PA to the Head of Patient Services – Grade V Permanent & Full-Time

Dublin Dental University Hospital (DDUH)

PA to the Head of Patient Services – Grade V Permanent

The Dublin Dental University Hospital is seeking to recruit a PA to the Head of Patient Services, Grade V to join the Patient Services team. This is a full-time and permanent contract. The successful candidate will provide administrative and PA support to the Patient Services Office, reporting to the Patient Services Manager.    

Role Summary:

The role of the PA to the Head of Patient Services, Grade V includes but is not limited to:

• Providing administrative support to the Head of Patient Services and to her deputy.

• Ensuring the Head of Patient Services schedule is managed effectively.

• Responding to queries directed to the Head of Patient Services Office.

• Monitoring all phone calls, taking necessary action personally or diverting to other areas/individuals, referring to the Head of Patient Services on essential matters.

• Duties include responding to queries, preparing letters, updating and maintenance of key systems and reports, scanning, filing, and researching and preparing correspondence and reports or policies as required.

• Working with the Head of Patient Services and the team in the continuous development of the patient, student and staff centred services.

• Maintaining awareness of the patient in relation to all aspects of Hospital Patient Services

• Providing administration support for internal committees including compiling agendas, preparing briefs and all relevant documents, setting up of IT equipment, and attending a wide variety of meetings to take and later transcribe minutes. Undertaking any necessary follow up actions as required.

• The monthly management and generation of internal reports or as required.

• Data input and processing of standard processes via our Respond and Salud systems.

• Processing discharges of patients from our Undergraduate Students.

• Processing of Exemption forms from DDUH staff members and students.

• Processing and assisting in the patient management process.

• The completion of necessary internal audit process and reporting on same. 

• Organising and co-ordinating meetings which will involve dealing with a wide range of functions within the Hospital.

• It also involves; co-ordinating bookings of lecture rooms and meeting rooms, liaising with other staff / divisions on requirements, liaising with external/internal stakeholders.

• Providing administration support for the Head of Patient Services and her office and maintaining a very busy office. This can include the management of all stock and stationery ordering for the Patient Services areas and the general administration area. 

• Collecting and compiling data and statistics as required and assisting in the writing annual and other reports as required.

• The management of translation services for the DDUH including bookings, processing invoices etc.

• The management and processing of copy records for FOI and legal purposes.

• The management of legal requests including processing responses and Garda reports.

• Providing administration support to the Salud Upgrade Project including arranging meetings, taking notes and action plans. Duties also include local testing. 

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 knowledge, skills and aptitudes necessary to respond to changing situations. 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.

Qualifications, Experience & Person Specification

Each candidate must have:

• Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland, (QQI).

• A minimum of three years relevant administrative/PA experience.

• Excellent administrative and organisational skills with extensive experience in Microsoft, Outlook. Word, PowerPoint, Excel and Publisher.

• Must be self-motivated, self-directed and work well on tasks as part of a team or alone.

• Excellent communication and interpersonal skills; proven ability to ability to relate effectively with staff, students, patients and visitors at all levels.

• Knowledge of the HIQA National Standards for Better Healthcare, 2012.

Desirable criteria:

• 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.

• Previous experience in a Hospital administration or out-patient setting would be an advantage.

• Previous local complaint management would be an advantage.

• Able to identify potential difficulties and formulate solutions.

• A willingness to be flexible and adaptable with a positive “can-do” attitude.

• Ability to prioritise and manage a number of issues simultaneously.

• Have experience in minute taking.

• Demonstrated ability in producing reports for audit and financial purposes.

• Be able to demonstrate adaptability to rapid changes taking place in the Dublin Dental University Hospital and health and education services in general.

• Be free from any defect or disease which would render him/her unsuitable to hold office and be in a state of health as would indicate a reasonable prospect of ability to render regular and efficient service.

• Be of good character.

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: Wednesday, 16th July at noon

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

Interviews are expected to take place immediately after the shortlisting process with an expected start date shortly thereafter.

Informal enquiries can be made by contacting Ms Susanne Bushe, Head of Patient Services, via email in the first instance susanne.bushe@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.