Administrative Assistant

JOB DESCRIPTION Job Purpose: As a member of the Radiology Administration team, assist in the operative and development of a quality Radiology Administration support team ensuring an efficient and effective service to the Clinical Radiology Directorate. The Grade IV Administration Assistant will ensure that all duties, roles and responsibilities are completed to the required operational standards in line with the competency framework.

Essential Skills or Competencies:

• Have a caring, friendly, professional attitude at all times with good communication and interpersonal skills.
• Must promote a positive and professional first point of reference for all patients who attend Radiology or contact Radiology by phone.
• Ability to work as part of a team and to establish good working relationships with personnel at all levels.
• Ability to prioritise multiple tasks and work to schedules and deadlines.
• Attention to detail and high levels of accuracy and methodical approach to work.
• A strong commitment to continuous improvement.
• Committed to protecting personal privacy and confidentiality of personal information.
• Knowing and Understanding the Health Service.
• Complete tasks allocated to the highest standard set by MMUH.
• Ensuring a Patient Centred Service.
• Managing Individual Performance.
• Represent MMUH in a professional manner at all times.
• Embracing Change and Service Developments.

Duties:

• The planning, organisation and control of day-to-day Administrative/Secretarial activities for Radiology, including during times of depleted resources.
• To devise and implement methods of improving the efficiency and quality of the administrative support to the team.
• To encourage and support changes in work practices, procedures, techniques and technologies introduced by Management.
• Be responsible for setting up and updating the clerical / administrative systems which support the needs of the Directorate.
• Front line administration dealing with patients and other staff members on an ongoing basis.
• Welcoming patient’s in a warm and professional manner and providing direction for the patient’s as required.
• Registering all patients upon arrival to radiology on the hospital system and resolve any queries that patients may have.
• Dealing with all other internal and external queries/issues e.g. FOI, Routine Access, and Risk Management/ GP, etc.
• Responsible for ordering and scheduling patient’s appointments for Radiology Exams as necessary ensuring all QA steps are followed.
• Creating appointment letters on patient centre and forwarding same to patients accordingly.
• Forwarding all radiology examination reports to the correct referring Doctor or external hospital.
• Handling all post received by Radiology and forwarding same to the relevant areas within Radiology, ensuring all are date stamped.
• To conduct all telephone communications in a professional and discreet manner
• Provide cover for breaks / holidays / sick leave when required.
• Ensuring quality control of the secretarial/administrative service, including that all established SOP‘s within Radiology are adhered to.
• To report all and any accidents / incidents to management and complete the incident occurrence register as required.
• To ensure records are accurately maintained and are kept in a safe and confidential manner.
• To ensure that filing systems are maintained in an efficient manner.
• Evidence of ongoing education and professional development will be required. Such evidence may be assured by the attendance and participation at in-service training programmes, subject to the approval of the ATM / Operations Manager.
• Assist in the training of any new junior staff.
• To attend all training as allocated by the ATM.
• Address any complaints which may be presented and report same to management.
• Scanning of letters / documents to information systems.
• Maintain the audit system, identify problems and liaise with relevant personnel to rectify inaccuracies.
• Adhere to Directorate / Departmental / Hospital policies at all times.
• Ensure confidentiality in all matters of information obtained during the course of employment.
• Be able to build strong working relationships with colleagues, superiors, patients, visitors and other stakeholders.
• Help and assist in colleagues duties when required.
• Promote a healthy working environment, be part of the team and encourage team work.
• Deal with queries in a polite and discreet manner.
• Effectively communicate with the management team and other team members.
• Undertake any other duties appropriate to the post as may be assigned from time to time, as the foregoing is not an exhaustive listing.

General Responsibilities and Accountabilities 1. Confidentiality You will be aware of the confidential nature of Hospital work and in particular, the right of patients to confidentiality. 2. Policies & Procedures You are required to familiarise yourself with and adhere to all policy and procedural documents relevant to your position. 3. Hygiene Standards The highest standard of hygiene must be maintained in the Hospital at all times and all staff members are responsible for ensuring compliance with the Hospitals requirements and standards with regard to hygiene. It is the responsibility of all staff to have a fundamental understanding of their individual responsibility in maintaining departmental & site hygiene standards. 4. Health and Safety Ensure that effective safety procedures are in place to comply not only with the Safety, Health and Welfare at Work Act 2005 but also within the spirit of the Hospital’s mission, vision and values, and they are known and followed by staff. You are required to familiarize yourself with the requirements of employees under the Safety, Health and Welfare at Work Act 2005 and to promote a work environment that is compliant with the Safety, Health and Welfare at Work Act 2005. Each staff member is individually responsible for ensuring that the Hospital remains a safe place to work. 5. Information Technology Ensure the most effective and efficient use of developments in information technology for administrative support in a manner, which integrates well with systems throughout the organization. 6. Business Continuity Management Business Continuity Management (BCM) is a holistic management process that identifies potential impacts that threaten an organisation and provides a framework for building resilience and the capability for an effective response that safeguards the interests of its key stakeholders and reputation” (BS 25999) All Staff employed in the Mater Misericordiae University Hospital are obliged to: - make themselves familiar with the Organisational BCM Plan - attend BCM education sessions provided for them - make themselves familiar with their individual roles as set out in their departmental business continuity plan if applicable and or the Organisational business continuity plan

Note: These duties and responsibilities are reflection of the present service requirements and may be subject to review and amendment to meet the changing needs of the Hospital. The incumbent Appointments Secretary will be required to maintain, enhance and develop their professional knowledge, skills and aptitudes necessary to respond to a changing climate. The job description must be regarded as an outline of the major areas of accountability at the present time, which will be reviewed and assessed on an on-going basis. PERSON SPECIFICATION Qualifications Essential

• Leaving Certificate or
• Have completed a relevant examination at a comparable standard in anyequivalent examination in another jurisdiction or
• Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by QQI

Experience

• 1-2 years of experience as a Clerical Officer in the HSE or other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004 or
• Proven track record of working in an administrative capacity in a busy administrative role

Organisational Knowledge

• Good Knowledge and Understanding of the Health Sector
• Professional Knowledge  Data Entry and computer skills are critical to this post
• Excellent knowledge of administrative software
• Excellent level of administration skills
• Ability to work in a pressurised environment and use own initiative
• Ability to communicate effectively in a team
• Ability to multitask
• Ability to provide innovative solutions to problems
• Flexible approach
• Maintain discretion and confidentiality at all times

Core Aptitudes Analytical & Judgemental

Skills Planning & Organisational

Skills Excellent interpersonal and communication skills.

• Excellent Analytical skills
• Excellent

Judgemental skills

• Excellent Planning

Skills

• Excellent

Organisational Skills

• Excellent interpersonal skills

Other Skills

• Excellent communication skills
• Very Good Team working capabilities and skills
• Excellent Computer skills including word, excel, outlook and PowerPoint

Salary: €35,256 - €54,370 per year