INTERNAL COMPETITION
Ref No: 2025/107 Grade V Allied Health Professional Team Lead
Patient Services Department
Permanent, Full Time
The Patient Services Department provides front line receptionist and administrative support to ensure the smooth operation of scheduled and non-scheduled patient appointments. We are also responsible for the admissions of all patients and management of their medical records and information. This role will co-ordinate operationally the admin support & processes for the Allied health Professional /Ward Clerk departments. This incorporates Physiotherapy admin, Perinatal Mental Health admin, Medical Social Work admin, Dietetics admin Bereavement admin and all ward clerks.
The post holder will manage the operational activities of the area of responsibility assigned, to ensure there is an effective and efficient delivery of services. They will provide professional, timely and accurate transcribed data and reports. They will also ensure that all staff who are involved in delivering this service are fully trained & adhere to the cross-hospital processes.
Principal Duties And Responsibilities
* Manage staff to achieve weekly Key Performance Indicators as developed & ensure timely reporting of same to Patient Services Management.
* Assist in the development of further meaningful KPIs as required
* Co-ordinate staff workload including staff rotation and monitor levels of service activity in your area of responsibility
* Ensure appropriate administrative duties are carried out on a daily basis
* Plan, implement and resolve daily operational duties of staff and workload of the area assigned
* Train, develop and lead staff to assist the Hospital to meet it's obligations as set out by NHO reports, HIQA reports etc. on OPD appointment scheduling
* Assist with identifying and implementing new processes, as required, to ensure that the reporting requirements of OPD appointment scheduling are met.
* Ensure Information technology systems e.g. iPMS, MNCMS, NIMIS, TMS, ISLA, etc. are maintained and recommend / initiate developments and or corrective action procedures as required
* Train, develop, motivate and lead staff to ensure section / department goals are continually achieved
* Attend meetings (on-site & off-site) as required and assist the hospital management in reporting activity levels to the Project team.
* Identify gaps in resources and service provided and opportunities for improvement and initiate steps to accomplish same within area of responsibility
* Continually develop and improve channels of communication systems and good working relationships between staff and other departments
* Identify training needs and professional development requirements in consultation with staff and the Human Resources Department.
* Ensure that each team member clearly understands the reporting relationship within the their section, department and to the Patient Services Manager
* Proactively deal with employee relations issues at local level as appropriate
* Educate staff to ensure Hospital policies and procedures are appropriately implemented and continually reviewed as they relate to the department
* Deputise for the Deputy Patient Services Manager in his /her absence
* Undertake continuing education and development activities consistent with the position e.g. National reports that will effect the collation & reporting of OPD appointment scheduling timeframes
* Other duties appropriate to the post as assigned from time to time.
Skills, Competencies And/or Knowledge
* Proven project management skills and/or change management.
* Excellent organisational skills and attention to detail
* Excellent written and verbal communication skills
* Proven IT skills & flexibility
* Excellent supervisory / people management skills
* 2 years management experience
* Proven Customer services skills
Eligibility Criteria, Qualifications And/or Experience
* Eligible applicants will be those who on the closing date for the competition:
* Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004
Or
(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish1. Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.
Or
(iii) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction
Or
(iv) (iv) Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland, (QQI).
and
* Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.
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.
Character
Each candidate for and any person holding the office must be of good character.
All informal enquires in relation to the above should be directed to
Roisin Twamley, Deputy Patient Services Manager at
Applications should be made via the Rotunda careers page and should include a current Curriculum Vitae and cover letter.
Closing Date: 1st September 2025