Administrative Assistant – Public Initiatives

at  Beacon Hospital

JOB DESCRIPTION

Job Title: Administrative Assistant - Public Initiatives
Department: CEO Office
Reports to: Head of Endoscopy and Service line Development
Date: 2024

CONFIDENTIALITY

You will be aware of the confidential nature of Hospital work and in particular, the right of patients to confidentiality. To this end you will not discuss workings of the Hospital or its patients with people outside the Hospital, save as required to do so in the course of your work. You must return to the Hospital upon request and, in any event, upon the termination of your employment, all documents or other property of the Hospital which are in your possession or under your control. No documents or property of the Hospital may be removed from the Hospital without prior authorisation.
NOTE: The extent and speed of change in the delivery of health care is such that adaptability is essential in this position. The incumbent will be required to maintain and enhance their professional knowledge, skills and aptitudes necessary to respond to a changing situation. The Hospital is at the developmental stage and therefore, the job description must be regarded as an outline of the major areas of accountability at the present time which will be reviewed and assessed on an on-going basis.

QUALIFICATIONS

• Leaving Certificate or equivalent.
• Computer literate.
• Experience using IT systems, including MS Excel & Word.

EXPERIENCE

• Previous Medical experience viewed favourably.

JOB SPECIFIC COMPETENCIES AND KNOWLEDGE

• Exhibits high level of customer/patient relation skills.
• Exhibits ability to work as member of team in daily performance of duties.
• Interaction with all hospital departments.
• Have a high capacity for responsibility and individual initiative, and an ability to write clear and concise English.
• Have excellent organisational skills.

OVERALL PURPOSE OF JOB

Our mission is to provide exceptional patient care in an environment where quality, respect, caring and compassion are at the centre of all we do. The overall purpose of this role is to ensure that the admission and management of a scheduled patient is a seamless experience for the patient, the Hospital and the Consultant.

KEY RESPONSIBILITIES AND DELIVERABLES:

• Maintains throughout the Hospital awareness of the privacy of the patient in relation to all Hospital activities.
• Demonstrates behavior consistent with the Values of the Hospital.
• Is responsible for the provision of administrative support for Public outsourcing projects.

ESSENTIAL DUTIES INCLUDE:

• Have good knowledge of Microsoft Office and ECDL. Have basic knowledge of computers and Microsoft Windows software. Operates word processing equipment to compile, type, revise, combine, edit, print and store documents.
• Must be able to work under pressure and as part of a busy team.
• Patient interfacing - managing booking schedule.
• Answering phones and follow up on queries.
• Talking with staff and patients as required
• Performs routine filing in an office environment.
• Monitor and track patients booked into clinic.
• Run clinics as and when is required
• Adapt to changes in clinics i.e. cancellations, DNAs and rebooking.
• Liaise with project lead for any queries or concerns
• Answers general questions and directs individual to the appropriate person. May perform miscellaneous duties.
• Be flexible, reliable, detail orientated.
• Work well with others.
• Have excellent verbal communication skills.
• Be willing to cross-train within the practice if necessary.
• Will not share confidential information of a patient with any other family member