Patient Service Admin GIV Permanent

Dublin Dental University Hospital

Patient Service Administrator Permanent & Full-Time Contract Grade IV

TheDublin Dental University Hospital (DDUH)is seeking to recruit aPatient Service Administrator Grade IV Full-Time and Permanent Contract position based on a 35 hours per week.

Role Purpose & Accountability

The overall purpose of the Patient Services Administrator role is to support and work as a member of a busy team to deliver an excellent level of service to all patients students and staff within the Hospital.

This is a fast paced multi-tasked driven environment and the successful candidate must be able to adapt quickly and retain information to ensure our patients/students receive the highest level of service.

The position reports to and is accountable to the Patient Services Manager (PSM) via the Patient Service Assistant Manager (PSAM) or by any other authorised designated officer that the responsibility is delegated to by the PSM and/or the CEO.

Outline of Duties and Responsibilities

The successful candidates will primarily be responsible for the day to day management and first level supervision of the Clerical Officers and day to day Patient Services functions. This will also include administering patient services in an efficient manner and to provide an excellent service to patients staff and students.

Main tasks include but is not limited to:

• Providing support to the Team Leader / PSAM and PS Team in assigned duties.

• Engaging and supporting local training/ query resolution and guidance of team members at the desk over the phones in the use of Salud as required or as the need arises.

• Local resolution of complaints and reporting from patients seeking services where appropriate.

• Day to day ordering and monitoring of stock for the team as required.

• Rotation of tasks and duties to include (but not limited to) for supervision of phones /- front of house reception points.

• Local liaison for break and cover allocation.

• Support the Team Leader / PSAM with absenteeisms and holidays. Including arranging local cover as required or adjusting services based on the staffing level and ensuring compliance with local policies and procedures.

• PS shared inbox email processing including categorisation / sorting and task allocation.

• Adhoc duties such as prepping monitoring auditing of scanning for local team.

• Processing and allocating new internal/external referrals to waiting lists as required.

• Preparation and allocation of patients to appointments or students as required.

• Processing local cancellations of bookings and clinic configurations.

• Assisting and supporting team members with queries and tasks.

• Be proactive in dealing with all aspects of Patient Services which includes local task assignment direction and support to clerical officers in day to day challenges.

• General Patient Services duties as required including but not exclusive to ensuring office administration is provided to all staff including clinical and administration staff and all students including dental/medical practices and other hospitals and agencies.

• Attending team meetings and other meetings as required.

*Some of the duties above may be assigned on a rotational basis due to the demand for services.

The extent and speed of change in the delivery of services is such that adaptability is essential to this level of appointment. The person chosen will be required to maintain enhance and develop their knowledge skills and aptitudes necessary to respond to changing situations. Therefore this job description is an outline of the current broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. It will be reviewed and updated in line with future needs.

Qualifications Experience & Person Specification

Each candidate must have:

• Previous end user experience in a Hospital setting.

• Leaving certificate or FETAC Level 5 or equivalent.

• Strong administration skills including the ability to manage a number of tasks simultaneously whilst maintain attention to detail.

• Be focused and ability to work on their own initiative.

• Be able to work as part of a team and provide day to day direction to other staff.

• The ability to problem-solve and find solutions to challenges.

• Willingness to be flexible and adaptable.

• An ability to contribute to and work effectively as a member of a team and on own initiative.

• Excellent interpersonal & communication skills and the ability to relate effectively with staff and students (undergraduates and post-graduates levels).

• Proficient in Microsoft office.

• Be able to demonstrate the level of autonomy with competing deadlines.

• The ability to effectively communicate with patients and staff.

• Willingness to be flexible and adaptable.

• The ability to complete tasks in line with KPIs.

It would be an advantage if the Candidate:

• Has a qualification in first line management or demonstration of working towards a qualification or similar.

• Had more than 2 years in admin experience in a hospital / Tulsa setting.

• Has experience using booking systems.

General Information

Closing Date for Applications is Wednesday 21st January at noon.

Interviews will be scheduled in-person after the closing date.

Interested candidates should upload a cover letter with a copy of their Curriculum Vitae to Hirehive.

If you require a job description please contact Simion Tita HR Officer at. For any informal inquires please contact Ms Susanne Bushe Patient Services Manager .

Offers are subject to Garda Vetting references Safe Pass and Trade Certificate and CPD in various HSEland Training Programmes.

The Dublin Dental Hospital is an equal opportunities employer.