Operations Administrative Support

Reporting Arrangements

This post will report to the Operations Team Lead via the Operations Officer for Paediatric Outpatient and Urgent Care Centre at Connolly

Key Working Relationships

The post holder will work closely with:

• Pediatric Outpatient and Urgent Care Centre CHI Connolly Operations Lead

• Pediatric Outpatient and Urgent Care Centre CHI Connolly Operations Officers

• Wider administrative teams at the Pediatric Outpatient and Urgent Care Centre CHI Connolly

• CNM3 at Pediatric Outpatient and Urgent Care Centre Connolly

• CNM2 at Pediatric Outpatient and Urgent Care Centre Connolly

• Clinical and clinical support staff at the Pediatric Outpatient and Urgent Care Centre

• Consultants in Emergency Medicine and Radiology

Please note that this list is not exhaustive and key working relationships will change as the project moves from service development construction completion commissioning and transitioning to steady state

Purpose of the Role

The purpose of this post is to support the delivery of the day to day operation of services Paediatric Outpatient and Urgent Care Centre CHI Connolly which will be operational between the hours of 8am to 12pm 7 7 365 days a year As required the post holder will rotate across the Paediatric Outpatient and Urgent Care Centre at Connolly to support cross cover and service needs These are exciting and varied roles for a post holder who has strong administrative experience He or she will have strong communication

Principal Duties and Responsibilities

Professional Duties and Responsibilities:

• The post holder will be expected to live CHI values and be child centered compassionate progressive and will act with respect excellence and integrity

• Liaising with a wide variety of stakeholders to support the delivery of clinical care within the Urgent Care Centre and Paediatric Outpatient Departments

• Provision of quality reception service at the Urgent Care Centre and Paediatric Outpatient departments

• Providing excellent customer service to patients parents and other service users

• Supporting in patient admission of patients to CHI Connolly DayWard

• Managing queries via phone email and in person from patients parents clinicians centre staff and other stakeholders

• Scheduling and management of patient waiting lists and outpatient appointments

• Patient transcription

• Supporting with wayfinding and directions within the Paediatric Outpatient and Urgent Care Centre CHI Connolly

• Supporting the Operations Team Lead Operations Officer and other internal stakeholders for example clinical staff as required

• Managing patient check in and registration via the Paediatric Outpatient and Urgent Care Centre CHI Connolly ICT systems for example iPMS Symphony NIMIS RIS

• Collecting the Urgent Care Centre charge from patients

• Facilitating the delivery of clinical support services for example arranging interpreters coordinating hospital transport as required

• Participate in training as required

• Rotate across the Paediatric Outpatient and Urgent Care Centre CHI Connolly to support cross cover and service needs as required

The above 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 them from time to time and to contribute to the development of the post while in office

Eligibility criteria qualifications and experience

Essential Criteria:

• Achieved Leaving Certificate or QQI Level 6 or equivalent qualification

• Have at least one year administrative experience in a busy administrative role in a healthcare setting

• Excellent interpersonal skills and the ability to communicate successfully and sensitively with patients public staff and management

• Excellent IT skills with experience in working with ICT packages

• Experience of managing and working collaboratively with multiple stakeholders

• Excellent planning problem solving organisational and administrative skills

• Ability to communicate fluently both written and orally

• Collaborates effectively with colleagues across teams

Desirable Criteria:

• Experience using iPMS the patient administration system

• Experience using G2 or similar patient dictation system

• Experience using RIS the radiology information system

• Experience using Symphony

• Experience working in a fast paced rapidly changing environment

Competition Specific Selection Process

Applications for this post must be accompanied by a cover letter setting out relevant experience that illustrates how the essential criteria listed above is met

The criterion for short listing is based on the requirements of the post as outlined in the eligibility criteria

Please note that you must submit a cover letter with your CV this forms part of your application and CVs will not be accepted without a detailed cover letter