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Day Ward Administration Assistant, Grade IV, Dublin
Client:
Tallaght University Hospital
Location:
Dublin, Ireland
Job Category:
Other
EU work permit required:
Yes
Job Reference:
9ec96fa2ef07
Job Views:
90
Posted:
21.01.2025
Expiry Date:
07.03.2025
Job Description:
Job Title: Day Ward Administration Assistant, Grade IV
Reference No: 08.008(2024)
Department / Directorate: Day Ward/ Scheduled Care – COO Directorate
Reports to: Day Ward Manager/ Scheduled Care Manager
Tallaght University Hospital (TUH) is one of Ireland’s largest acute teaching hospitals, providing adult, psychiatric, and age-related healthcare on one site. The Hospital has 450 adult beds with over 3,500 staff and represents more than 60 different nationalities. TUH is a provider of local, regional, and national specialties, and it is a designated trauma unit incorporating the National Pelvic and Acetabular Unit, a regional Urology Centre, and the second largest provider of renal dialysis services in the country.
As one of the two main academic teaching hospitals of Trinity College Dublin, TUH specializes in training and professional development in areas such as Medicine, Nursing, and Health and Social Care Professionals. TUH is part of the Dublin Midlands Hospital Group, serving a population of over 1.2 million across seven counties.
The Hospital is an exciting and dynamic place to work, currently implementing a new hospital. The team has delivered on the opening of a new Renal Dialysis unit, Reeves Day Surgery Centre, a community step-down facility, a new ICU, and the development of a supraregional Endometriosis Service. It is an exciting time to join the TUH team, one of Ireland’s main teaching hospitals, with many plans to enhance patient care. The Hospital values investing in its team and offers excellent education and research opportunities.
TUH Vision and Values
The vision of the Hospital is “People Caring for People to Live Better Lives” through excellent health outcomes supported by evidence-based practice, positive patient and staff experiences in an empowering and caring environment. A culture of innovation and quality improvement is central to everything we do. Our TUH CARE values are:
* Collaborate – together and with our academic and care partners
* Achieve – our goals, positive outcomes, and wellbeing
* Respect – for patients, each other, and our environment
* Equity – for patients and staff
At TUH, we view our staff as our most valuable asset, and every team member is valued equally. We recognize that a skilled, satisfied, and motivated workforce is essential for high-quality care.
Purpose of the Role:
The Administration Assistant, Grade IV will be responsible for the administration of waiting lists; validation and management of waiting list entries; registration, admission, and discharge of patients; cancelling and rescheduling appointments; and ensuring the smooth running of the administrative support for the assigned department. There are several vacancies within the Scheduled Care Department and the Day Ward. A panel may be formed from which permanent full-time, part-time, or specified purpose positions may be filled.
Overview of Role:
Key Duties and Responsibilities:
* Provide general administrative support to the department/clinical staff
* Registration, admission, and discharge of patients
* Administration of waiting lists; validation and management of waiting list entries
* Cancellation and rescheduling of appointments
* Involvement in outsourcing patients to various private hospitals
* Liaise with consultants and their multi-disciplinary teams where appropriate
* Handle telephone queries relating to the department function
* Liaise with staff in other departments, the public, and outside agencies in a confidential, courteous, and professional manner
* Ensure correspondence with GPs/other hospitals is addressed in a timely manner
* Provide reception cover and support to team members as appropriate
* Locate charts outside of medical records when required
* Maintain efficient general office procedures as appropriate to the post
* Type and file all general correspondence and documentation related to the work of the department
* Process and facilitate the collation and presentation of data related to research projects and work undertaken by the department
* Provide medical secretarial support when required
* Utilize relevant computer packages
* The above list is not exhaustive, and your role may include any other duties as deemed appropriate by your line manager
Qualifications & Experience Required:
Must Have:
* At least Grade D3 in five subjects in the Leaving Certificate Examination (higher, ordinary, applied, or vocational programmes) or equivalent
* Passed an examination at the appropriate level within the QQI qualifications framework comparable to Leaving Certificate standard or higher (e.g., Fetac Level 5)
* Satisfactory relevant experience demonstrating equivalent skills
* A minimum of 2 years' administration experience, including at least 1 year in healthcare administration
* Satisfactory relevant experience managing/working with waiting lists
* Practical experience with IT systems/packages
* Fluent command of the English language, including spoken and written communication
Desirable:
* Knowledge of scheduling patients for procedures
* Satisfactory relevant experience in the preparation and running of a clinic/admission and discharge of patients
* Experience with Microsoft Office (Word, Excel, Outlook, PowerPoint)
Reward & Recognition:
* Remuneration is in accordance with the Department of Health Consolidated Salary Scales, grade code 0558.
* The appointment is whole time, permanent, and pensionable. A panel will be formed from which future permanent/temporary, full-time/part-time opportunities may be filled.
* The annual leave entitlement is 27 working days per year. The leave year runs from 1st April to 31st March each year.
* Normal working hours are 35 hours worked over 5 days. Your contracted hours of work are liable to change between 7 am and 8 pm over 7 days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement.
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