Administrative Assistant Grade IV, Outpatients Department (08.035 (2025))
Administrative Assistant Grade IV, Outpatients Department (08.035 (2025))
Posted on :
30-08-2025
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Job Description
Job Title: Administration Assistant Grade IV
Reference No: 08.035 (2025)
Department / Directorate: Outpatient Department Chief of Operations Directorate
Reports to: Outpatient Manager or Deputy
Tallaght University Hospital (TUH) is one of Irelands largest acute teaching and learning hospitals with adult psychiatric and age-related healthcare on one site. The Hospital has 450 inpatient adult beds 74 onsite day beds for Dialysis Oncology Infusion Haematology Cardiology Bone & Joint and minor surgery services. The Hospital also has a Day Surgery Centre located near the Hospital which has four theatres and 25 bays for elective surgery. There are an additional 61 offsite beds under its governance. The Hospital is staffed by over 3500 people with 64 different nationalities represented on the team.
The Hospital is a provider of local regional and national specialties. It is a designated trauma unit incorporating the National Pelvic and Acetabular Unit a national Urology Centre and the second largest provider of renal dialysis services in the country.
One of the two main academic teaching hospitals of Trinity College Dublin - TUH specialise in the training and professional development of staff in areas such as Medicine Nursing Health & Social Care Professionals Emergency Medicine and Surgery amongst many others. TUH is part of the Dublin Midlands Hospital Group which serves a population of over 1.2 million across seven counties.
The Hospital is an exciting and dynamic place to work in the midst of implementing a new hospital strategy the team have already delivered on the opening of a new Renal Dialysis unit Reeves Day Surgery Centre a step down facility in the community a new ICU and the development of a supraregional Endometriosis Service. It is an exciting time to join the TUH team and one of Irelands main teaching hospitals with so many plans to enhance patient care. The Hospital believes in investing in their team and offers excellent education and research opportunities.
TUH Vision and Values
The vision of the Hospital is People Caring for People to Live Better Lives through excellent health outcomes supported by evidenced based practice positive patient and staff experience in an empowering and caring environment. A culture of innovation and quality improvement in everything we do.
Our TUH CARE values for patients their families our community and staff are:
A full overview of TUH is available on us
purpose of the role:
The Administration Assistant Grade IV will be responsible for ensuring the smooth running of the administration support for the department they are assigned to.
overview of role:
Key Duties and Responsibilities
Qualifications & Experience required
Must have:
Desirable:
Reward & Recognition
Application process
Applications can be submitted on-line at by completing the application form and attaching your CV. Candidates should be aware that when applying for a post through the On-Line Application System (Candidate Manager) they will receive an automated replying acknowledging receipt of their application. Should you for any reason not receive this automated acknowledgement you should notify the Human Resources Department before the closing date otherwise your application will not be considered.
All candidates should note that in order to maintain a timely process the closing date and time for receipt of applications will be strictly adhered to.
Informal Enquiries to:
Ms Brid Connolly - Telephone (01)or email or
Ms Patricia Woods - Telephone (01) or email
Closing Date: Before close of business on: 09th September 2025
TUH Core Competencies:Core Area Competency Level Managing the service Quality & Safety of Service 2 Managing the service Delivery of Results 1 Managing Change Problem Solving & Decision Making 2 Managing Change Communications & Influencing 1 Managing Yourself Team player 1 Managing Yourself Planning and Organising 1 Managing People People Management 1 Managing People Leadership 1
Please go to for details of the core competencies
SUPPLEMENTARY INFORMATION
Age Restrictions In Relation To Applications
Age restriction shall only apply to a candidate where he/she is not classified as a new entrant
(within the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act 2004).
A candidate who is not classified as a new entrant must be under 65 years of age on the first day
of the month in which the latest date for receiving completed applications for the office occurs.
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 as would indicate a reasonable prospect of ability to render regular and efficient service.
Garda Vetting
Garda vetting is sought for all employees and prospective employees of Tallaght University Hospital. Given the specialised nature of the services provided your appointment will be subject to satisfactory Garda vetting and re-vetting in circumstances where the Hospital deems it appropriate. The Hospital will then process the necessary documentation to endeavour to obtain the satisfactory Garda clearance for you. You are obliged to disclose previous and any criminal convictions acquitted during the course of your employment. Should the Hospital obtain information from the Garda vetting unit to indicate that your Garda clearance report is not satisfactory and / or if you have supplied the Hospital with false or misleading information in relation to your Garda clearance status the Hospital reserves the right to withdraw or terminate the contract in accordance with Tallaght University Hospital Garda vetting policy.
Point on Salary Scale
New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment in respect of previous experience in the Civil Service local authorities health service and other public service bodies and statutory agencies.
Probation
The probationary period may be extended at the Hospitals discretion but will not in any case exceed 9 months. Confirmation of your appointment as a permanent member of staff is subject to the successful completion of the probation period. Termination of this agreement within the probationary period shall be at the discretion of the Hospital in accordance with the Minimum Notice and Terms of Employment Act 1973 - 2001.
Termination of Employment
The employment may be terminated at any time by one months notice on either side except where circumstances are dictated by the Minimum Notice and Terms of Employment Act 1973/91. The Managements right under this paragraph shall not be exercised save in circumstances where the Management is of the opinion that the holder of the office has failed to perform satisfactorily the duties of the post or has misconducted himself/herself in relation to the post or is otherwise unfit to hold the appointment.
Sick Leave
There are three superannuation schemes currently in operation for staff in Tallaght University Hospital:
(a) Voluntary Hospital Superannuation Scheme (Non-New Entrant)
(b) Voluntary Hospital Superannuation Scheme (New Entrant)
(c) Single Public Service Pension Scheme
Please read carefully the summary of the criteria for the three superannuation schemes below. This will assist you in identifying which scheme membership is applicable to your employment circumstances.
(a) If you have been continually employed in the public service prior to the 1st April 2004 and you have not had a break in service of more than 26 weeks you will be included in the Voluntary Hospital Superannuation Scheme (Non-New Entrant) with a Minimum Retirement Age of 60 and a Maximum Retirement Age of 65.
(b) If you have been continually employed in the public service post the 1st April 2004 and you have not had a break in service of more than 26 weeks you will be included in the Voluntary Hospital Superannuation Scheme (New Entrant) with a Minimum Retirement Age of 65. There is no Maximum Retirement Age.
(c) If you have commenced employment in the public service as a new entrant or you are a former public servant returning to the public service after a break of more than 26 weeks you will be included in the Single Public Service Pension Scheme effective from the 1st January 2013 with a minimum retirement age of 66 (rising to 67 and 68 in line with state pension changes). The maximum retirement age under this scheme will be age 70.
Health & Safety
Hygiene / Infection prevention and control
Quality safety and risk management
Data Management
You must manage data as per TUH obligations under the Data Protection Actsand GDPR.
Confidentiality
As an employee of Tallaght University Hospital you acknowledge and agree to maintain the strictest confidentiality regarding all patient data medical records and or other personal and / sensitive data you may encounter in the course of your employment.
As you have access to or hear information concerning the medical or personal affairs of patients their families and /or staff or other health service business. Such records and information are strictly confidential and unless acting on the instructions of an authorised officer on no account must information concerning staff patients or other health service business be divulged or discussed except in the performance of normal duty.
In addition records must never be left in such a manner unauthorised persons can obtain access to them and must be kept in safe custody when no longer required. You agree to uphold the highest standards and professional integrity and to exercise discretion and caution in handling all confidential information. By accepting employment with Tallaght University Hospital you affirm your commitment to maintain the confidentiality and privacy of all information entrusted to you.
Mandated and Designated Persons under Children First Act 2015
Schedule 2 of the Children First Act 2015 specifies the classes of persons defined as Mandated Persons for the purposes of the Act. This includes a range of disciplines that are employed by the hospital including all medical practitioners registered nurses physiotherapists psychologists social workers and others. This includes staff working in adult services. All mandated persons have two main legal obligations under the Children First Act 2015. Mandated persons under the legislation are required to report any knowledge belief or reasonable suspicion that a child has been harmed is being harmed or is at risk of being harmed. The Act defines harm as assault ill-treatment neglect or sexual abuse and covers single and multiple instances. Mandated persons are also required to assist Tusla if requested in assessing a concern which has been the subject of a mandated report. Designated Officer are required to receive reports of suspected child abuse or neglect from any person who is of the opinion that (a) a child has been or is being assaulted ill-treated neglected or sexually abused or (b) a childs health development or welfare has been or is being avoidably impaired or neglected. Full detailed list of mandated and designated staff together with details of their roles and responsibilities can be found on It is the responsibility of all staff employed by TUH to be aware of their roles and responsibilities under the legislation and to complete mandatory Children First Training.
Reference No: 08.035 (2025)
Department / Directorate: Outpatient Department Chief of Operations Directorate
Reports to: Outpatient Manager or Deputy
Tallaght University Hospital (TUH) is one of Irelands largest acute teaching and learning hospitals with adult psychiatric and age-related healthcare on one site. The Hospital has 450 inpatient adult beds 74 onsite day beds for Dialysis Oncology Infusion Haematology Cardiology Bone & Joint and minor surgery services. The Hospital also has a Day Surgery Centre located near the Hospital which has four theatres and 25 bays for elective surgery. There are an additional 61 offsite beds under its governance. The Hospital is staffed by over 3500 people with 64 different nationalities represented on the team.
The Hospital is a provider of local regional and national specialties. It is a designated trauma unit incorporating the National Pelvic and Acetabular Unit a national Urology Centre and the second largest provider of renal dialysis services in the country.
One of the two main academic teaching hospitals of Trinity College Dublin - TUH specialise in the training and professional development of staff in areas such as Medicine Nursing Health & Social Care Professionals Emergency Medicine and Surgery amongst many others. TUH is part of the Dublin Midlands Hospital Group which serves a population of over 1.2 million across seven counties.
The Hospital is an exciting and dynamic place to work in the midst of implementing a new hospital strategy the team have already delivered on the opening of a new Renal Dialysis unit Reeves Day Surgery Centre a step down facility in the community a new ICU and the development of a supraregional Endometriosis Service. It is an exciting time to join the TUH team and one of Irelands main teaching hospitals with so many plans to enhance patient care. The Hospital believes in investing in their team and offers excellent education and research opportunities.
TUH Vision and Values
The vision of the Hospital is People Caring for People to Live Better Lives through excellent health outcomes supported by evidenced based practice positive patient and staff experience in an empowering and caring environment. A culture of innovation and quality improvement in everything we do.
Our TUH CARE values for patients their families our community and staff are:
- Collaborate together and with our academic and care partners
- Achieve our goals positive outcomes and wellbeing
- Respect for patients each other and our environment
- Equity for patients and staff
A full overview of TUH is available on us
purpose of the role:
The Administration Assistant Grade IV will be responsible for ensuring the smooth running of the administration support for the department they are assigned to.
overview of role:
Key Duties and Responsibilities
- Provide general administrative support to the Outpatient Department / Clinical staff
- Deal with telephone queries relating to the department function
- Liaise with staff in other departments the public and outside agencies in a confidential courteous and professional manner
- Liaise with Consultants and their Multi-disciplinary Teams where appropriate
- Ensure correspondence with GPs/other Hospitals is dealt with in a timely manner
- Provide clinic cover and support to team members as appropriate
- Maintain efficient general office procedures as appropriate to the post
- Type and file all general correspondence and documentation in relation to the work of the Department
- Process and facilitate in the collation and presentation of data in relation to research projects and work undertaken by the Department
- Provide Medical secretarial support when required
- Use of computer packages relevant to the role
- Carry out any other duties which may be assigned from time to time
- Commitment to continuous professional development including completion of relevant internal training programmes available through our Centre for Learning & Development Prospectus.
Qualifications & Experience required
Must have:
- Have obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (higher ordinary applied or vocational programmes) or equivalent
- Have passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as being of a comparable to Leaving Certificate standard or equivalent or higher i.e. Fetac Level 5
- Have satisfactory relevant experience which encompasses demonstrable equivalent skills
- 2 years relevant administration experience
- Practical experience of use of IT systems / packages
- Fluent command and understanding of the English language to include spoken and written word
Desirable:
- Minimum of 1 years administration experience in Healthcare environment
- Experience of Microsoft office i.e. Word Excel Outlook PowerPoint
- Awareness / Knowledge of the NTPF Validation Process
- Awareness / Knowledge of iPms system to include the Referrals process
Reward & Recognition
- Remuneration is in accordance with the Department of Health Consolidated Salary Scales 1st March 2025.
- The appointment is specified purpose full-time and pensionable.
- The annual leave entitlement is 27 working days per year. The leave year runs from 1st April to the 31st of March each year.
- Normal working hours are 35 worked over 5 days. Your contracted hours of work are liable to change between the hours of 8 am to 8 pm over 7 days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement.
Application process
Applications can be submitted on-line at by completing the application form and attaching your CV. Candidates should be aware that when applying for a post through the On-Line Application System (Candidate Manager) they will receive an automated replying acknowledging receipt of their application. Should you for any reason not receive this automated acknowledgement you should notify the Human Resources Department before the closing date otherwise your application will not be considered.
All candidates should note that in order to maintain a timely process the closing date and time for receipt of applications will be strictly adhered to.
Informal Enquiries to:
Ms Brid Connolly - Telephone (01)or email or
Ms Patricia Woods - Telephone (01) or email
Closing Date: Before close of business on: 09th September 2025
TUH Core Competencies:
Please go to for details of the core competencies
SUPPLEMENTARY INFORMATION
Age Restrictions In Relation To Applications
Age restriction shall only apply to a candidate where he/she is not classified as a new entrant
(within the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act 2004).
A candidate who is not classified as a new entrant must be under 65 years of age on the first day
of the month in which the latest date for receiving completed applications for the office occurs.
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 as would indicate a reasonable prospect of ability to render regular and efficient service.
Garda Vetting
Garda vetting is sought for all employees and prospective employees of Tallaght University Hospital. Given the specialised nature of the services provided your appointment will be subject to satisfactory Garda vetting and re-vetting in circumstances where the Hospital deems it appropriate. The Hospital will then process the necessary documentation to endeavour to obtain the satisfactory Garda clearance for you. You are obliged to disclose previous and any criminal convictions acquitted during the course of your employment. Should the Hospital obtain information from the Garda vetting unit to indicate that your Garda clearance report is not satisfactory and / or if you have supplied the Hospital with false or misleading information in relation to your Garda clearance status the Hospital reserves the right to withdraw or terminate the contract in accordance with Tallaght University Hospital Garda vetting policy.
Point on Salary Scale
New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment in respect of previous experience in the Civil Service local authorities health service and other public service bodies and statutory agencies.
Probation
The probationary period may be extended at the Hospitals discretion but will not in any case exceed 9 months. Confirmation of your appointment as a permanent member of staff is subject to the successful completion of the probation period. Termination of this agreement within the probationary period shall be at the discretion of the Hospital in accordance with the Minimum Notice and Terms of Employment Act 1973 - 2001.
Termination of Employment
The employment may be terminated at any time by one months notice on either side except where circumstances are dictated by the Minimum Notice and Terms of Employment Act 1973/91. The Managements right under this paragraph shall not be exercised save in circumstances where the Management is of the opinion that the holder of the office has failed to perform satisfactorily the duties of the post or has misconducted himself/herself in relation to the post or is otherwise unfit to hold the appointment.
Sick Leave
- There is provision for sick pay at the Hospitals discretion subject to the regulations and details found in the Staff Handbook/ Personnel Policy Manual as per the Hospitals sick leave policy.
- In the event of absence from work you are required to contact your Manager/Supervisor within one hour of starting time on the first day of absence while a Medical Certificate is required for any illness lasting in excess of two days. Failure to comply with the sick leave policy may result in a loss of pay for the period of absence and may also incur disciplinary action.
- Make the most effective and efficient use of developments in information technology for both patient care and administrative support in a manner which integrates well with systems throughout the organisation.
- Collect interpret and present data and information on the Departments activities staffing and expenditure as required.
There are three superannuation schemes currently in operation for staff in Tallaght University Hospital:
(a) Voluntary Hospital Superannuation Scheme (Non-New Entrant)
(b) Voluntary Hospital Superannuation Scheme (New Entrant)
(c) Single Public Service Pension Scheme
Please read carefully the summary of the criteria for the three superannuation schemes below. This will assist you in identifying which scheme membership is applicable to your employment circumstances.
(a) If you have been continually employed in the public service prior to the 1st April 2004 and you have not had a break in service of more than 26 weeks you will be included in the Voluntary Hospital Superannuation Scheme (Non-New Entrant) with a Minimum Retirement Age of 60 and a Maximum Retirement Age of 65.
(b) If you have been continually employed in the public service post the 1st April 2004 and you have not had a break in service of more than 26 weeks you will be included in the Voluntary Hospital Superannuation Scheme (New Entrant) with a Minimum Retirement Age of 65. There is no Maximum Retirement Age.
(c) If you have commenced employment in the public service as a new entrant or you are a former public servant returning to the public service after a break of more than 26 weeks you will be included in the Single Public Service Pension Scheme effective from the 1st January 2013 with a minimum retirement age of 66 (rising to 67 and 68 in line with state pension changes). The maximum retirement age under this scheme will be age 70.
Health & Safety
- All employees must comply with the Safety Health and Welfare at Work Act 2005.
- Comply with relevant Health and Safety responsibilities as outlined in Hospital Polices Protocols and Procedures relevant to your area.
- Take reasonable care to protect your own safety health and welfare and that of any other person who may be affected by your acts or omissions at work.
Hygiene / Infection prevention and control
- All employees have responsibility for Hygiene awareness. Hygiene is defined as The practice that serves to keep people and environments clean and prevent infection.
- All employees also have a responsibility under their terms of employment to prevent transmission of infection and to follow the hospital infection control policies and guidelines as outlined in the Infection Control Manual.
- All employees must be aware that they work in an area where there is potential for transmission of infection.
- All employees have a responsibility to follow hand hygiene guidelines as this is the single most important intervention to prevent the transmission of infection.
Quality safety and risk management
- Support the delivery of the Quality Safety and Risk Management Programme including the appropriate identification and management of risks and incidents throughout the hospital.
Data Management
You must manage data as per TUH obligations under the Data Protection Actsand GDPR.
Confidentiality
As an employee of Tallaght University Hospital you acknowledge and agree to maintain the strictest confidentiality regarding all patient data medical records and or other personal and / sensitive data you may encounter in the course of your employment.
As you have access to or hear information concerning the medical or personal affairs of patients their families and /or staff or other health service business. Such records and information are strictly confidential and unless acting on the instructions of an authorised officer on no account must information concerning staff patients or other health service business be divulged or discussed except in the performance of normal duty.
In addition records must never be left in such a manner unauthorised persons can obtain access to them and must be kept in safe custody when no longer required. You agree to uphold the highest standards and professional integrity and to exercise discretion and caution in handling all confidential information. By accepting employment with Tallaght University Hospital you affirm your commitment to maintain the confidentiality and privacy of all information entrusted to you.
Mandated and Designated Persons under Children First Act 2015
Schedule 2 of the Children First Act 2015 specifies the classes of persons defined as Mandated Persons for the purposes of the Act. This includes a range of disciplines that are employed by the hospital including all medical practitioners registered nurses physiotherapists psychologists social workers and others. This includes staff working in adult services. All mandated persons have two main legal obligations under the Children First Act 2015. Mandated persons under the legislation are required to report any knowledge belief or reasonable suspicion that a child has been harmed is being harmed or is at risk of being harmed. The Act defines harm as assault ill-treatment neglect or sexual abuse and covers single and multiple instances. Mandated persons are also required to assist Tusla if requested in assessing a concern which has been the subject of a mandated report. Designated Officer are required to receive reports of suspected child abuse or neglect from any person who is of the opinion that (a) a child has been or is being assaulted ill-treated neglected or sexually abused or (b) a childs health development or welfare has been or is being avoidably impaired or neglected. Full detailed list of mandated and designated staff together with details of their roles and responsibilities can be found on It is the responsibility of all staff employed by TUH to be aware of their roles and responsibilities under the legislation and to complete mandatory Children First Training.
Employment Type
Full-Time
Key Skills
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