Administrative Assistant

Specific T&C’s of post

35 standard working week

28 Days Annual Leave

Remuneration is in accordance with the salary scale approved by the Department of Health:

Grade Code: 0558 as of 01/06/2024. Point 1 € 33,756, rising in increments annually to

€35,867; €36,715; €38,856; €40,817; €42,533; €44,194; €46,435; €48,066; €49,702; €51,221; €52,776 LSIs

Principal Duties and Responsibilities Professional Duties and Responsibilities: Scheduled Care: • Management of Inpatient, Day Case & Planned Procedure (IDPP) waiting lists, in line with the NTPF’s ‘National IDPP Waiting List Management Protocol’ to achieve a consistent and standardised approach to scheduling and management of all elective patients. • Ensure that Admission Booking Forms are received, recorded and managed on the patient administration system (IPMS) in a timely manner in accordance with KPIs. • Schedule hospital admissions in advance of scheduled procedure date, but also last minute. • Book Theatre lists on the Theatre Management System. • Cancel and change Theatre lists as appropriate. • Act as liaison person between clinical team and patient. • Maintain waiting lists for the relevant specialties. • Assisting with validation of IDPP waiting lists. • Prepare any necessary reports with regards to the Waiting list numbers, where required. • Obtain correct demographic information from all patients/parents on the morning of their admission, eligibility and insurance details. • Liaise with Schedule Care Lead, Operational management and medical staff on waiting lists, admissions and outsourcing initiatives.

• Liaise with Schedule Care Lead, Operational management, CNMs/nursing staff and Theatre on queries relating to Bed Management/Patient Flow • Ensure that all charts, tests and investigation results are available prior to the admission of each patient. • File/scan post-operative tests, investigations, results and all other necessary documentation into patient charts/electronic healthcare record. • Book Translator/Interpreter prior to day of admission. • Flexibility in relation to shift start and end time due to the service needs of the Scheduled Care Department. • Providing cover for absent team members, as directed. • Ensure discharge summaries are completed by Non-Consultant Hospital Doctor’s (NCHDs). • Arrange internal transfers. • Make post-operative follow up appointments in the Outpatients Department. Central Referrals Office: • Management of Outpatients waiting lists, in line with the NTPF’s ‘National Outpatient Waiting List Management Protocol’ to achieve a consistent and standardised approach to scheduling and management of all outpatient appointments. • Ensure that referrals are received, recorded and managed on the patient administration system (IPMS) in a timely manner in accordance with KPIs. • Organise and schedule/cancel appointments. • Cancel and reduce out-patient clinics as appropriate.

• Act as liaison person between clinical team and patient. • Advise patients in the event of the Hospital cancelling booked outpatient appointments. • Update referral and waiting list status following triage of referrals by clinical team. • Maintain waiting lists for the relevant specialties. • Produce and distribute correspondences. • Assist with Data Quality Reports review and action as required. • Maintain computer and manual filing systems. • Handle sensitive information in a confidential manner. • Coordinate office procedures. • Receive, sort, and distribute the mail. • Book Translator/Interpreter prior to outpatient appointment. • Ensure patient confidentiality and that the service is at all times focussed on a quality service to the individual patient.

General Duties: • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies. • General administrative duties i.e. filing, typing, photocopying, scanning, answering/responding to telephone internal/external enquiries in a timely manner, answering e-mails and other administrative tasks as required. • Reception desk duties. • Communicating with staff members and the public i.e. responding to queries and providing information. • Use of Information Technology i.e. word processing, spreadsheets, database, e-mail, outlook calendar, power point, graphs and internet research. • Conduct data entry. • Working as part of a team in meeting goals and objectives and delivering an important service to the public. • Take part in team rotation system. • Work as part of a team by supporting each other, sharing work load and covering colleagues during periods of absences or cross cover in CRO and/or Scheduled Care Departments during times of crisis. • To perform such other duties appropriate to the post as may be assigned from time to time by the department manager or nominee. • Attend departmental meetings and other meetings as required. • Ensure administrative procedures are undertaken in the area according to Health & Safety Regulations. • Track and return medical records back to the Medical Record Department. • Maintain the correct format for patient charts and manage Healthcare Records in accordance to hospital policy. • Frequently pulling and carrying multiple charts across the clinical area / hospital for various needs. • Follow up on patients who do not attend. • Ensure patient confidentiality and that the service is at all times focussed on a quality service to the individual patient. • Where possible deal with all verbal complaints at local level. If the patient/parent are not satisfied, refer to CHI’s Quality, Safety and Risk Management (QSRM) patient liaison team. • Maintain stationary stock for the department and order from the Supplies Department on a fortnightly basis. • Liaise with staff in other departments, the public, and other outside agencies in a confidential and friendly manner. • Any other duties assigned to you from time to time. • The post holder will be expected to live CHI values and be child-centered, compassionate, and progressive and will act with respect, excellence and integrity.

The above is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to them from time to time and to contribute to the development of the post while in office.

Eligibility criteria, qualifications and experience Essential Criteria: • Have achieved Leaving Certificate or QQI level 5 or equivalent qualification. • Have at least 2 years relevant experience within a hospital setting. • Previous experience with Waiting List Management and Data Quality Management. • Have a working knowledge of hospital information systems which should include patient administration systems (e.g. iPMS etc.)

Desirable Criteria: • Have excellent interpersonal skills and the ability to communicate successfully and sensitively with children of all ages, families, staff, management and outside agencies. • Be self-motivated, have excellent organizational skills and have the ability to work under pressure. • A high level of commitment and the capacity for responsibility and individual initiative. • Has a good working knowledge of Microsoft Office applications, including Microsoft Word and Excel.

Competition Specific Selection

Process How to Apply & Informal Enquiries Applications for this post must be accompanied by a cover letter, setting out relevant experience that illustrates how the essential criteria listed above is met. The criterion for short listing is based on the requirements of the post, as outlined in the eligibility criteria.

* Please note that you must submit a cover letter with your CV, this forms part of your application and CV’s will not be accepted without a detailed cover letter. The closing date for submissions of CV’s and cover letter is 30 October 2024 by 5 pm. Applications must be completed through the advertised post on CHI.jobs by clicking ‘Apply for Job’.