Dean Clinic Administrator

at  St Patricks Hospital

(0.8 WTE PART TIME, PERMANENT CONTRACT, DEAN CLINIC DUBLIN)

(0.4 WTE Part time, Permanent Contract, Dean clinic Lucan)
The Dean Clinic Department at St Patricks Mental Health Service are recruiting two Administrators to ensure the smooth and efficient running of the Dean clinic. This role may be suited to individuals from a retail or hospitality background looking for a change.

The successful applicants will have:

• Excellent customer service skills
• Proven ability to successfully multitask
• Possess excellent time management skills, completing tasks efficiently
• Experience working with MS Office applications and database input
• High degree of flexibility, with a solution focussed approach

Informal Enquiries to:
Claire Hannigan
Dean Administration Manager
Telephone: 01 249 3559
Email: channigan@stpatricks.ie (Applications should not be made to this email address)
OR
Debbie Van Tonder
Programme Manager,
Telephone: 01 249 3447
Email: dvantonder@stpatricks.ie (Applications should not be made to this email address)
Please note that if you are viewing this advert via Irishjobs, the contact details for informal enquires above are not visible as irishjobs do not allow telephone numbers or emails to be present in adverts. However, these details are visible in the advert on the St Patrick’s website in the career vacancies section.
Applications in the form of covering letter and Curriculum Vitae (clearly stating the position being applied for) should be uploaded as one document by Sunday, 17th November 2024.

0.4WTE PART TIME, PERMANENT CONTRACT

St Patrick’s Mental Health Services is seeking two part-time Dean Clinic Administrators to provide reception and administrative support to the Dean clinic to ensure the smooth and efficient running of the clinic. The Dean Clinic Administrator will keep the CNM II and relevant Clinicians updated with the day-to-day business and to prioritise duties in the areas of Front of House, Scheduling, Liaison with main hospital, billing, and administration.
The Dean Clinic Administrator will report to the Dean Clinic CNM II (Professionally) and to Dean Clinic Administration Manager (Line Management).
The successful candidate for the 28-hour contract will be located at St Patrick’s Hospital, Dublin 8. The successful candidate for the 14-hour contract will be located at St Patrick’s Hospital, Lucan.

EXPERIENCE

• Excellent customer service skills
• Proven ability to successfully multitask
• Possess excellent time management skills, completing tasks efficiently
• Experience working with MS Office applications and database input
• High degree of flexibility, with a solution focussed approach

PROFESSIONAL KNOWLEDGE AND SKILLS

• Multitasking: Ability to cope with pressure and demands while maintaining a positive attitude.
• Efficiency: Ability to plan, prioritise and complete allocated tasks efficiently and meet deadlines.
• Solving Problems; Ability to take initiative and solve problems with relevant information.
• Proven ability to work in a team; Ability to develop and maintain constructive working relationships.
• Communication: Ability to communicate effectively to varied individuals.
• Ability to take direction

RESPONSIBILITIES

In carrying out all duties, Health, and Safety legislation; Hospital procedures and legislative policies are followed at all times.

• Front of House
• Responsible for initial contact with service users on arrival to the clinic.
• Representing SPMHS by creating a welcoming experience for service users and communicating with them in a professional and courteous manner.
• Greeting and checking in Service Users at the reception.
• Efficient handling of telephone and voicemail queries.
• Management of infection control protocol at front of house.
• Scheduling
• Appointment scheduling, rescheduling, management of clinician’s cancellation lists.
• Scheduling Mental Health Assessment and Post Discharge appointments from clinicians waiting lists and sending of correspondence for same.
• Using maximum time efficiency in scheduling appointments as directed.
• Ensuring the clinic team are kept fully aware of relevant business day/week changes.
• Actively managing available appointment slots/cancellations to ensure maximum capacity is achieved.
• Billing
• Using correct hospital procedures to process payments for service users attending the Dean Clinic on PBRC billing system.
• Processing of deposit and non-deposit payments for Mental Health Assessments.
• Retaining accurate records of payments and memos for invoices on the PBRC billing system.
• Responsible for the end of day transaction reconciliation and bank batching.
• Timely management of insurance finance tasks using Claimsure software.
• Following appropriate policies regarding nonattendance, non-payment, cancellations and fee reduction appointments and relevant administration tasks relating to same.
• Debt collection and cash handling according to SPMHS and Dean Clinic policies.
• Administration
• Responsible for setting up clinics in advance of the day’s scheduled appointments.
• Preparation of cancelation and prescription request reports in the clinic.
• Management of clinic correspondence in an efficient and timely manner.
• Office tasks including, filing, copying, scanning, and uploading of documents.
• Accurate maintenance of Dean clinic databases including service user’s electronic health records on eswift.
• Adherence to GDPR data protection policies and procedures.