Applications are invited for the following position within the PATIENT SERVICES DEPARTMENT in the Rotunda Hospital Ref No: 2025/11 Grade IV Administrative Assistant Medical Social Work, Permanent, Part-Time Job-Share Patient Services Department The Patient Services Department provides front line receptionist and administrative support to ensure the smooth operation of scheduled and non-scheduled patient appointments.We are also responsible for the admissions of all patients and management of their medical records and information.
The Grade IV Administrative Assistant in Social Work will ensure an effective, efficient & accurate delivery of service to all stakeholders.
We may create a panel of future candidates from this competition.
Based in the City Centre and on the grounds of the oldest continuously operating maternity hospital in the world, you will have the opportunity to work with colleagues across all professional disciplines and become part of the Rotunda family.
The successful candidates will have: Excellent organisational skills and attention to detail Excellent written and verbal communication skills Proven IT skills & flexibility Proven Customer services skills Eligible applicants will be those who on the closing date for the competition: (i)Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004 Or (ii)Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish.
Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.
Or (iii)Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction Or (iv)(iv) 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).
and (b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.
Principal Duties and Responsibilities: 1.Liaise with the Patient Services Manager in determining the administrative support requirements of the Department to ensure the overall smooth running of the administrative service.
2.Have excellent IT Skills with the ability to use computer based systems to include a detailed knowledge of MS Office.A knowledge of IPIMS and Power chart is desirable not essential.
3.Provide general clerical duties including co-ordination of mail, photocopying and filing in line with best practice, national guidelines and internal hospital policies.
4.Communicate with patients in sensitive manner while assisting them with any queries they may have.
5.Log telephone queries and record information requests from Patients, Doctors, Midwives, Allied Health Professionals and administrative staff, in a timely and professional manner.
6.Ensure patient confidentiality at all times and take responsibility for the accuracy and organisation of work 7.Provide comprehensive administrative support to the Medical Social Work department.
8.Provide transcription service as required to the Medical Social Workers.
9.Ensure that all records are tracked as per hospital policy 10.Assist in the overall smooth running of a busy service.
11.Interact with hospital staff and patients in a manner that is sensitive towards patients needs and perform duties in a manner, which is conducive to harmonious team-based intra, and inter departmental relationships.
12.Be able to work on your own initiative and effectively resolve problems in a timely manner having communicated with the department manager.
13.Undertake Training and Development activities consistent with the position.
14.Participate on relevant hospital committees as appropriate & when requested.
15.Assist in the formulation of policies and procedures for each department in accordance with National guidelines.
16.Provide regular and ad-hoc reports as required 17.Implement changes in service requirements in accordance with departmental guidelines 18.Communicate effectively both orally and in writing to appropriate parties 19.Provide cover for departmental administrative staff as required 20.Work on own initiative when required and meet deadlines 21.Deputise for the Grade V Team Leader when requested 22.Other duties appropriate to the post as assigned from time to time.
The above Job Specification 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.
All informal enquires in relation to the above should be directed to Jacinta Core, Deputy Patient Services Manager at .
Applications should be made via this platform and should include a current Curriculum Vitae and cover letter.
Closing Date: 5pm on Tuesday 11th February 2025.
ONLY SHORTLISTED CANDIDATES WILL BE NOTIFIED.
Please Note:Line Managers must bring this notice to the attention of all relevant staff within their Department, including any staff on leave i.e., Sick, Maternity, Annual, Parental, Carers, Unpaid, Career Break, Flexible Working Time Arrangements and Secondment.
Skills: 2025/11 Grade IV Administrative Assistant -