Job Title: Personal Assistant (PA) to the Director of Nursing
Reports to: Director of Nursing (DON)
Location: Bon Secours Hospital, Glasnevin, Dublin
Grade: Grade IV
Contract Type: Permanent Full Time (35 Hours per week
Job Purpose
The overall purpose of the role is to lead and support the functions of the office of the Director of Nursing (DON) by providing comprehensive efficient and confidential administrative support to the DON.
The dynamics of the office will require an individual who has excellent organisational skills with the ability to productivity work in a fast-paced rapidly changing environment. The individual should also have the capacity to manage multiple deadlines within a project driven organisation.
Key Duties and Responsibilities:
* Manage, co-ordinate and maintain all aspects of the DONs calendar including appointments, internal and external meetings, travel, and advanced preparation of required meeting materials to ensure the DON is fully prepared for all meetings.
* Act as the first point of contact in the DON Office for all incoming telephone calls and queries and direct appropriately.
* Serve as the liaison with Bon Secours staff to facilitate DONs timely review of proposals, correspondence, guidance, and documentation to ensure achievement of key strategic initiatives and tasks.
* Ensure all IT access and devices within the DON and Nursing Office are functioning correctly and report any faults to the IT team.
* Deal with incoming emails for the DON and reply on behalf of the DON on issues that do not warrant specifically the DON to reply. Inform DON of all correspondence that require an action or reply from the DON or inform of read only mails.
* Ensure mail is collected and date stamped on a daily basis and is distributed to the relevant personnel and all general mail is dealt with in a timely manner.
* Keep the DON informed of important daily, weekly correspondences, tasks, and deadlines.
* Meet with the DON as required to review the work schedule for the day and to carry out any administration duties/communications arising from the meeting.
* Process approved expenses on TAMS for all staff with direct reporting to the DON.
* Process and approve invoices on SAGE submitted to the DON office.
* Compose applications for consideration at the Vacancy Approval Committee (VAC).
* Communicate important updates and information to Nursing Leadership Team, CNMs and Hospital Management Team as required by the DON.
* Communicate meeting reminders and reports to relevant members of the Nursing Team as directed by the DON.
* Provide administrative support in the preparation of business cases, reports, presentations and briefing papers for meetings, conferences, nurse graduations, etc.
* Provide administrative support to the DON for meetings which are planned or requested by the DON to include; scheduling venues, circulating agendas, communicating meeting reminders, confirming venues, arranging refreshments, writing minutes and action points and circulation of same.
* Collect and compile reports from Workday and prepare comprehensive reports as requested. (e.g; Training compliance / Absence reports)
* In advance of meetings review and address action items and provide the DON with relevant updates/briefing notes and relevant paperwork required for the meetings.
* In conjunction with Nursing HR and the DON co-ordinate interviews for approved posts ensuring DON has the relevant paperwork in advance of interviews.
* Work closely with the HR and Quality staff to ensure that Nursing has the necessary policies and procedures in place.
* Manage the office environment to ensure all databases and filing systems meet the requirements of the DON office.
* To hold responsibility for the organisation of gifts and cards for special staff occasions for the following staff events e.g. staff retirements, achievements, bereavements, etc.
General
* Liaise with Heads of Departments, Consultants and Hospital staff on an ongoing basis, and circulate information to them as required.
* Miscellaneous tasks to support the DON which will vary according to the DONs calendar commitments and executive reporting relationships.
* Book travel and accommodation as required and prepare supporting expense claims.
* The post holder may be required to offer administrative support to the Clinical Director
* Ensure that at all times there is sufficient levels of office stationery for the DONs office and Nursing Office and carry out a stock order for same and liaise with stores as required.
* Undertake any other duties that may reasonably be required from time to time.
* As the service needs of the organisation change the above duties will be subject to change and flexibility.
CLOSING DATE FOR RECEIPT OF APPLICATIONS 6TH FEBRUARY 2026
Bon Secours Health System is an equal opportunities employer. Our values of Human Dignity, Compassion, Stewardship, Service and Integrity guide everything we do. We are committed to fostering an inclusive and supportive workplace where all employees have the opportunity to thrive. We welcome applications from individuals of all backgrounds, abilities and perspectives, and provide reasonable accommodations throughout the recruitment process. If you require any assistance, please contact