Administrator

Eligibility Criteria

Qualifications & Experience

The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him / her from time to time and to contribute to the development of the post while in office.

Each candidate must possess at the latest date of application:

1. Professional Qualifications, Experience, etc.

Each candidate must possess at the latest date of application:

Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004.

OR

Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish¹. Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.

OR

Have completed a relevant examination at a comparable standard in any equivalent 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 Qualifications and Quality Ireland (QQI).

AND

Health

A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Character

Each candidate for and any person holding the office must be of good character.

Note 1: Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable.

Qualification

• Be educated to Leaving Cert standard or have passed an examination of comparable standard.

Experience

• Minimum 2 years’ experience working in administration roles

• Fluency in both written and spoken English

• Excellent IT skills including proficiency in MS Office Suite

• Ability to identify potential difficulties and formulate solutions

Skills, Competencies and Knowledge

Professional Knowledge & Experience

• Demonstrates knowledge and experience relevant to the role as per the duties & responsibilities, eligibility criteria and post specific requirements of the role

• Maximises the use of ICT, demonstrating excellent computer skills particularly Microsoft Office, Outlook etc.

• Demonstrate the ability to work in line with relevant policies and procedures

• Demonstrate commitment to developing own professional knowledge and expertise

Commitment to a Quality Service

• Demonstrates evidence of practicing and promoting a strong focus on delivering high quality customer service for internal and external customers and an awareness and appreciation of the service user

• Ensure attention to detail and a consistent adherence to procedures and standards within area of responsibility

• Embraces and promotes the change agenda, supporting others through change

• Demonstrate flexibility and initiative during challenging times and an ability to persevere despite setbacks

Evaluating Information, Problem Solving & Decision Making

• Demonstrate numeracy skills, an ability to analyse and evaluate information, considering a range of critical and complex factors in making effective decisions. Recognises when it is appropriate to refer decisions to a higher level of management

• Demonstrate initiative in the resolution of complex issues / problem solving and proactively develop new proposals and recommend solutions

• Ability to confidently explain the rationale behind decisions when faced with opposition

Team Working

• The ability to work both independently and collaboratively within a dynamic team and multi stakeholder environment

• Demonstrate an ability to work as part of the team in establishing a shared sense of purpose and unity across a number of teams delivering on different projects

• Demonstrate leadership; creating team spirit; leading by example, coaching and supporting individuals to facilitate high performance and staff development

• Demonstrate a commitment to promoting a culture of involvement and consultation within the team, welcoming contributions from others

Communications & Interpersonal Skills

• Demonstrates excellent communication and interpersonal skills including the ability to present complex information in a clear, concise and confident manner (written & verbal)

• Strong presentation skills

• Demonstrate the ability to influence people and events and the ability to build and maintain relationships with a variety of stakeholders, working collaboratively within a multi stakeholder environment

• Demonstrate commitment to regular two-way communication across functions and levels, ensuring that messages are clearly understood

Other Requirements Specific to the Post

Patient Administration & Service Support

• Coordinate and manage outpatient and sleep study appointment scheduling, rescheduling and cancellations in line with service priorities and waiting list protocols

• Act as a first point of contact for patients, families and carers, providing clear and professional information regarding appointments, preparation requirements and follow-up queries

• Ensure accurate registration, verification and updating of patient demographic and clinical information in line with hospital systems and data quality standards

• Support patient flow on clinic and sleep study days, liaising with clinical teams to minimise delays and improve patient experience

Waiting List & Pathway Management

• Maintain and monitor outpatient and sleep study waiting lists in accordance with national and local policies

• Track referrals, identify incomplete or overdue documentation, and follow up appropriately to progress patient pathways

• Escalate capacity or access issues to supervisors and management in a timely manner

Sleep Studies Administration

• Coordinate sleep study bookings, confirmations and pre-study communications with patients

• Support the administrative processes associated with sleep study equipment logistics, documentation and post-study follow-up correspondence

• Ensure accurate recording and filing of sleep study activity and outcomes as required

Systems, Data & Reporting

• Input, maintain and validate data across relevant IT systems (e.g. PAS and other clinical/administrative systems)

• Prepare routine reports, statistics and activity data to support service planning, performance monitoring and audits

• Ensure compliance with GDPR, data protection legislation and hospital information governance requirements

Communication & Liaison

• Liaise effectively with multidisciplinary teams including nursing, medical, allied health professionals and diagnostic services

• Communicate professionally with external stakeholders where required, including GP practices and community services

• Respond to queries and issues in a courteous, timely and solution-focused manner

Quality, Governance & Compliance

• Adhere to hospital policies, procedures and standard operating protocols at all times

• Support quality improvement initiatives within the ambulatory care and sleep services

• Participate in audits, service reviews and process improvement projects as directed

General & Ad Hoc Duties

• Provide cover and support for administrative colleagues within the department as required

• Undertake additional duties appropriate to the grade and role, as assigned by supervisors and the management team

• Contribute positively to a flexible, team-based working environment to support service needs

Principal Duties & Responsibilities

The Grade IV Administrator will provide comprehensive administrative support to the Ambulatory Care Outpatients and Sleep Studies services, working under the direction of the relevant supervisors and management team to ensure the effective, efficient and patient-centred delivery of services.

Campaign Specific Selection Post

A ranking and or short-listing exercise may be carried out on the basis of information supplied in your CV. The criteria for ranking and or short listing are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification. Therefore, it is very important that you think about your experience in light of those requirements.

Failure to include information regarding these requirements may result in you not being called forward to the next stage of the selection process.

Those successful at the ranking stage of this process (where applied) will be placed on an order of merit and will be called to interview depending on the service needs of the organisation.

Tenure

The current vacancy available is Full Time on a Specified Purpose basis.

The post is pensionable.

Appointment as an employee of Peamount Healthcare is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointment) Act 2004.

Remuneration

Remuneration is in accordance with the salary scale approved by the Department of Health: Grade IV Clerical (0558).

Current salary scale with effect from 1st August 2025: €35,609 (point 1) to €54,914 (point 12 LSIs).

Working Week

The hours allocated to this post are 35 hours per week. The allocation of these hours will be at the discretion of the Department Head and in accordance with the needs of the service.

HSE Circular 003-2009 “Matching Working Patterns to Service Needs (Extended Working Day/Week Arrangements); Framework for Implementation of Clause 30.4 of Towards 2016” applies. Under the terms of this circular, all new entrants and staff appointed to promotional posts from Dec 16th, 2008, will be required to work agreed roster / on call arrangements as advised by their line manager.

Contracted hours of work are liable to change between the hours of 8am–8pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement (Implementation of Clause 30.4 of Towards 2016).

Annual Leave

As per Health Service Executive (HSE).

Probation

All employees will be subject to a probationary period as per the probation policy. This policy applies to all employees irrespective of the type of contract under which they have been employed. A period of 6 months’ probation will be served:

• On commencement of employment

• Fixed term to permanent contract

• Permanent employees commencing in promotional posts will also undertake a probationary period relating to their new post

Pension

Employees of Peamount Healthcare are required to be members of the Hospitals Superannuation Scheme. Deductions at the appropriate rate will be made from your salary payment.

If you are being rehired after drawing down a public service pension your attention is drawn to Section 52 of the Public Services Pension (Single and Other Provisions) Act 2012. The 2012 Act extends the principle of abatement to retired public servants in receipt of a public service pension who secure another public service appointment in any public service body.

Maternity

Maternity leave is granted in accordance with the terms of the Maternity Protection Acts 1994 and 2001.

Sick Leave

Peamount Healthcare operates a Sickness Absence Management policy in line with the new Public Service Sick Leave Scheme as introduced on 31st March 2014.

Pre-Employment Health Assessment

Prior to commencing in this role a person will be required to complete a form declaring their health status which is reviewed by the hospital’s Occupational Health Service and, if required, undergo a medical assessment with this department. Any person employed by Peamount Healthcare must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.