Administrative Assistant

Qualifications Each candidate must: • Have been educated to Leaving Certificate standard; Or • Have passed an examination of comparable standard at second level; Or • Have satisfactory relevant experience which encompasses demonstrable equivalent skills. Or • A good working knowledge of ECDL or Equivalent. Experience

• Have a minimum of 2 years administrative experience; • Good keyboard skills/Fast and accurate typing ability Skills/Abilities

• Excellent communication and interpersonal skills including the ability to present information in a clear and concise manner;

• Exceptional level of accuracy and attention to detail; • Ability to prioritize work and effectively handle multiple tasks and see these through to completion; • Excellent problem solving, analytical and decision making skills; • The ability to manage within allocated resources and a capacity to respond to changes in a plan; • Highly motivated and dynamic ability to work to deadlines and achieve targets; • Demonstrate ability to work under own initiative and independently with minimal supervision and work discreetly with confidential information; • Pro-active and a team player; • Demonstrate a high degree of flexibility, adaptability and openness to working in various Departments in Patient Service on a rotational basis. • Engage in Continuous Professional Development and further training when required. • Demonstrate a strong results focus and ability to achieve results through collaborative working; • The ability to build and maintain relationships with colleagues to achieve results; • Demonstrate a strong customer service ethos, takes pride in the quality of service delivered and constantly seeks to improve it; • Resilient, calm and professional under pressure; • Contributes ideas and suggestions as to how service activities can be improved; • Excellent ICT skills, MS Office skills to include Word, Excel and PowerPoint. Knowledge & Understanding • Understands confidentiality in all matters of information obtained during the course of employment; • Comply with mandatory training requirements as per hospital policy, i.e. Fire and Manual Handling Training. • Continually strives to improve service delivery; • Understands the need for change and co-operates with its implementation in a logical and committed manner. Overall Job Role: The Grade IV Administrative Assistant will be responsible for all administrative duties within the Patient Services department. Additionally the post holder will promote and maintain best practices throughout the department to ensure a quality service is delivered at all times.

Responsibilities & Accountabilities: 1. To carry out and be responsible for all administrative duties for the Patient Services department 2. Engage in rotation for the purposes of training to ensure knowledge of all areas of Patient Services Dept for continued service delivery.

3. Organisation of work to ensure deadlines are met and that clerical duties are maintained; 4. Management of iPMS System including: • Referrals to OPD waiting lists, • Validation of waiting lists, • Registration of patients, clinic arrivals, departures and reconciliations, • Admission to, transfers within and discharges of patients from the system, • Check all demographic and insurance details are up to date and correct each time a patient presents for a scheduled or unscheduled appointment, assessment or admission 5. Chart Management to include: • Prior pulling of charts from medical records and various areas throughout the hospital to ensure that charts are available on clinic dates or when patients attend for scheduled admission and retrieval of charts for patients when they attend for unscheduled care. • Ensure adequate and up to date patient labels are in chart • Print barcode tracking labels if required • Chart tracking • Chart organisation • Ensure charts of discharged patients go through HIPE department for coding • Filing charts back to the medical record library using The Coombe classification system • All elements of clinic reconciliation as part of financial administration and activity tracking 6. Use of other systems as required which include: • LAB system • Viewpoint (Ultrasound) • MN-CMS /K2 clinical systems • Dictation System • Claimsure 7. Undertake other duties appropriate to the post as may be assigned to you from time to time; 8. Support the preparation and issuing of office documentation (correspondence, reports, etc.); 9. Engage in local and nationally led initiatives and to inform patients of same i.e. Patient App 10. To conduct all telephone and electronic communications in a professional and discreet manner; 11. Participating as an effective team member towards the efficient operation of the department; 12. Collating and analyzing information/data and reporting on same; 13. Maintaining accurate records and files for department to allow for real time date collection 14. Alert line manager of any back logs or other difficulties which may arise from time to time; 15. Taking initiative and being proactive in addressing issues; 16. Organise and attend meetings as required; 17. Take minutes at meetings and prepare for circulation following meeting; 18. Assisting with the implementation of change and delivering quality services; 19. Working effectively with staff, members of the public, contractors, external agencies and other various departments; 20. Assist in the delivery of staff training; Engage in additional training programs to support the service delivery, set out by Hospital Management. 21. To monitor and order stationary and other department supplies as necessary.

General • To adhere to Departmental and Hospital policies at all times; • To ensure confidentiality in all matters of information obtained during the course of employment.

Customer Service • Promote and maintain a customer focused environment including monitoring efficiency of service provided by the team and notifying line manager of any deficiencies; • Act on feedback from service users/customers and report same to supervisor. Planning and organisational skills • Demonstrate the ability to plan and deliver the duties of the role in an effective and resourceful manner; • Can multi-task without losing focus and manage competing and changing priorities; • Maintaining structured systems; • Anticipates problems and issues and takes preventative action to address these; • Demonstrate an ability to manage and develop self and others in a busy working environment.

Professional • To ensure confidentiality on all matters and information obtained during the course of employment; • To have a working knowledge of CWIUH Services policies; • To present and act in a professional manner at all times and ensure colleagues do likewise.

Health and Safety • Comply with the policies, procedures and safe professional practice of The Coombe Women & Infants University Hospital and by adhering to relevant legislation, regulations and standards; • To instruct assigned staff in safe working practices; • To work in a safe manner with due care and attention to safety of self and other persons in the workplace; • To report immediately any accidents or incidents involving patients, staff or members of the public to the Head of Department. Hours of work Normal working hours are 35/17.5 hours per week worked over 5 days Monday-Sunday. However, you will be required to work the agreed roster/on call arrangements advised to you by your line manager. Your contracted hours of work are liable to change between the hours of 8 am to 8 pm over 7 days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement.

Remuneration Remuneration is in accordance with the salary scale approved by the Department of Health & Children effective from 1st March 2025. Current remuneration as follows: €35,256 - €54,370 pro rata per annum (including LSI’s).

Probation The successful candidate will be appointed initially for a probationary period of six months. During the probationary period progress or otherwise will be monitored and at the end of the probationary period the service will (a) be certified as satisfactory and confirmed in writing or (b) if not satisfactory, the probationary period may be extended by 3 months.

Annual Leave Annual leave entitlement is 189 hours (27 working days) pro rata per annum as per HSE standardisation of annual leave entitlement, plus 9 Bank Holidays per annum as they occur. The annual leave year runs from 1st of April to 31st March each year.

Sick Leave Payment of salary during illness will be in accordance with arrangements as approved from time to time by the Department of Health and Children.

Termination of Office The employment may be terminated at any time by one months’ notice on either side except where circumstances are dictated by the Minimum Notice and Terms of Employment Act 1973/2001. The Management’s right under this paragraph shall not be exercised save in circumstances where the Management is of the opinion that the holder of the office has failed to perform satisfactorily the duties of the post or has misconducted himself/herself in relation to the post or is otherwise unfit to hold the appointment. Flexibility This post requires a high level of flexibility to ensure the delivery of an effective and efficient service. Therefore the post holder will be required to demonstrate flexibility as and when required, i.e. evenings/weekends.

Health & Safety • All employees must comply with the Safety, Health and Welfare at Work Act, 2005. • Comply and enact Health and Safety responsibilities as outlined in Hospital policies, protocols and procedures relevant to your area. • Take reasonable care to protect your own safety, health and welfare and that of any other person who may be affected by your acts or omissions at work. • Ensure that personal protective equipment is worn while on duty. • Correct use of equipment.

Information Technology Ensure that you make the most effective and efficient use of developments in technology for both patient care and IT support in a manner, which integrates well with systems throughout the organisation, actively assisting in the integration of new technology and systems.

Hygiene/Infection Control All employees have responsibility for Hygiene awareness. Hygiene is defined as “The practice that serves to keep people and environments clean and prevent infection.” All employees also have a responsibility under their terms of employment to prevent transmission of infection and to follow the hospital infection control policies and guidelines as outlined in the Infection Control Manual. All employees must be aware that they work in an area where there is potential for transmission of infection. All employees have a responsibility to follow hand hygiene guidelines as this is the single most important intervention to prevent the transmission of infection.

Quality, Safety and Risk Management Support the delivery of the Quality, Safety and Risk Management Programme, including the appropriate identification and management of risks and incidents throughout the hospital.