Administrative Coordinator

Role Summary

The purpose of this role is to lead and manage all of the administrative services, staff and activity across the areas of reception, admissions, medical secretary, mental health act administrator, medical records, outpatients and the rotation scheme within the hospital.

The post holder will also hold the responsibility for assigning and training staff to provide all administration and secretarial support to clinical and non-clinical staff, committees and working groups.

Principal Duties and Responsibilities

The following is intended for the guidance of the person assigned to the post but is not an exhaustive listing of the duties associated with the post.

1.      Overall responsibility for the management of all administrative staff within the Hospital.

2.      Overall responsibility for administrative duties under the Mental Health Act 2001, ensuring the implementation and review of the administrative policies and procedures to ensure compliance with Part 2 of the Mental Health Act, 2001.

3.      Liaise, in an advisory capacity, with the Data Protection Officer and Medical Records Officer with regard to any requests received under GDPR 2018 and Freedom of Information Act, Patient requests for access to records.

4.      Formulating policies and procedures for the Medical Records, Outpatients, Medical Secretaries, reception in relation to the Mental Health Commission Inspection.

5.      Overall responsibility for ensuring administrative department participation in the monthly staff induction day, providing information on role of Admissions Departments and information on the Mental Health Act.

6.      An active role in the ongoing development and implementation of the patient information system (MHIS) with regard to the health record and admission functions.

7.      Overall responsibility for assigning and training staff to participate and / or provide secretarial support to Clinical Audit Committees, Clinical Committees such as (MHIS User group (including minutes), MHIS

Project Team, Clinical Governance Committee, Health and Safety Committee (delegated), Safeguarding Committee (delegated), Consumer & Carer Council (delegated), Mini Management Teams (delegated) and any other appropriate committees as and when formed and requested by the Management Team.

8.      Leads and oversees the end-to-end Inpatient referral management process to ensure timely, accurate, and clinically aligned triage, allocation, and tracking of referrals, supporting safe patient flow and operational efficiency.

9.      Leads and coordinates the end-to-end admissions and discharge process to optimise bed capacity, enhance patient flow, and ensure efficient, compliant service delivery through close collaboration with clinical and operational teams.

10.   Manage the administration staff within the Outpatients Department of the Hospital along with the timetable for all clinics operating there

11.   Ensure that all the clinics are running consistently and effectively so as to ensure both a high quality and value for money service is being delivered.

12.   Ensure General Practitioner (GP) referrals are received and reviewed accurately to ensure a timely and effective response is given to all referrals that arrive into the Outpatients Department.

13.   Proactively manage the waiting list of the Outpatients Department to ensure the needs of all patients are reviewed and met consistently and communicate in a timely manner to all parties concerned.

14.   Along with the Staff within the Outpatient Department ensure all fees are paid upfront and in advance by patients prior to their appointment.

15.   Manage and support the staff member responsible for the rotation scheme staff the administration of the NCHD rotation scheme.

16.   Monitor, analyse, and report on key performance indicators (KPIs) related to Referral management, bed management and patient flow, and Outpatients Services to support informed decision-making and drive continuous improvements and overall patient throughput

17.   Were applicable always ensure that medical secretarial support for a Consultants Private Practice does not at any time interfere with the Operations of the Hospital.

18.   Clinical Audit Committee: Secretary to Committee with responsibility for ensuring Audit Register is kept up to date and arranging for minute taking.

19.   Where appropriate, oversee the departmental budgets for Administration areas.

20.   Have responsibility for collecting and reporting on patient / family members / visitor’s suggestions and patient satisfaction.

21.   Membership of the Hospital Compliments and Complaints Committee.

22.   Compliance Team for the MHC JSF - Register of Residents Regulation Owner.

23.   Ensure Risk Register for all administrative areas are kept up to date and reviewed regularly.

24.   Oversee the introduction and implementation of the Audit process within all administrative areas, ensuring all staff are trained and involved including conducting regular audits on the Mental Health Act.

25.   Supervisory Responsibility for all administrative staff including training, recruitment, probationary reviews, performance development reviews.

26.   Review and sanction any leave requests and proactively manage absenteeism as per hospital policy.

27.   Ensure cover is provided where necessary throughout the department.

28.   To participate in staff development and in-service training relevant to the post as may be organised from time to time.

29.   Manage the smooth operation of the Digital Dictation System within the Hospital.

30.   Develop and implement referral management protocols and SOPs, promoting standardisation and efficiency across the department. Responsible for identifying gaps in existing policies, developing new policies, and leading the review, design, implementation, and compliance of standard operating procedures (SOPs) to ensure consistency, quality, and regulatory alignment across services.

31.   Ensure the adherence to agreed hospital policies in relation to matters of Governance, Finance, HR, Health & Safety amongst others.

Maintain Standard Operational Procedures Manuals and flow charts for all areas of responsibility.

·        Medical Records SOP

·        Medical Secretaries SOP

·        Reception SOP

·        Mental Health Act Admin SOP

·        Ward Clerk SOP

·        Outpatients SOP

·        Rotation Scheme SOP

33.   To be familiar with the teams of the Safety, Health and Welfare at Work Act and all relevant policy documents of Saint John of God Hospital Clg i.e. Employee Handbook, Safety Statement, Guidelines for Safeguarding and so forth.

34.   Shred-it provides a monthly confidential information shredding service. An administration person needs to accompany the Shred-it operative for GDPR purposes which must be assigned by the Administrative Coordinator.

35.   To respect and operate within the framework of the tradition, character and ethics which govern the work of the Services of Saint John of God.

36.   To ensure that all departmental reports and Centre records are confidential to the service at Saint John of God Hospital and to maintain confidentiality in respect of matters which come to your knowledge in the course of your official duties.

37.   Perform any other duties as may reasonably require. 

This job description will be subject to review in light of experience and / or changing circumstances and will include any other such duties appropriate to the post as may be reasonably determined by the Chief Executive or his / her designated nominee.

The Administrative Coordinator will be responsible for regular reports as will be required from time to time to include:

Weekly Reports On:

• Attendance
• Sickness
• Training

Monthly Reports on:

• MHA Activity
• Assisted Admissions
• Data Subject Access Requests
• Walk-ins
• Number of people who attended MHIS Training
• Healthlink eReferrals
• Outpatient Activity
• Phone Summary for Frontline Extensions
• In Patient Referrals KPI
• Outpatient Referrals KPI
• Admissions Activity
• Discharges
• Waitlist Management KPI

Person Specification: Administration Co-Ordinator

Essential Criteria

·        Minimum 2 years’ experience in a similar healthcare role

·        Excellent computer skills

·        Excellent interpersonal, organisational, communication, and report writing skills.

·        Proven ability working to strict deadlines

·        Excellent attention to detail

Desirable Criteria

·        Previous experience in a hospital setting

·        Experience working within a highly confidential and regulated environment

Health

·        A candidate for and any person holding this office must undergo medical examination and be free from any defect or disease which would render him/her unsuitable to hold the office and be in a state of health as would indicate a reasonable prospect of ability to attend regular and efficient service.

Character

·        A candidate or any person holding this office must be of good character. Garda clearance is a mandatory requirement.

Salary: €57,325 - €70,034 per year