Cardiac 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: Current salary scale with effect from 1st June 2024: [Grade, Code 0558] and rising annually in increments: €33,756, €35,867, €36,715, €38,856, €40,817, €42,533, €44,194, €46,435, €48,063, €49,702, €51,221, €52,776 incl. LSIs

Principal Duties and Responsibilities Professional Duties and Responsibilities: • As part of the Cardiac Services Team, this role will contribute to the day-to-day and strategic management of the cardiac department, with the duties of this role subject to change in line with the needs of the services • The post holder will be expected to live CHI values and be child-centered, compassionate, progressive and will act with respect, excellence and integrity. [Do not remove]. • The post holder will be expected to live CHI values and be child-centered, compassionate, progressive and will act with respect, excellence and integrity. • The person chosen will ensure that the patient is the centre of all activities carried out. • Demonstrate behavior consistent with the Values of the Hospital. Be responsible for the provision of administrative support services to their designated area. · • Liaising with other members of the Department to ensure smooth overall running and efficiency of the Department. • Provide efficient general administrative and secretarial support to the designated area. · • Liaise with Consultants and their Multidisciplinary Teams where appropriate and manage the consultant on call and leave roster. · • Ensure correspondence with GP’s/other Hospital’s is dealt with in appropriate timeframes. Cross cover for phone calls when required. • Arrange meetings and take minutes as required · • Maintain efficient general office procedures as appropriate to the post. · Type, pull and file all general correspondence, photographs, reports and documentation in relation to the work of the department. · • Liaise with staff in other departments, the public and outside agencies in a confidential, courteous and professional manner. · • Enter and maintain Patient details on the relevant patient administration systems, ensuring data integrity at all times. • Collection and delivery of internal and external mail to/from the hospital mail room as required. · • Ordering supplies for the Department as required. · • Register patients on iPMS for Cardiac Clinics when required and manage consultant clinic numbers and waiting lists. · • Schedule patients on In-patient and Day-case waiting lists for Cardiothoracic surgery and Cardiac Catherisation when required. • Preparation for weekly Joint Cardiac & Cardiothoracic conference (JCC) and other conferences when required. ·

• Cross cover for other secretaries in the department when required including Cardiac reception and typing longest waiting letters from G2. · • To perform other duties appropriate to the post as may be assigned by the Department Manager or nominee. • Information Technology · Assist in the integration of application software to support the operational and management systems. · • Ensure they make the most effective use of developments in information technology for both patient care and administrative support in a manner which integrates well with systems throughout the organization. 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: • Achieved Leaving Cert or QQI level 6 or its equivalent. • Have a minimum of 1 year administration/secretarial experience · • Have excellent secretarial & organizational skills. · • Have sound knowledge of Microsoft Office with proficiency in Word, Excel, Database, Outlook, and other related packages. · • Dictaphone typing skills required • Excellent verbal and written communication skills. · • Ability to multitask and work in a very busy department providing support for multiple services.

Desirable Criteria: • Previous experience working in a heath care environment • Experience with a Hospital Patient Administration system • Knowledge of medical terminology • Hold a medical secretarial or equivalent qualification.