Applications are now invited for the following position:
Unit Administrator - initial assignment Weekend Admissions (R & A) Administrator/Relief Receptionist
St Patrick's Mental Health Services is seeking applications from suitably qualified candidates to fill a part-time vacancy.
The successful candidates must have:
* Experience in Reception in a mental health care environment
* Experience in Microsoft Office applications including Word and Excel
* Switchboard experience
* Knowledge of RIO or internal health system is desirable
For informal enquiries please contact:
Natasha Oliveira, Administration Manager
Tel:
Email:
(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 post being applied for should be uploaded as one document by Monday 27th October 2025.
Panels may be formed from which future positions may be filled
St Patrick's Mental Health Services is an equal opportunities employer
Please note that while we seldom work with recruitment agencies, on the rare occasions we specify that we will accept CVs from recruitment agencies, it is only from those who engage in ethical practice. We do not expect recruitment agencies to charge candidates for placements, and do not condone this behaviour as it is not accepted practice.
Job Description
About the organisation
St Patrick's Mental Health Services (SPMHS) is Ireland's largest independent, not-for-profit mental health service. We are dedicated to providing the highest quality mental healthcare, to promoting mental health awareness, and to advocating for the rights of those experiencing mental health difficulties.
We employ over 700 staff across our services. We hold our staff in high esteem and regard them as our most important asset, enabling us to fulfil our mission. We strive to create and maintain a forward-looking environment where our staff can be innovative and experience satisfaction in their work. We are committed to ensuring the ongoing development of our staff.
The role
Unit Administrator - initial assignment Weekend Admissions (R & A) Administrator/Relief Receptionist
St Patrick's Mental Health Services is seeking applications from suitably qualified candidates to fill a part-time vacancy.
The successful candidates will report to the Administration Manager, with responsibility to the Referral & Assessment Programme Manager, or their designate, for provision of the service in the R&A unit.
The standard working fortnight applying to each post is an annual average of 17.5 hours per week.
The benefits
By joining us, you become part of Ireland's largest independent, not-for-profit mental health service provider, bringing lots of opportunities for your career. We offer you many employee benefits, including:
* A competitive salary range: €36,408 - €54,306, pro rata
* 25 days annual leave, pro rata
* Pension scheme
* Ongoing training
* Paid study leave and funding for further education
* Support for career advancement and professional development
* Subsidised canteen and onsite gym
* Bike to Work and TaxSaver Commuter Ticket schemes
Location
St Patrick's Hospital, James's Street, Dublin 8, St Patricks Hospital Lucan and all SPMHS Dean Clinics.
Responsibilities
The duties of the Unit Administrator outlined below. In carrying out all duties, the successful candidate should ensure all Health and Safety legislation; Hospital procedures and legislative policies are followed at all times.
Part – Time Admissions (Referral and Assessment Unit) Administrator (After hours)
* Acting as first point of contact for service users of the hospital, providing a service user with ID on admission
* Acting as initial point of contact for admissions to the hospital, checking the service user is booked for admission in a timely manner
* Ensuring that the admission administrative processes are completed i.e., admission information inserted on the PAS (Service user Administration System), consent form signed, insurance form and guarantor form completed on Claimsure
* Effectively completing all duties required as part of the admission process including the electronic health record
* Receiving relevant external and internal referral forms and presenting to CNM for Triage and provide appropriate follow-up. All requests for service will be uploaded onto the eSwift system following implementation (as per policy). Scanning and uploading all relevant information to the correct service user profile and the eSwift system following implementation
* Taking photo of service user for the medical record on admission
* Ensuring a new medical record is created accurately
* Catching up on any admission forms/photos missed the previous day e.g., due to an out of hour/late admission
* Working with clinical staff to ensure that all service users are seen to by a nurse/doctor in a timely manner
* Locating any old notes for service user's readmissions
* Calling the relevant medical secretary when service users without appointments want to see their consultants, dealing with the service user appropriately thereafter
* Dealing with all internal and external queries and directing people within the hospital and the surrounding area as required
* Entering data onto the Referral & Assessment Databases and electronic health record, including information regarding insurance clearance and payments/excesses
* Informing the relevant clinical and administrative Referral & Assessment team members of any payments/shortfalls as identified by the Finance Department on the Verification log
* Informing all service users due for admission of any payments/excesses that they may have to make prior to the admission date
* Receiving payments in person or over the phone for any service within SPMHS and record appropriately
* Receiving phone calls from referrers including GPs, external psychiatrists, other hospitals & SPMHS Staff
* Receiving phone calls from service users and relatives and providing appropriate information regarding the referral and admission process
* Maintaining the Admissions emails and action as required
* Logging all calls in relevant systems including a 'Phone Enquiry Log' sheet and other relevant systems as defined by policy
* Inputting necessary referral information onto Admissions Access Database and liaising with CNM and Referral & Assessment team with all updates
* Faxing/communicating through approved medium relevant Assessment Unit Referral Forms to referrers to ensure relevant background clinical information is received before admission assessment is schedule
* Meeting with the R & A clinical team as required, to review the admission referrals, regarding required actions, prioritisation of admissions and agree planned admissions
* Liaising with CNM in allocating assessment appointment times for the following day
* Contacting service users to communicate planned assessment /admission appointments, including the provision of information relevant to their admission, including PAON assessments
* Liaising with Clinical Records, R & A clinical team and ADON to ensure all previous day's midnight numbers are accurate on the R &A Database and eSwift system
* Liaising with regional Dean Clinics and Associate Deans regarding relevant service user records and requests for service
* Liaising with the R & A clinical team to create an up-to-date list for scheduled admission assessments each day and retrieving relevant admission & assessment medical record forms
* Pulling daily reports needed by the R &A clinical team and Programme Manager as required
* Liaising with the R & A clinical team to ensure service users are booked into appropriate wards, re-allocating as directed to accommodate emergency admissions
* Providing cross-cover for the other the R & A Administrators, during periods of leave including break periods and lunch periods as rostered
Relief Receptionist
* Providing cover on Reception, including for annual leave and sick leave, as rostered
* Meeting and greeting Service Users and visitors
* Admitting Service Users to the hospital, within remit of role
* Answering all incoming calls and forwarding as appropriate and/or dealing with general queries
* Facilitating all outbound call requests from staff
* Assuming responsibility for a number of duties related to the fire alarm/emergency alarms including calling Emergency Services; activation of Emergency Test messages; operating the backup emergency system; the Patient Absconding Alarm
* Dealing with visitors and Service User queries
* Facilitate use of Laptop to log on Solicitors and Consultants on an out of hours basis.
* Maintaining the master copy of the Consultants Duty Rota, amending as required
* Completing all requested/ required taxi bookings
* Sending swabs for testing and maintain a log of the same
* Logging Escort Forms
* Looking after all incoming post and deliveries ensuring correct allocation
* Ensuring Reception is neat and tidy throughout the day
* Ensuring all data compliance requirements are complied with throughout the day
* Undertaking any other administrative duties which may be assigned on an ad hoc basis
This job description is not intended to be a comprehensive list of all duties. The person appointed may be required to perform other duties as appropriate which may be assigned to them from time to time and to contribute to the development of the position. The person appointed will be assigned specific targets in terms of tasks and revenue.
Person specification
Qualifications and/or experience
Candidates must have:
* Experience in being the first point of contact in a healthcare environment, preferably a mental health care environment
* Experience in Microsoft Office applications including Word and Excel
* Switchboard experience
* Knowledge of RIO or internal health system is desirable
Competencies/Skills
* Excellent communication/interpersonal skills
* Proven ability to prioritise and organise workload
* Confidential and discrete at all time
* Excellent telephone skills
* Clear & focused in thinking
* Ability to work alone and assume responsibility within defined parameters
* Excellent attention to detail
* Flexible
* Empathetic
Terms and Conditions
Tenure: Part-time, permanent, pensionable as below.
Working Week: Unit Administrator
Admissions (R & A) Weekend Administrator - every second weekend 9am – 17:30 including the bank holiday Monday if this falls on rostered weekend. Hours of work may be extended to 7pm.
Relief Receptionist- when required to work in reception – as per rostered shift which may be 8am – 3pm; 3pm – 10pm or 9:30 – 17:30, on rostered days over Monday through Sunday week, up to 70 hours per fortnight. Shift pattern will change and include weekend shifts. From time to time, you may be required to cover longer shifts than noted - the Organisation of Working Time Act will apply. Please note that due to the nature of the Relief Receptionist role, hours of work will vary from week to week. Up to five successive days of work may be rostered, depending on requirements, with a concentration of rostered days during the summer, Easter and Christmas holiday periods.
Salary: The salary for the position is based on the Clerical Grade IV 2025 pay scale (€36,408 - €54,306) pro rata and is commensurate with experience.
Annual Leave The annual leave associated with the position 25 days, pro rata.
Pension: All pensionable staff become members of the pension scheme after successful completion of probation. The scheme is a defined contribution scheme with a deduction from the salary of the employee of 4%. In respect of an internal appointment being made the individuals existing pension arrangements will continue.
Probation: The appointee will be appointed in a probationary capacity for the first six months during which time the job holder's performance will be subject to ongoing review.
Any extension to or suspension of the period of probation will be in line with the European Union (Transparent and Predictable Working Conditions
Health: The appointee must be fully competent and capable of undertaking the duties attached to the position and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.
Character: The appointee must be of good character.
Retirement Age: Normal retirement age for employees is 66 years which at present is also normal pension age.