Administration Assistant

Tallaght University Hospital (TUH) is an exciting and dynamic place to work. The team at the Hospital are in the midst of implementing a new hospital strategy that has already delivered on the opening of a new renal unit, day surgery centre, step down facility in the community and the start of building works on a new ICU extension. It is an exciting time to join the TUH team and one of Ireland’s main teaching hospitals with so many plans to enhance patient care. The Hospital believes in investing in their team and offers excellent education and research opportunities.

TUH is one of Ireland’s largest acute teaching hospitals, adult, psychiatric and age-related healthcare on one site. The Hospital has 450 adult beds with over 3,500 people on staff and more than 50 different nationalities represented. The Hospital is a provider of local, regional and national specialties. It is also a national urology centre, the second largest provider of dialysis services in the country, a regional orthopaedic trauma centre and a designated trauma unit.

TUH is one of the two main academic teaching hospitals of Trinity College Dublin - specialising in the training and professional development of staff in areas such as medicine nursing, health and social care professionals, emergency medicine and surgery, amongst many others. TUH is part of the Dublin Midlands Hospital Group which serves a population of over 1.2 million across seven counties.

TUH Vision and Values

The vision of the Hospital is “People Caring for People to Live Better Lives” through excellent health outcomes supported by evidenced based practice, positive patient and staff experience in an empowering and caring environment. A culture of innovation and quality improvement in everything we do.

Our TUH CARE values – for patients, their families, our community and staff 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 member of the Team is valued equally. We recognise that a skilled, satisfied and motivated workforce is a prerequisite to high quality care.

Purpose of the role:

The Administration Assistant, Grade IV will be responsible for ensuring the smooth running of the administration support for the department they are assigned to.

Overview of the role

Key Duties and Responsibilities:

Provide general administrative support to the department.

Deal with telephone queries relating to the department’s function and request’s.

Process request’s for information under the Freedom of Information Act 2014 and the Data Protection Act 2018 in accordance with established procedures and timelines.

Evaluate request’s for information to determine their validity and scope.

Retrieve requested information from relevant sources, such as databases and Healthcare Records ensuring accuracy and completeness.

Communicate with requestors, providing updates on the status of their request’s, clarifying requirements and facilitating access to information in a timely manner.

Liaise with staff in other departments, the public and outside agencies in a confidential, courteous and professional manner.

Ensure correspondence with GPs and other hospitals are dealt with in a timely and effective manner.

Maintain efficient general office procedures as appropriate to the post.

Process and facilitate in the collation and presentation of data in relation to work undertaken by the department.

Use of computer packages relevant to the role.

Display an aptitude to engage in training relevant to the role

Display flexibility to adapt to change in what is a fast moving work environment

Qualifications & Experience required

Must have:

Have obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (higher, ordinary, applied or vocational programmes) or equivalent.

Or

Have passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as being of a comparable to Leaving Certificate standard or equivalent or higher i.e. Fetac Level 5.

Or

Have satisfactory relevant experience which encompasses demonstrable equivalent skills

And

2 years relevant administration experience.

Practical experience of use of IT systems / packages.

Fluent command and understanding of the English language to include spoken and written word.

Desirable:

Knowledge of legislation relevant to post (for example, Freedom of Information and Data Protection legislation (e.g. Data Protection Act 2018, GDPR, etc.)

Minimum of 1 year’s administration experience in the Health Sector.

Successful candidates will demonstrate:

Excellent office based communication skills (e.g. email, letter writing and phone-calls) and must be able to communicate effectively in a clear and concise manner.

A capacity to deliver on results within set timeframes.

Excellent Customer Services skills.

Knowledge and skills to be an effective administrator including the ability to work. independently as well as part of a team.

An ability to take direction and follow instructions.

An ability to organise and prioritise work effectively.

An ability to work with little supervision, have a respect for privacy and confidentiality.

Reward & Recognition

Remuneration is in accordance with the Department of Health Consolidated Salary Scales, grade code 0558.

The appointment is full time, permanent and pensionable.

The annual leave entitlement is 27 working days per year.

The leave year runs from 1st April to the 31st of March each year.

Normal working hours are 37 worked over 5 days. 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.