Grade IV Admissions Officer Neurocent Directorate

Position Summary:

The successful candidate will assist in the provision of an effective consistent and efficient level of administrative support including proficient typing skills.

Job Summary:

The Admissions Officer role forms part of the Neurocent Directorate scheduling office in Beaumont Hospital. Admissions Officers are responsible for ensuring patients are placed on the appropriate wait list in an efficient manner. They are then responsible for the booking of surgical procedures following established policies and booking processes. They are also responsible for the rescheduling and cancellation of procedures and communication of same to patients and teams. The Neurocent scheduling office team works closely with both Neuro Patient Flow and the main hospital Patient Flow Departments to ensure the effective planning of bed utilisation for all patients. The team also works closely with the Directorate Business Lead and Directorate support Managers to ensure maximisation of theatre lists and bed availability.

• Flexible working approach as per demands of the busy Neurocent Directorate service
• Provide a variety of administrative functions and an efficient and effective clerical service to the Directorate
• Assist in the Planning co-ordinating and directing of the daily operation of the Directorate.
• Aware of the directorate KPIs goals and objectives and working with the Directorate Support Supervisor and Directorate Support Manager to achieve same.

General Duties:

• Ensure patients who require surgery are put up on the wait list system on the Hospital PAS in an efficient manner.
• Ensure robust filing mechanism for wait list cards where appropriate.
• Ensure patients suspensions are appropriate and managed ongoing.
• Ensure bookings are communicated in a timely manner to all stakeholders.
• Ensure patients are booked for pre assessment where required.
• Ensure theatre lists are booked according to the guidelines provided by the team manager.
• Assist in ensuring that the hospital admission/discharge policies are adhered to.
• Work closely with the Hospital Operations Management Team clinical teams bed managers Directorate management team St. Josephs Hospital and the private and public secretaries to identify appropriate admissions based on bed availability.
• Support the Directorate management team as required in any outsourcing or insourcing initiatives as directed.
• Ensure patient record on PAS is updated throughout the pathway including any suspension details and booking information.
• Communicate with patients regarding their decision to admit and provide appropriate admission instructions. Liaise between involved parties to resolve admission issues.
• Responsible for informing patients of admission cancellation and ensuring follow-up with the clinical teams.
• Maintain accurate records relating to patient pathways and ensure accurate and complete data collection relating to all aspects of the patient journey.
• Retrieve Medical Records as required for Medical Teams to review and send follow-up correspondence to patients if necessary
• Act as the initial point of contact for patient complaints relating to their surgical procedure process.
• Perform such duties as appropriate to the office as may from time to time be required.
• Encourage good working relationships within the multidisciplinary staff of the Directorate and with other Hospital Departments.
• Be familiar with the appropriate standards in relation to evaluation of infection control data compliance with hygiene audits and the hospitals infection control policies and procedures
• Identify opportunities for improvement and initiate steps to accomplish same.
• Act with digression and integrity at all times in relation to sensitive data linked to the directorate or the hospital.
• Perform such duties as appropriate to the office as may from time to time be required.
• Filing scanning photocopying and all other office duties.

Personal Development/Training:

• Organise 100% attendance at Hospital Mandatory training.
• Identify own training needs with regard to the use of technologies as they apply to their role.

Selection Criteria:

Selection criteria outline the qualifications skills knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post.

Applications will be assessed on the basis of how well candidates satisfy these criteria.

Mandatory:

Candidates must have at the latest date of application:

1. Professional Qualifications Experience

(a) Eligible applicants will be those who on the closing date for the competition:

(i) Obtained at least grade D (or pass) in Higher or Ordinary Level in five subjects from the approved list of subjects in the Department of Education established Leaving Certificate Examination or Leaving Certificate Vocational Programme or Leaving Certificate Applied.

Or

(ii) Passed an examination of at least equivalent standard

Or

(iii) Satisfactory relevant experience which encompasses demonstrable equivalent skills

And

(b) Candidates must possess the requisite knowledge and ability including a high standard of suitability for the proper discharge of the office based on the skills competencies and knowledge for the post.

2. 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.

3. Character

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

Desirable:

Knowledge and experience of using an email system effectively e.g. Outlook

General knowledge of the health service and how it works.

Good communication and interpersonal skills including the ability to present information in a clear and concise manner.

Excellent planning and organisational skills including using computer technology effectively.

Commitment to providing a quality service and customer service skills.

Flexibility problem solving and initiative skills including the ability to adapt to change.

The ability to work both independently and as part of a team.

Leadership potential and strong team skills.

Informal Enquiries ONLY to: (Please note NO APPLICATIONS will be accepted via the Informal Enquiries email address)

Name:

Gillian Curran

Title:

Directorate Support Manager

Email address: