Executive Assistant to our Chief Operations Officer
Blackrock Health Blackrock Clinic
Location: On site / Dublin, Irelandjob type: Permanent / Full-timeSector and subsector: Medical & Healthcare | AdministrationSalary: Competitive Salary
Job Title: Executive Assistant to our Chief Operations Officer
Department: CEO’s Office
Job Type: Permanent Contract
Hours: 37 hours per week (Full-Time)
Blackrock Clinic is the leading and longest established private hospital and clinic in Ireland. Since it opened in the mid-1980s, the clinic has consistently built an unparalleled reputation in new high-tech surgical procedures, medical treatments, and ground-breaking diagnostics.
Blackrock Clinic is now part of Blackrock Health private hospital group along with the Hermitage Clinic, Galway Clinic, and Limerick Clinic, some of the most advanced hospitals in Irish private healthcare. As a JCI accredited hospital, Blackrock Clinic is a progressive and pioneering hospital in which care for the patient is central to everything we do.
Role Purpose
The role is responsible for providing secretarial and administrative support to the COO in line with the requirements of the role. The objective of the role is to maintain the highest level of efficiency and confidentiality within the Department while always promoting the values of the hospital. To provide excellent IT skills to relation to recording, tracking and filing confidential documentation. As a key member of the frontline team, the EA will demonstrate a professional and engaging style and facilitate effective communication with colleagues in the hospital. The position requires a collaborative and supportive approach to the development of services and structures, embracing continuous quality improvement and the implementation of changes necessary to achieve organisational objectives.
Qualifications / Requirements
At least three years’ experience in a similar role
High level of administrative competency with a good knowledge of the hospitals and its structure
Excellent IT skills – Microsoft 365 and Microsoft Office Suite, e.g. Word, Excel, Access, Outlook, PowerPoint, etc.
Possess strong knowledge, awareness and expertise of administration including workflow processes.
Proficient in preparing Visual presentations
Proficient in Data Extraction for analysis and power point presentations
Relationship management
Written /numerical/analytical skills
IT Skills
Problem solving/solutions focused
Planning and organising skills
High tolerance for dealing with ambiguity
Communication and interpersonal skills
Team player
Key Responsibilities
Operations
Thoroughly comprehend all aspects of EA role in diary management, typing confidential reports and arranging documentation prior and post various committee meetings
Ensure all correspondences are transcribed and proofread in an accurate and timely manner
Take and prepare minutes as required at meetings as requested by the COO
Undertake typing, word processing of correspondence, documents, forms agendas and reports
Maintain robust correspondence systems ensuring chronological filing and timely follow-up on outstanding responses
Prioritise, filter or redirect written, electronic and verbal communication to be dealt with personally or brought to the attention of the COO
Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
Deal with confidential sensitive/contentious information with colleagues and service users.
Organise and plan events as necessary and provide supporting information material as required.
Keep the COO fully appraised and aware of all daily events requiring attention or awareness
Organise travel and coordinate itineraries on behalf of the COO
Multi-task and prioritise work throughout the day, responding to requests as necessary ad adjusting work schedules accordingly
Take ownership of workload and meet deadlines without close supervision
Develop and maintain a comprehensive record / filing system
Continually develop effective interpersonal and communication processes to ensure the delivery of an effective service
Liaise with internal departments and external agencies as appropriate
Process general enquiries and ad-hoc requests for information as appropriate
Participate in continuing education and development activities consistent with the position
Communication
Demonstrate a clear understanding of the role of the COO’s office and to participate in the overall delivery of their function within the hospital
Facilitate effective communications with other members of the office
Effectively handle queries directed to the CEO’s office – assessing, recording and passing on queries, ensuring that such enquiries are dealt with in a timely manner and responses recorded
Quality Improvement, Risk Management & Legal
Ensure compliance with all relevant Blackrock Clinic guidelines, policies, procedures and relevant legislation and regulatory requirements
Participate in the continuous review and evaluation of policies, guidelines and existing practices through regular audit programmes and review engaging with the multi‑disciplinary team where required
Assist in projects and programmes of improvement
Assist in promoting a culture of continuous quality improvement across the hospital
Participate in the requirements of the hospital’s accreditation process
Assist in ensuring a culture of safety, promoting positive reporting of incidents and near misses; investigate and take remedial action on incidents or near misses involving patients and staff according to hospital policies, protocols and guidelines
Why work at the Blackrock Clinic
Pension
Sports and Social club
Employee Assistance Programme
Discounted onsite pharmacy
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