Administrative & Personal Assistant

Role Summary

The Administrative & Personal Assistant is responsible for providing high‑quality executive and administrative support to the Deputy Chief Executive (DCE) and Head of Operations.

This role ensures the efficient coordination of executive activities, supports operational planning, and contributes to the smooth running of the hospital’s leadership functions. The postholder will be a key point of contact for internal and external stakeholders and will play a vital role in maintaining excellent communication, confidentiality, and service standards.

Principal Duties and Responsibilities

Key Responsibilities

Executive & Diary Management

·        Provide proactive PA support, including diary management, scheduling, and coordination of internal and external meetings.

·        Exercise judgement in managing daily priorities, ensuring critical tasks, meetings, and deadlines are addressed appropriately.

·        Prepare agendas, papers, presentations, and briefing materials, ensuring timely distribution and accuracy.

·       Coordinate travel arrangements, logistics for meetings, conferences and events.

Office & Information Management

·        Ensure the efficient day to day administrative support to the DCE and Head of operations

·        Harness technology to consistently deliver high-quality work

·        Maintain accurate records, databases, and filing systems (digital and physical) in line with hospital policies and data protection standards.

·        Service executive and operational committee meetings as assigned: schedule, compile and issue papers, maintain distribution lists, minute accurately, and manage action logs to closure.

·        Track actions arising from various committee and governance meetings, maintaining up-to-date action logs and ensuring deadlines are monitored and prioritised.

·        Proactively follow up with action holders across departments to ensure timely progress and provide reminders or escalation where appropriate.

·        Handle sensitive information discreetly, applying hospital policies, data protection and records‑management requirements always.

·        Support budget tracking, procurement processes, and invoice management.

·        Assist in preparing reports, performance data, and operational documentation for senior leadership teams.

·        Maintain accurate contact lists, distribution groups and document libraries (e.g., SharePoint/Teams).

·        Identify opportunities to streamline processes and adopt templates/automation for repeat tasks.

Operational Coordination

·        Assist with project administration, meeting coordination, and tracking progress on operational initiatives.

·        Liaise with clinical and non-clinical departments to support communication flow and facilitate timely follow-up on actions.

·        Participate in planning and organising operational events, briefings, and staff forums.

Stakeholder Liaison

·        Act as a professional, courteous first point of contact for the Deputy Chief Executive DCE/Head of Operations; use judgement in triaging queries.

·        Maintain the highest level of confidentiality of all correspondence received and all other activities undertaken

·       Support the management of enquiries, ensuring they are addressed promptly or escalated when necessary.

Compliance/Standards

The post holder will

·        Contribute to continuous improvement and service standards within the executive office.

·        Maintain current and comprehensive organisational knowledge across all relevant areas.

·        Be familiar with the Regulatory requirements of the Mental Health Commission and HIQA and ensure their full implementation pertaining to your areas of responsibility.

·        Ensure compliance with regulations, policies and procedures, and relevant legislation.

·        Demonstrate the values of Saint John of God Hospital: Hospitality, Compassion and Respect. All employees are expected at all times to discharge their duties in a manner consistent with and reflects in practice, the living out of these values.

·        Maintain confidentiality in respect of all matters which come to your knowledge in the course of your official duties.

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

Person Specification:

·        Candidates must have the knowledge and competence necessary to carry out the role effectively.

·        Leaving Certificate, FETAC Level 5, or equivalent qualification as a minimum.

·        Proven experience providing PA or executive support at a senior level.

·        Strong administrative experience, ideally within a healthcare, public sector, or complex organisational environment.

·        Demonstrated experience in committee and meeting administration, including agenda preparation, high-quality minute taking, action tracking, and document management.

·        Excellent organisational and time-management skills, with the ability to prioritise competing demands and meet deadlines in a fast-paced environment.

·        Sound judgement, including the ability to determine when matters should be escalated to senior management.

·        Excellent written and verbal communication skills, with the ability to present and synthesise information clearly for senior audiences.

·        High level of proficiency in Microsoft Office and digital collaboration tools.

·        Strong analytical skills with a high degree of attention to detail.

·        Flexible and adaptable, with strong problem-solving skills and initiative.

·        Ability to work independently on own initiative and collaboratively as part of a team.

·        Strong interpersonal skills, with a patient-focused and professional approach.

·        Ability to maintain confidentiality at all times.

Desirable

·        Experience working in a hospital or healthcare setting.

·        Knowledge of healthcare governance structures.

·        Project administration experience.

Behaviours & Attributes

·       Professional, calm, and adaptable in a fast-paced environment.

·       Proactive, resourceful, and solution focused.

·       Confident working independently and collaboratively.

·       Detail-oriented with a commitment to accuracy and quality.

Working Conditions

·        May require occasional early mornings, evenings, or extended hours to support executive commitments.

·        Probationary Period: This post is subject to a six-month probationary period. The hospital’s probationary period policy will apply during this time.