Ref No: 2025/143 Grade IV Administrative Assistant – Specialist Perinatal Mental Health Service (SPMHS)
Full Time
Patient Services Department
We are currently looking to hire a Grade IV in our Patient Services team here in the Rotunda. The successful candidate will provide comprehensive administrative support to SPMHS, including coordination of multiple weekly clinics, transcription of correspondence, and providing an initial point of contact for individuals seeking to engage with our service. This post will require significant interpersonal skills as it will have a degree of patient interaction.
Based in the City Centre and on the grounds of the oldest continuously operating maternity hospital in the world, you will have the opportunity to work with colleagues across all professional disciplines and become part of the Rotunda family.
In this role, the successful candidate will provide comprehensive administrative support across the hospital campus. The successful candidate will have:
* Excellent organisational skills and attention to detail
* Awareness / sensitivity towards patients’ needs
* Performs their duties in a manner which is conducive to harmonious team‑based intra and inter‑departmental relationships.
* Excellent written and verbal communication skills
* Proven IT skills & flexibility
* Excellent supervisory / people management skills
* Proven customer services skills
Professional Qualifications, Experience, etc.
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.
* 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 Irish, and have at least Grade C on higher level papers in three subjects.
* Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction.
* 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).
Candidates must have achieved a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable. Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme.
Additionally:
* Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.
* Health: Candidates for the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health that indicates a reasonable prospect of ability to render regular and efficient service.
* Character: Candidates must be of good character.
Key Responsibilities & Accountabilities
1. Help develop, improve and maintain a high quality administrative system in the SPMHS.
2. Assist in the organisation of services in the SPMHS.
3. Assist with telephone queries and appointment scheduling.
4. Meet and greet patients attending the SPMHS.
5. Manage the SPMHS email account.
6. Develop and manage template letters for common communications.
7. Management of patients who do not attend and contact patients to reschedule appointments.
8. Facilitate correspondence between treating teams of individuals attending the SPMHS.
9. Assist in the formulation of Standard Operating Procedures for the area and also for other areas as assigned.
10. Ensure relevant weekly Key Performance Indicators are achieved and recorded as per the Specialist Perinatal Mental Health Network; this includes data collection and the inputting of clinical statistical information.
11. Develop and improve communication channels with clinical colleagues.
12. Develop and improve communication channels with patients and general practitioners who avail of the SPMHS.
13. Typing of letters, reports or other documents for the SPMHS.
14. Assembling and filing paper charts where required for clinics.
15. Assist in the orientation & training of new staff within the area.
16. Ensure patient information and documents are continually held in safe custody and that legal requirements and hospital directives are maintained.
17. Take responsibility for the accuracy and integrity of manual and computerised data entered by staff at point of registration.
18. Take responsibility for appropriate and timely tracking of all healthcare records in their care on the iPMS tracking module.
19. Provide regular and ad‑hoc reports / information as required; collate statistics and reconcile clinics as defined by area SOPs.
20. Participate in relevant hospital committees when required.
21. Provide and co‑ordinate locum cover for departmental administrative staff as required.
22. Undertake training and development activities consistent with the position.
23. Other duties appropriate to the post as assigned from time to time.
24. Be aware of and implement all Policies, Guidelines in relation to Infection Prevention and Control / Decontamination.
25. Actively contribute, participate and ensure compliance with the key areas identified in the following: Infection prevention and control / decontamination, National Quality/Hygiene Schemes, B.F.H.I., and all audits deemed necessary by the Rotunda Hospital Management Team.
All informal enquiries in relation to the above should be directed to the relevant department. Applications should be made via the careers portal. A panel may be formed as a result of this campaign for the recruitment of permanent and specified purpose vacancies, full or part‑time duration, as required.
Closing Date: 12.00pm on Thursday 6 November 2025.
Skills: 2025/143 Grade IV Administrative Assistant Perinatal Mental Health
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