 with an expected start date shortly thereafter.

Informal enquiries can be made by contacting Mr. Jose De Souza, Division III Administrator, via email in the first instance Jose.DeSouza@dental.tcd.ie or Simion Tita, HR Officer simion.tita@dental.tcd.ie.

Offers are subject to standard checks such as Garda Vetting, references and any other on boarding requirements relating to the role.

The Dublin Dental Hospital is an equal opportunities employer.